Service Billing Terms & Conditions

We built these terms to make billing simple and predictable—so your projects stay on schedule and you never feel surprised by an invoice. Clear scope and clear billing help us stay responsive and focused on outcomes.

If you ever have a question about billing or scope, ask—we’d rather clarify early than untangle it later.

1) Monthly service activations

All recurring monthly services require a minimum three-month commitment. Exceptions require written approval from our agency.

2) Payment methods and billing setup

We accept payment by credit/debit card or ACH through our electronic invoicing system. A valid payment method on file is required for all active accounts.

To prevent delays, billing is automated once your account is established in our system. Your payment method on file will be charged on your selected due date (the 1st or the 15th of each month).

Electronic payment is preferred to keep processing fast and consistent. Checks are discouraged and accepted only with prior approval.

3) Due dates, invoices, and payment terms

Clients may choose a due date of either the 1st or the 15th of each month.

Payment terms are Net 15 or Net 30 from the invoice date. Invoices are sent on or around the 1st or 15th of each month, and flexible due dates may be available upon approval.

4) Late payments and what happens next

If a payment becomes overdue, we follow the steps below so expectations are always clear and consistent. If you anticipate a delay, please reach out as early as possible.

Grace period: A 14-day grace period begins the day after the invoice due date. Late fees do not accumulate during that time.

Late fee schedule:

• @ 45 Days: A 15% late fee will be applied to overdue balances.
• @ 60 Days: A 15% late fee will be applied, a service/solution cancellation warning will be issued, and services will be paused.
• @ 90 Days: Service/solution cancellation will occur, the balance will be due upon receipt, and unpaid balances will be sent to collections.

Payment-term changes for repeat lateness:

• 1st late occurrence: Net payment terms move from Net 30 to Net 15.
• 2nd late occurrence: Net payment terms become “Upon Receipt.”
• 3rd late occurrence: Service/solution cancellation and account termination.

Service pause / account deactivation: Overdue balances 60 days past the invoice date are subject to a service/solution pause until all overdue invoices are paid in full.

5) Service cancellation

Service cancellation requires 30 days’ notice, provided at least 5 days before the original activation date.

6) Returned checks

Returned checks incur a $25 fee, and the outstanding balance must be paid immediately.

7) Disputes

If something doesn’t look right, tell us quickly so we can review it while details are fresh. Any dispute related to services or invoices must be submitted in writing within 15 days of the invoice date. Disputes received after this period may not be considered, and full payment is expected by the due date.

If you’re unsure about an invoice, email us—we’ll walk through it with you.

8) Refunds and credits

Refunds or credits are issued at Ancarna Digital’s discretion and are typically provided only for billing errors or service cancellations that meet the required notice.

9) Out-of-scope work and scope changes

Any work requested outside the scope of your current agreement or monthly retainer is considered out-of-scope and billed separately. This includes, but is not limited to, website content updates, design or functionality changes, marketing tasks, or other services not covered under the active agreement.

Standard out-of-scope hourly work: Out-of-scope work is billed at $100/hour in 15-minute increments. You will receive an itemized invoice detailing the work performed, time spent, and charges. Hourly invoices follow the same payment terms, due dates, and late-fee structure in this document.

Specialty services: Certain out-of-scope services—such as photography, videography, drone work, or media production—are billed at their own established hourly, half-day, or full-day rates based on scope and required resources. These rates will be provided in writing before scheduling and must be approved before services are rendered. This applies to media work outside the allotment designated in our proposal.

Pre-approval requirement: Before any out-of-scope work begins, you will receive a cost estimate for approval. By authorizing the work, you acknowledge and agree to the applicable rates, billing terms, and payment schedule associated with the requested service.