Terms and Conditions Apply
* Bank Details. It is very important to mention all your bank details for online money transfer, NEFT, RSTG, SWIFT (for foreign remittance).
* Whose name is it? If payment is by cheque, then the name under which the cheque should be made.
* No Returns. It is imperative to mention the fact that once any payment is received it shall not be returned no matter what the circumstances and outcome of the project.
* Taxes. What TDS to be deducted by the client? If the project engagement is contractual then under 194C at 1% or if clubbed under services then 194J at 10% and so on. This helps in planning the finances of the project and later on the taxes to be paid. Trick: Its always good to mention that taxes and other government levies if applicable at the end of the final submission will be charged extra. This is especially useful for long drawn projects which multiple variables.
* Set a final payment date. This varies from industry to industry. Some like manufacturing have a 90 days payment cycle while most other industries range between 30 days to 15 days. Trick: If you pay GST then the invoice date and final payment date needs to be within 30 days or as per the next GST payment cycle. GST is also has different HAC/SAC codes and amounts for different industries. Communication Design comes under 18% GST chargeable.
* Delivery. Make it absolutely clear that the full and final payment will result in the full and final delivery of the project. This helps in safeguarding your last receivable milestone payment.
* Project Termination. Its been a while since cheques have bounced (touch wood) but it makes good sense to mention that any bouncing cheques at any stage of the project lifecycle will result in immediate project termination.
* Jurisdiction. The invoice is always subject to the city jurisdiction of the registered office of the entity / residence of the freelancer. Good practice to mention this.
* E.&O.E. Errors and omissions excepted (E&OE) is a phrase used in an attempt to reduce legal liability for potentially incorrect or incomplete information supplied in a contractually related document such as an invoice, quotation or specification.
* Extensions. Any additions or extensions to the output beyond the ones agreed upon initially by the client should be chargeable extra as per industry rates or actuals. This could include but not limited to animation/ shoot/ edit and so on depending on the nature of the extension. These additions in deliveries or change in brief cost more and also affect timelines. This should also be clearly communicated across.
* Third Party Output. When working with multiple agencies and / or vendors specifically not hired by you, it becomes necessary to mention that any errors or damages during production will be bourne by the client and you shall NOT be held accountable for any third party output. Parallel always get your team and vendors to sign non-disclosure agreements (NDA) and Memorandums of understanding (MoU) on a project to project basis so that everybody is legally safeguarded.
* Samples. This is a tricky one. Samples / pitch documents, these are ground which we have not ventured into too far. We have always had a no pitching philosophy. For those of you all who do love the risk, you should always charge a sampling/ pitch doc cost and this should be made clear upfront so the client / agency expectations are in place or absorbed into the overall project value, which is a gamble, provided you win. While within the project, purchase of samples/ proofs/ tests/ images/ stock/ vectors/ photoshoots/prototypes should be Bourne by the client as per the requirement unless mentioned otherwise in the project particulars.
* Delays. The soul drain. There should always be clauses with regards to delays in feedback/ information sharing/ decisions/ acts of god resulting in delays in the timelines. Similarly delays in providing payment as per the payment schedule resulting in the delay in deliveries. A deliverable is considered complete on approval or lack of feedback for 15 days from previous communication sent to the client.
* Termination. For whatever reason the project is terminated, the payment milestone up to that billing schedule must be upheld and the open files of all the work as agreed upon shall be handed over to the client upto that milestone.
* Author. You or your collective should be deemed as the author for all the concepts/drawings/documents and miscellaneous outcomes of the project both tangible and intangible as per the mutual understanding with the client and the project requirement.
* One time Cost. The costings mentioned is strictly a one time cost developed for this project and should not be considered as a basis of cost calculation for future projects.
* Acceptance. Any payment made is the an acceptance of all the terms and conditions mentioned in this document.