Payment terms and conditions

Last updated: 17th June 2026

These payment terms apply to all quotations, proposals, orders, projects and services supplied by Voodoochilli Design Limited (“Voodoochilli”, “we”, “us” or “our”), unless alternative terms have been agreed by us in writing.

By accepting a quotation, instructing us to begin work, making a payment or continuing to use our services, the client (“you” or “your”) agrees to these payment terms.

1. Quotations

1.1 Quotations are valid for 28 calendar days from the date of issue unless otherwise stated.

1.2 After the validity period has expired, we may withdraw or amend a quotation, including any prices, timescales and availability stated within it.

1.3 A quotation is based on the information and requirements available to us when it is prepared. Any change to the agreed requirements, scope, assumptions, specifications or deliverables may result in revised fees and timescales.

1.4 A quotation does not reserve production time or create an obligation for us to begin work until:

• The quotation or proposal has been accepted;
• Any required contract or order form has been completed;
• The required initial payment has cleared; and
• We have confirmed the project’s commencement in writing.

1.5 Unless expressly stated otherwise, quoted fees exclude VAT, third-party charges, licences, stock assets, fonts, hosting, domain names, advertising expenditure, travel and other external costs.

2. Initial payments

2.1 A minimum initial payment equal to 50% of the total quoted project fee is required before we will schedule or begin work.

2.2 Projects with a total value below £2,000, excluding VAT and third-party costs, must normally be paid in full before work begins.

2.3 We may require a different payment schedule based on the nature, duration, value or risk of a project. Any alternative schedule will be stated in the quotation, proposal or invoice.

2.4 An initial payment reserves production capacity and contributes towards project planning, discovery, administration and work undertaken.

2.5 Once we have reserved time or begun work, the initial payment is non-refundable to the extent that it represents:

• Work already completed;
• Time already spent;
• Production capacity reserved and no longer reasonably available for other work;
• Costs or commitments incurred on your behalf; and
• Other losses directly resulting from cancellation or postponement.

2.6 Nothing in these terms limits any cancellation or refund rights that cannot legally be excluded.

3. Project payment schedules

3.1 The payment schedule for a project will be set out in the relevant quotation, proposal or invoice.

3.2 Where no separate schedule is stated, the standard payment schedule will be:

• 50% before work begins; and
• The remaining balance before final deployment, publication, transfer or release of the completed work.

3.3 For larger or longer projects, we may issue interim invoices as work progresses.

3.4 An invoice becomes payable once it has been sent, even where progression is delayed because you have not supplied information, content, feedback, approval or access.

3.5 Payment of an invoice is not dependent on the completion of work outside the agreed scope or on matters controlled by you or a third party.

4. Invoice payment

4.1 You must pay each invoice in full by the due date stated on the invoice.

4.2 Unless otherwise stated, payment must be made by bank transfer to the account shown on the invoice.

4.3 Payment is treated as received only when cleared funds are available in our nominated account.

4.4 You are responsible for all bank fees, currency conversion charges and payment-processing costs deducted from the amount we receive.

4.5 You must quote the relevant invoice number when making payment.

4.6 All payments must be made without deduction, withholding, counterclaim or set-off, except where required by law.

4.7 Payments will be applied to the oldest outstanding invoice first unless we agree otherwise in writing.

5. Invoice queries and disputes

5.1 You must notify us in writing of any genuine invoice query or dispute as soon as reasonably possible and, in any event, before the invoice due date.

5.2 Your notice must identify:

• The invoice concerned;
• The amount disputed;
• The reason for the dispute; and
• Any supporting information reasonably required to investigate it.

5.3 You must pay any undisputed portion of an invoice by its original due date.

5.4 Raising a dispute does not entitle you to withhold payment of other invoices or amounts that are not genuinely disputed.

5.5 The parties will act reasonably and in good faith to resolve any genuine dispute promptly.

6. Additional work and changes

6.1 Work that falls outside the agreed project scope will be treated as additional work.

6.2 Additional work may include:

• New requirements or functionality;
• Additional pages, designs, concepts or revisions;
• Changes to previously approved work;
• Reworking content, designs or development because instructions have changed;
• Correcting issues caused by materials, systems or services supplied by you or a third party;
• Additional meetings, training or consultancy;
• Urgent or out-of-hours work; and
• Work required because information, access, content or feedback was incomplete, inaccurate or delayed.

6.3 Additional work will be charged at our standard hourly rate applicable when the work is carried out, subject to a minimum charge of two hours per separate request or work session.

6.4 We may provide an estimate before carrying out additional work. An estimate is not a fixed quotation unless expressly confirmed as such in writing.

6.5 Where practical, we will request approval before undertaking material additional work. We may carry out minor or necessary additional work without separate approval where it is reasonably required to fulfil your instructions, resolve an urgent issue or protect the security and operation of your services.

7. Client delays

7.1 You must provide all information, content, materials, access credentials, feedback, decisions and approvals reasonably required to complete the work.

7.2 Any timescale given by us depends on your timely cooperation and is extended by any period of client or third-party delay.

7.3 Where a project is delayed because of your action or inaction, we may:

• Reschedule the work according to our next available production capacity;
• Continue to issue invoices in accordance with the agreed payment schedule;
• Charge for additional administration, project management, remobilisation or duplicated work;
• Review and revise the project price and delivery schedule;
• Place the project on hold; or
• Treat the project as cancelled where the delay is substantial.

7.4 If a project remains inactive for more than 30 days because required information, content, feedback, approval or access has not been provided, we may place it on hold and invoice for all work completed and costs incurred to date.

7.5 Restarting a paused or inactive project may be subject to a restart fee and our current availability and rates.

8. Final payment and release of work

8.1 All outstanding invoices relating to a project must be paid in cleared funds before we are required to:

• Deploy work to a live environment;
• Launch or publish a website;
• Transfer a website, domain, hosting service or account;
• Release editable, source or production files;
• Remove development restrictions;
• Provide final credentials or access;
• Assign intellectual property rights; or
• Provide final project handover.

8.2 Preview, staging, test and development versions must not be treated as completed or live deliverables.

8.3 We are not responsible for a delayed launch or missed deadline caused by late payment.

8.4 Where we agree to deploy work before receiving final payment, this does not waive our right to collect the outstanding amount or require us to do so for any other project.

9. Late payment

9.1 An invoice becomes overdue immediately after its stated due date.

9.2 For qualifying business-to-business transactions, we reserve the right to charge statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998 at 8% per annum above the Bank of England base rate, calculated daily from the invoice due date until payment is received.

9.3 We may also claim any fixed compensation and reasonable recovery costs available to us under applicable late-payment legislation.

9.4 Where statutory late-payment legislation does not apply, we may charge reasonable interest and recovery costs where permitted by the agreement and applicable law.

9.5 Our decision not to charge interest or recovery costs immediately does not prevent us from doing so later.

10. Suspension for non-payment

10.1 If an amount is overdue, we may suspend some or all work and services after giving reasonable notice.

10.2 Suspension may include:

• Pausing project work;
• Withholding deliverables, files, credentials or access;
• Disabling access to development or staging systems;
• Suspending hosting, maintenance, support or other ongoing services under our control; and
• Temporarily disabling a website or service that we host or manage where this is lawful, technically reasonable and proportionate.

10.3 We will not intentionally delete or permanently damage your data solely because payment is overdue. However, we are not responsible for loss arising from a suspension properly carried out under these terms, except where liability cannot legally be excluded.

10.4 Services will normally be restored after all overdue sums, interest, recovery costs and any reasonable reconnection or remobilisation fees have been paid in cleared funds.

10.5 Restoration is subject to technical feasibility and our reasonable availability.

11. Cancellation and termination

11.1 You may request cancellation in writing.

11.2 On cancellation or termination, you must pay:

• All invoices already issued;
• Fees for work completed up to the cancellation date;
• Fees for work in progress;
• Third-party costs and non-cancellable commitments;
• Any agreed cancellation charges; and
• Reasonable losses resulting from production time specifically reserved for the project.

11.3 Where amounts already paid exceed the sums properly due under clause 11.2, we will refund the balance.

11.4 Where sums properly due exceed the amount already paid, we may issue a final invoice for the difference.

11.5 We may terminate or suspend the project where you materially breach the agreement, repeatedly fail to cooperate, become insolvent or fail to pay an invoice when due.

12. Ownership and licences

12.1 Unless otherwise agreed in writing, ownership of our work and any intellectual property rights to be transferred to you will not pass until all invoices relating to that work have been paid in full.

12.2 Until payment has been made in full, any use of draft or completed work is permitted only under a limited, temporary and revocable licence for review and approval purposes.

12.3 Third-party materials, software, fonts, stock assets, plugins and services remain subject to their own licence terms.

12.4 Any tools, methods, frameworks, libraries, code, templates, know-how or pre-existing materials owned or developed by us independently of the project remain our property unless expressly assigned in writing.

13. Chargebacks and reversed payments

13.1 You must contact us before initiating a chargeback, payment reversal or similar claim so that we have a reasonable opportunity to investigate and resolve the matter.

13.2 An unjustified chargeback or reversal does not extinguish the underlying debt.

13.3 You will be responsible for reasonable fees and costs resulting from an unjustified chargeback or reversed payment, to the extent permitted by law.

14. Debt recovery

14.1 We may take reasonable steps to recover overdue amounts, including instructing solicitors, debt-recovery agents or issuing court proceedings.

14.2 You will be responsible for reasonable debt-recovery and enforcement costs where permitted by contract or law.

14.3 We may share relevant information with professional advisers, debt-recovery providers, courts, regulators or credit-reference services where it is lawful and reasonably necessary to recover or report a debt.

14.4 Any personal information used or disclosed for debt recovery will be handled in accordance with applicable data-protection law and our privacy notice.

14.5 We do not guarantee that every unpaid invoice will be recorded on a client’s credit file. Whether a debt can be reported and whether it affects a credit rating depends on the circumstances, the available reporting arrangements and applicable law.

15. Taxes and third-party costs

15.1 VAT will be added at the applicable rate where required.

15.2 You are responsible for approved third-party costs incurred for the project.

15.3 We may require third-party costs to be paid in full before placing an order or committing expenditure.

15.4 Third-party prices may change without notice. Any increase imposed by a third-party supplier may be passed on to you where it is outside our reasonable control.

15.5 We are not required to fund third-party services or purchases on your behalf.

16. Ongoing and recurring services

16.1 Hosting, support, maintenance, retainers, licences and other recurring services will be invoiced at the frequency stated in the relevant agreement or invoice.

16.2 Recurring fees are payable in advance unless otherwise agreed.

16.3 We may review recurring fees by giving reasonable written notice.

16.4 Failure to use the included time, allowance or service does not entitle you to a refund or credit unless the agreement expressly provides otherwise.

16.5 Unused retainer hours do not roll over into a later period unless agreed in writing.

17. Our discretion and variations

17.1 We may agree different deposits, payment schedules, credit limits or payment periods at our discretion.

17.2 Any exception applies only to the specific invoice or project for which it was granted and does not create an ongoing entitlement.

17.3 A variation to these terms is valid only where confirmed by us in writing.

17.4 Our failure or delay in exercising a right does not waive that right.

18. Order of precedence

18.1 These payment terms form part of the agreement between you and us.

18.2 If there is a conflict between documents, the following order of precedence applies unless otherwise agreed:

• A signed contract or order form;
• A written project proposal or quotation;
• These payment terms;
• The invoice; and
• Other written communications.

18.3 A specific payment provision stated in a signed contract, quotation or proposal will take priority over the corresponding general provision in these terms.

19. Business clients and consumer rights

19.1 These terms are primarily written for clients acting in the course of a business, trade or profession.

19.2 If you are acting as a consumer, nothing in these terms limits your statutory rights, including any cancellation, refund, quality or fairness protections that cannot legally be excluded.

19.3 Any clause that cannot lawfully apply to a consumer will be interpreted or limited accordingly without affecting the remaining terms.

20. Governing law and jurisdiction

20.1 These payment terms and any dispute or claim arising from them are governed by the laws of England and Wales.

20.2 If you are acting in the course of a business, the courts of England and Wales will have exclusive jurisdiction.

20.3 If you are a consumer, you may also have the right to bring proceedings in the part of the United Kingdom in which you live.

21. Contact details

Questions or notices relating to payments should be sent to:

Voodoochilli Design Limited
1 King Street, Hereford HR4 9BW
Email: mail@voodoochilli.com
Telephone: 01432278766
Company number: 05593780
VAT registration number: GB266071602