Payment & Collections Policy

Summary

This document outlines Convene for the Cities' Payment and Collections Policy, providing clear expectations for both subscription and non-subscription services. It details billing practices, late payment penalties, and the collections process. Clients are expected to honor payment deadlines to ensure continuity of services. Convene for the Cities reserves the right to modify this policy as needed and encourages clients to stay current on obligations to maintain a positive account standing.

I. Payment and Collections Policy Overview

This policy governs billing, payment, and collections for all Convene for the Cities' services. It ensures responsible financial practices to support operational needs and fairness among all clients. Clients are expected to pay invoices on time to help Convene for the Cities maintain its service quality.

II. Payment Terms for Subscription Services

  1. Payments for subscriptions (software, hosting, design) are due by the 1st of each month, regardless of invoice status.
  2. Late payments (after the 1st) incur a $25 admin fee and 1.5% monthly interest. Payments apply first to fees, then interest, then principal.

III. Payment Terms for Non-Subscription Services

  1. Non-subscription invoices are due upon receipt and are late after 20 days.
  2. Terms are Net 20; paper invoices and checks each incur a $25 fee.
  3. Late payments incur the same $25 admin fee and 1.5% interest monthly.
  4. Clients are responsible for updating billing information and ensuring payments.

IV. Penalties for Late Payment / Insufficient Funds / Chargebacks

  1. Returned checks carry a $70 fee.
  2. Admin fees continue to accrue until full payment is made.
  3. Payment reversals or chargebacks result in immediate account suspension.
  4. Accounts over 50 days late may be sent to collections.

V. Collections & Service Suspension

  1. Accounts unpaid after 60 days may result in service suspension and credit reporting.
  2. Convene for the Cities may suspend services, emails, or domains until full payment is verified.
  3. Accounts 70+ days late may be forwarded to legal counsel, with clients responsible for all legal fees.
  4. Moving domains or hosting does not cancel service or subscription obligations.