Payment Policy

1. Pricing basis

Services may be priced as a fixed project, a milestone-based engagement, a monthly coordination arrangement, or an hourly assignment. Website ranges are planning estimates and are not binding quotes. The final fee is based on the defined scope, expected document or task volume, number of workflows or stakeholders, schedule, delivery urgency, revision expectations, and administrative complexity.

A written scope will identify the pricing model and, where practical, the included deliverables and assumptions. Work not described in that scope may require a separate estimate or written change authorization.

2. Deposits and advance payments

A deposit or initial payment may be required to reserve capacity, begin discovery, or start project work. The amount and whether any portion is non-refundable will be stated in writing. A scheduled start date is not guaranteed until required acceptance and payment have been completed.

Advance payments are applied to the engagement as described in the invoice or project agreement. A deposit is not held as a client asset, trust balance, investment, escrow, or fiduciary account. It is a payment toward contracted administrative services.

3. Fixed-fee projects

A fixed fee covers only the deliverables, volume, assumptions, revision limits, and timing identified in the written scope. Fixed pricing does not convert an undefined request into unlimited work. Changes in volume, new workflows, added departments, accelerated deadlines, repeated revisions, incomplete source material, or additional meetings may require a change order.

Fixed-fee projects may be billed at acceptance, by milestone, according to a calendar schedule, or before final delivery. Milestone invoices reflect completion of an identified phase and are payable even if the client later decides not to proceed to a separate later phase.

4. Ongoing coordination

Ongoing administrative coordination may be billed monthly in advance or according to another recurring schedule. The written agreement should identify included availability, estimated volume, carryover rules, reporting cadence, and the treatment of work beyond the recurring scope. Unused capacity does not automatically roll over unless expressly stated.

A recurring arrangement continues for the agreed term or until ended under the applicable cancellation terms. Changes in scope or sustained volume may require a revised monthly fee.

5. Hourly work

When services are billed hourly, time may include meetings, research of client-provided operational materials, project planning, document preparation, workflow mapping, coordination, revisions, status reporting, and other activities reasonably required by the scope. Billing increments and any minimum charge will be stated in the project document or invoice.

An estimate of hours is not a guarantee unless expressly stated as a cap. We will seek authorization before materially exceeding an approved cap, except where immediate limited action is reasonably necessary to preserve work or address a client-created issue.

6. Invoices and due dates

Invoices describe the amount due, payment date, and available payment instructions. Clients are responsible for reviewing invoices promptly and raising a specific question within the review period stated in the engagement, or otherwise within a reasonable time. Failure to review an invoice does not eliminate a valid payment obligation.

Payment is considered made when cleared funds are received through the approved method. Processing delays, bank holidays, rejected transfers, or payment-provider review may affect the date funds are considered received.

7. Approved payment methods

Available payment methods are identified on the invoice or through the approved checkout or payment process. Clients should follow only verified instructions associated with the engagement. We will not request access to a client bank account, investment account, trust account, or other financial asset as part of our services.

Clients should confirm unexpected payment-instruction changes through established business contact information before sending funds. We are not responsible for payments sent to an unauthorized party because a client relied on altered or fraudulent instructions without reasonable verification.

8. Taxes and third-party costs

Fees do not include sales, use, excise, value-added, withholding, or similar taxes unless the invoice states otherwise. The client is responsible for taxes legally imposed on the purchase, excluding taxes based on our net income. If withholding is required by law, the client should provide appropriate documentation.

Third-party costs such as specialized software, printing, shipping, travel, data services, or external vendors are charged only when included in the scope or authorized by the client. Approved costs may be invoiced in advance or reimbursed at cost, as stated in writing.

9. Late, failed, and disputed payments

If payment is not received when due, we may pause work, defer meetings, adjust the schedule, withhold unfinished deliverables, decline new work, or terminate the engagement, subject to the written agreement and applicable law. Any late fee or collection cost must be permitted by law and disclosed in the applicable agreement or invoice.

A client disputing an invoice should identify the specific charge and basis for the concern while paying any undisputed portion when due. The parties should review the scope, project record, approvals, and delivered work in good faith. A payment dispute does not automatically reverse completed services.

10. Refunds and credits

Refunds are governed by the Cancellation & Refund Policy and the applicable engagement document. Completed work, used meeting time, delivered milestones, approved costs, and reserved capacity may be non-refundable. When an approved credit applies, it may be used against a future invoice only if stated in writing and may expire according to its stated terms.

11. Currency and records

Unless an invoice states otherwise, amounts are expressed and payable in United States dollars. Clients should retain proposals, statements of work, invoices, receipts, and approvals as part of their own business records. We may retain transaction and project records for operational, tax, dispute, and compliance purposes.

12. No financial or fiduciary service

Billing administration does not create a fiduciary relationship and does not involve management of client money or assets. Winbrooke Trust Managing does not offer investment, financial advisory, securities, accounting, bookkeeping, tax, escrow, or trust-account services. Payments are consideration for administrative management and operations coordination only.