Billing Terms & Conditions

These Billing Terms & Conditions govern all financial transactions, quotations, and agreements between BM Project Solutions (BMPS) and the Customer. By accepting a quote or issuing a purchase order, you agree to these terms.

1. Invoicing & Payment Terms

This section outlines your payment responsibilities.

1.1 How We Invoice

BMPS sends all invoices electronically to your designated email address. We issue invoices when:

Services are completed.
Goods are delivered.
Agreed project milestones are achieved.
Formally specified in an accepted Quotation or Purchase Order.

1.2 When to Pay

All invoices must be paid within 30 calendar days from the invoice date ("Net 30"), unless your Invoice, Quotation, or Purchase Order states a different timeframe.

1.3 Late Payment Penalties

If an account becomes overdue, BMPS reserves the right to charge interest at a rate of 15% per month (or the maximum allowed by law), or a minimum administration fee of R1,500 per month. This penalty is calculated from the original due date until we receive the full payment.

1.4 Pausing Work for Non-Payment

If an invoice remains unpaid for more than 15 days past its due date, BMPS reserves the right to:

Suspend any ongoing work.
Hold back deliverables.
Decline future services until all outstanding amounts are paid in full.

2. Quotations & Pricing

This section explains how our quotes and pricing structures work.

2.1 Quotation Basis

We prepare all quotes based on the specific project scope, details, and assumptions listed in the quotation document.

2.2 How Long Quotes Last

Quotes are valid for 30 calendar days from the date they are issued. BMPS reserves the right to change pricing after this 30-day period.

2.3 How to Accept a Quote

A quote becomes a legally binding agreement once you provide written or electronic confirmation. You can accept a quote by:

Signing the quote document.
Clicking the "Accept Quote" button on our digital platform.
Confirming your acceptance via email.
Sending a Purchase Order that references the quote.

Note: If a deposit or retainer is required, it must be paid in full before we begin any work.

2.4 Changes to Project Scope

If you request work outside of the originally agreed scope, we will treat it as a change request. This may result in extra charges, updated delivery schedules, and adjusted project timelines.

2.5 Pricing Guarantees & Deposits

Quoted prices are locked in and guaranteed for 30 days from the issue date.
For all accepted quotes worth more than R100,000, a 50% deposit is required before work begins, unless we agree otherwise in writing.

3. Purchase Orders

This section details the rules for Customer-issued Purchase Orders (POs).

3.1 Review and Acceptance

BMPS must review and formally accept all Purchase Orders. No contractual obligations exist until we officially confirm our acceptance.

3.2 Which Terms Rule?

By submitting a Purchase Order, you agree that BMPS’s Terms & Conditions take precedence. Our terms will override any conflicting or extra conditions included in your company's Purchase Order or related paperwork.

3.3 Required References

To avoid processing delays, all Purchase Orders and related emails must clearly display the relevant BMPS quotation number or Purchase Order number.

3.4 Online & Electronic Acceptance

When you click "Accept and Submit" via email or our online portal, you automatically agree to the following terms:

Order Confirmation: The accepted quote instantly becomes a binding Sales Order, which may trigger an invoice.
Governing Terms: The transaction is strictly ruled by the Terms & Conditions in this document.
Instant Invoicing: An invoice will be automatically generated and emailed to your billing contact within two (2) business hours.
Payment Timeline: Payment is due within 30 calendar days unless a different timeline was pre-approved.
Project Start: BMPS will start work as soon as we receive the required deposit, payment, or formal order acceptance.

4. Credits & Refunds

This section explains when and how credits or refunds are managed.

4.1 When You Are Eligible

We may issue a credit or refund under the following conditions:

You made an overpayment, leaving a credit balance on your account.
Prepaid goods or services were confirmed as not delivered.
A contract is terminated under terms that explicitly allow for a refund.
BMPS decides to issue a credit as a goodwill gesture.

4.2 Disputing Damaged or Incorrect Goods/Services

If you receive defective goods or sub-par services, you must notify BMPS in writing within 7 calendar days of delivery or project completion. You must provide clear details and evidence supporting your claim.

4.3 Refund Processing Time

Once approved, refunds take up to 14 business days to process. They will be sent back to your original payment method. If that is not possible, we will apply a credit to your account for future projects.

4.4 Keeping Accounts Current During Disputes

Even if you have an open dispute, claim, or pending refund request, you are still legally required to pay all other undisputed invoice amounts on time. You may not withhold payments unless BMPS gives you written permission.