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Billing procedures

Unlike most hosting companies these days, we still accept non-instant and non-automated methods of payment -- i.e., cheques and (in person, not by mail) cash. As a result, instead of simply requiring our clients to pay via credit card and then charging your credit card automatically every time a service is about to expire, we take the time to invoice you far enough in advance of expiry dates so that your payment will reach us in plenty of time to renew your services before they expire.

Below we lay out our billing policies and procedures so that you know exactly how we run our accounts-receivable department.

Billing schedule

Billing schedule for services expiring between the 1st and the 15th of the month, inclusive.
Example expiry date: 10 March.
January
1
 
234567
8
 
91011121314
15
Bill
161718192021
22
 
232425262728
29
 
3031    
February

 
  1234
5
Remind
67891011
121314
Due
15161718
19
 
202122232425
26
 
2728    
March
   123
Notice
4
5678910
Expiry
11
121314151617
Suspend
18
19
 
202122232425
26
 
2728293031 


Billing schedule for services expiring between the 16th and the end of the month, inclusive.
Example expiry date: 20 March.
February

 
  1234
5
 
67891011
12131415
Bill
161718
19
 
202122232425
26
 
2728    
March

 
  1234
5
 
678
Remind
91011
1213
Notice
14151617
Due
18
1920
Expiry
2122232425
2627
Suspend
28293031 


Key
Bill:Invoice sent on the 15th of the month.
Remind:Reminder notice sent 21 days after billing if payment in full not yet received.
Due:Payment officially due 30 days after billing date. (No notice sent on this date.)
Notice:Expiry notice sent 7 days before expiry.
Expiry:Service expires. Some or all services suspended. Suspension notice sent.
Suspend:Any services not yet suspended are suspended on this date. (No notice sent on this date.)

Billing terms

Additional notes

Example invoice

Example invoice.

  1. This heading indicates that this is an invoice. Other possible headings include "credit note" and "statement".
  2. This is your five-character "client code". ("Client number" didn't seem to work considering there are no numbers in it.) It is useful to identify your payments.
  3. The "pay by" date is the date by which we suggest you make your payment to ensure that it arrives and clears in time to renew your services before they expire. Really, we're serious. Please don't wait until the day before your services expire!
  4. This "account summary" box gives you an overview of the state of your account with us, including payments since your last invoice. The last number indicates the total amount that you owe us, and may include previous invoices that are not yet paid, as well as the value of this invoice.
  5. This and the other green box with yellow lettering indicates the base currency of the invoice. This is usually either Canadian or US dollars.
  6. The "information" column usually shows the date on which the corresponding service will expire once this invoice is paid. (It is not your current expiry date!) In the case of services already provided or actions already taken, it will show the date on which the service or action was performed.
  7. This is the same as item 3. The ultimate due date for paying this invoice is, of course, the date on which your service expires. However, we emphasise again that this "recommended pay-by date" really is the date that by which we strongly suggest you pay this invoice to make sure there are no problems with renewing your services on time.
  8. This is your invoice number. It is comprised of your client code, the year of the invoice, and a serial number. This number is useful if you have a question about a particular invoice.
  9. This is the total owing for this invoice. If this is a credit note and not an invoice, it is the amount of the credit that has been applied to your account.
  10. If your invoice is also payable in another currency, you will see this grey box. This is the converted amount of this invoice only (item 9), not the total that may be owing on your account overall.
  11. This is general information about, and instructions for paying, your invoice. For full details and all the options available to you for paying your invoice (including banking information), please see the email to which this PDF invoice was attached.
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Since 1996!

Once again thanks for your prompt service. Much appreciated. --Katemo Zambia Ltd., Zambia