Billing Terms & Conditions Clauses
1. Invoicing & Payment Terms
This section defines the customer's obligations regarding payment.
1.1. Invoice Issuance: Invoices will be issued by BM Project Solutions following the completion of services, shipment of goods, or as specified in the accepted Quotation or Purchase Order. Invoices will be delivered electronically to the email address provided by the Customer.
1.2. Payment Terms: Unless explicitly stated otherwise on the Invoice, Quotation, or accepted Purchase Order, all invoices are due for payment within thirty (30) calendar days (Net).
1.3. Late Payment: If payment is not received by the due date, BM Project Solutions reserves the right to charge interest on the outstanding balance at a monthly rate of 15% (or the maximum legal rate) or R1,500 per month, calculated from the original due date until the payment is received in full.
1.4. Suspension of Services: Failure to settle outstanding invoices within fifteen 15 days after the due date may result in the suspension of future services or work in progress until the account is settled.
2. Quotations & Price Validity
This section establishes how long a price offer is valid and what acceptance means.
2.1. Quotation as an Offer: A Quotation issued by BM Project Solutions constitutes an invitation to the Customer to place an order and is based on the scope of work and specifications detailed within that document.
2.2. Validity Period: Unless otherwise stated on the document, Quotations are valid for thirty (30) calendar days from the date of issuance. Prices are subject to review and change after this period.
2.3. Acceptance: A Quotation is accepted and becomes a binding contract only upon the Customer providing written or electronic confirmation of acceptance (e.g., signed document, clicked 'Accept' button, or confirmed email reply) and, if required, payment of the specified upfront deposit or retainer.
2.4. Scope Changes: Any work requested by the Customer that falls outside the original scope detailed in the accepted Quotation will be treated as a change request and may incur additional charges and adjusted timelines.
2.5. Quote Validity: This price is guaranteed for thirty (30) days from the date on this document. To accept this quote and authorize the work, please click the "Accept Quote" button in your email or on our portal. Your acceptance confirms your agreement to the scope of work and the price detailed above. 50% deposit is required for quotes greater than R100,000.
3. Purchase Orders (Customer POs to Us)
This section governs orders placed by the customer using their own purchase order documents.
3.1. PO Acceptance: All Purchase Orders (POs) issued by the Customer are subject to review and final acceptance by BM Project Solutions. No contract exists until we formally accept the PO.
3.2. Controlling Terms: Acceptance of a Customer's PO is strictly conditional upon the Customer agreeing that BM Project Solutions terms and conditions (as set forth herein and on the Quotation) shall govern and prevail over any conflicting or additional terms presented in the Customer's PO, standard forms, or other documents.
3.3. PO Number Requirement: For prompt and accurate processing, all Customer Purchase Orders and subsequent communications regarding the order must clearly reference the associated BM Project Solutions Quotation number (if applicable) and/or a valid Purchase Order number.
3.4 Electronic Acceptance & Agreement:By clicking the "Accept and Submit" button in the accompanying email or on the online portal, you are electronically signing and agreeing to the following:
- Order Confirmation: This accepted quotation immediately converts into a final, binding Sales Order/Invoice.
- Terms: Acceptance is governed exclusively by the terms and conditions outlined in this document and on our website.
- Invoice Generation: Upon your electronic submission, our system will automatically generate and send your invoice to the billing email address on record within 2 hours.
Payment & Commencement
- Payment Due: Payment is due Net 30 days from the invoice date.
Work Commencement: Work will commence upon receipt of the initial deposit/payment OR confirmation of the accepted order.
4. Credits or Refunds
This section outlines the process for granting refunds or account credits.
4.1. Basis for Credit/Refund: Credits or Refunds may be issued only under the following conditions: a. Overpayment by the Customer that results in a credit balance on the account. b. Confirmed non-delivery of goods or services paid for in advance. c. Termination of a contract where a pre-paid amount is refundable as per the termination clause of the primary service agreement. d. As a discretionary goodwill gesture decided solely by BM Project Solutions.
4.2. Disputes and Non-Conformity: If a Customer seeks a Credit or Refund due to non-conforming goods or unsatisfactory services, the Customer must notify BM Project Solutions in writing within seven (7) days of delivery or completion, providing full details of the claim.
4.3. Processing: Approved Refunds will be processed back to the original method of payment within fourteen (14) business days. If the original payment method is unavailable, a credit will be applied to the Customer's account balance for future use.
4.4. No Right to Withhold Payment: The Customer may not withhold payment of any amount due on any Invoice or Purchase Order on the basis of any disputed claim or potential credit/refund unless the dispute has been formally agreed upon in writing by BM Project Solutions.