Summary
For any clients who have been sent a proforma invoice, whilst Commercial Ops should have explained how proforma invoices work, we should follow up off the back of the Service Overview email to ensure they have the full information.
We've set out the email wording to send below.
Email Wording
Once the Service Overview email has been sent, follow up (as a party specific email) to any parties paying via proforma invoice with the below:
Further to the below, we just wanted to confirm that as you are paying by way of proforma invoice, we will issue itemised invoices each month to keep you apprised of how the funds on account have been used on the matter. They will show if you have proforma money left on account or if you are in arrears and need to make further payment (in the event more services are requested than accounted for in the estimates). Once all services end (following the deletion of all workspaces, i.e. your party specific workspace and Tribunal workspace), if there are funds left on account they will be returned by bank transfer.
Please be aware that user access works on a subscription model, therefore being billable on a per user per week (billing week running Monday to Sunday) basis from the point in which they are added to the platform and will continue to be billable until we are expressly instructed to suspend their access, irrespective of usage. Similarly, you will be billed for the services actually requested and not just those accounted for in the proposal estimates. For example, if you leave access running for longer than accounted for or request more users than accounted for, your eventual user fees will be higher than estimated so please do ensure we receive user suspension instructions in a timely manner to best manage costs.
As we have not received payment yet, we’d be unable to provide user access until proof of, or the payment itself, has been received.
Please let us know if there are any questions on the above.
Copy