This Payment & Refund Policy governs charges for NCODE BIO services. It should be read with the Terms of Service, the Service Cancellation Policy, and any proposal, invoice, or written service confirmation. Project-specific billing terms control when they expressly differ from this Policy.
1. Pricing Structure
Published prices are either fixed prices for a defined basic scope or starting prices that may increase based on volume, complexity, urgency, tools, required access, number of records, document length, formatting condition, research depth, or special instructions.
NCODE BIO will not intentionally change an approved price without communicating the reason and requesting approval for additional scope. A client is not required to approve new work, but declining a revised price may require the scope or deadline to be adjusted.
2. Published Service Prices
- Virtual Administrative Support, up to 5 hours per month — $75.
- Email Inbox Management — $40 per month.
- Calendar & Appointment Scheduling — $35 per month.
- Document Formatting & Editing — from $20 per document.
- Data Entry & Spreadsheet Organization — from $25 per hour.
- Digital File Organization & Cloud Storage Setup — $50 per project.
- Online Research & Information Collection — from $30 per task.
- CRM Data Updates & Contact Management — from $45 per month.
- Invoice & Basic Record Preparation, non-accounting — from $40 per month.
- Business Document Templates — from $30 per document.
3. Monthly Package Prices
The Starter package is $149 per month and includes up to 10 support hours, email management, calendar assistance, and basic document editing. The Growth package is $299 per month and includes up to 20 support hours, CRM updates, data entry, research tasks, and file organization. The Business package is $499 per month and includes up to 40 support hours, priority response, a dedicated virtual assistant, full administrative support, and weekly progress reports.
Included hours represent available administrative capacity, not a promise that every requested task can be completed regardless of complexity, access, legal restrictions, or deadline. Work outside the package categories or capacity may require a separate quote.
4. Quotes and Authorization
A quote may be accepted through written approval, electronic approval, payment, or another method identified in the proposal. By approving a quote, the client confirms authority to purchase the service and responsibility for the charge.
NCODE BIO may correct an obvious typographical or calculation error before work begins. If an error affects an already approved quote, NCODE BIO will explain the correction and allow the client to accept the revised terms or cancel unstarted work without penalty.
5. Payment Timing
Monthly services are generally billed in advance at the beginning of each billing period. One-time projects may require payment in full before scheduling or a deposit followed by a balance payment. The applicable invoice or proposal states the due date.
Work may be scheduled only after cleared payment, required access, and necessary materials are received. A requested deadline is not reserved until NCODE BIO confirms it.
6. Payment Methods and Processors
Payments may be processed through Shopify or another third-party payment provider. The provider may collect payment card, bank, billing, fraud prevention, and device information under its own terms and privacy notice. NCODE BIO generally does not receive complete payment card numbers.
The client is responsible for using an authorized payment method and maintaining accurate billing information. A payment processor may reject, hold, reverse, or review a transaction under its own risk rules.
7. Taxes
Prices do not include taxes unless the checkout, invoice, or proposal states otherwise. The client is responsible for sales, use, value-added, withholding, or similar taxes legally imposed on the purchase, excluding taxes based on NCODE BIO’s net income. When collection is required, taxes will be added to the charge.
Clients requesting tax-exempt treatment must provide valid documentation before billing. NCODE BIO is not required to retroactively change completed invoices when documentation was not supplied on time.
8. Monthly Renewals
A recurring package may renew each billing period until canceled according to the Service Cancellation Policy. By choosing recurring billing, the client authorizes the approved payment method to be charged for each renewal and applicable taxes.
NCODE BIO will provide notice of a material package price change before the new price applies to a future renewal. Continued renewal after the stated effective date constitutes acceptance of the new price.
9. Included Hours, Expiration, and Overage
Unless a written agreement states otherwise, unused monthly hours expire at the end of the billing period and do not roll over. This rule allows capacity to be reserved consistently for active clients. Unused capacity is not redeemable for cash or transferable to another business.
Work beyond included hours requires client approval and may be charged at an applicable hourly rate, quoted as a project, or scheduled for the next period. NCODE BIO will not knowingly exceed approved paid capacity without authorization except for a minimal administrative action reasonably necessary to secure or close the work.
10. Failed and Late Payments
If a payment fails, NCODE BIO may retry the charge where permitted, request another method, pause work, withhold new scheduling, or suspend access to incomplete deliverables. The client remains responsible for the outstanding balance and any lawful processor or collection costs disclosed in advance.
Repeated failure to pay may result in termination. Paused work may lose its original position in the schedule, and a new completion estimate may be required after payment is resolved.
11. General Refund Standard
Because NCODE BIO sells time-based and custom administrative services, fees for completed work, used hours, delivered documents, performed research, reserved rush capacity, and non-recoverable expenses are generally non-refundable.
A refund may be considered for a duplicate charge, an incorrect amount, a service that NCODE BIO confirms it cannot begin, or another circumstance where refund is required by law. A request should identify the transaction, date, amount, service, and reason.
12. One-Time Project Refunds
If a one-time project is canceled before work begins, NCODE BIO may refund the amount paid minus non-recoverable processor fees or expenses where legally permitted and previously disclosed. If work has started, the amount attributable to completed work, preparation, reserved time, and committed expenses remains payable.
When a deposit is identified as non-refundable because it reserves capacity or covers onboarding, that condition will be stated before payment. A non-refundable label does not override rights that cannot lawfully be waived.
13. Monthly Service Refunds
Canceling a monthly package stops future renewal when the cancellation is timely. It does not automatically create a refund for the current billing period. The current period remains available for agreed work until its end unless access, safety, nonpayment, or another termination issue prevents continued service.
Partial use of a month does not ordinarily produce a prorated refund. NCODE BIO may issue a discretionary credit, extension, or partial refund when service was materially unavailable for reasons within its control.
14. Quality Concerns and Corrections
A quality concern should be reported promptly with a clear description and supporting example. NCODE BIO will first determine whether the issue can be corrected within the approved scope. A correctable formatting, transcription, or instruction-matching issue generally does not create an automatic right to a refund when a reasonable correction is available.
A request based on changed preference, new instructions, undisclosed requirements, or dissatisfaction with accurate information obtained from a stated source may be treated as a revision or new scope rather than a refund matter.
15. Chargebacks and Payment Disputes
Clients should contact NCODE BIO before initiating a chargeback so the transaction and service record can be reviewed. A chargeback made without a valid basis may lead to suspension, termination, submission of relevant records to the processor, and collection of the lawful unpaid balance.
Nothing in this section limits a consumer’s right to dispute an unauthorized or legally improper charge. NCODE BIO will cooperate with legitimate processor investigations.
16. Credits and Promotions
A service credit has no cash value unless expressly stated. Credits may be limited to a client, service, period, or future invoice and may expire. Promotional pricing applies only to the stated offer and does not require the same discount for later purchases.
17. Currency
Prices are stated in United States dollars unless otherwise shown. A bank or payment provider may charge conversion, international, wire, or card fees. Those fees are controlled by the provider and are the client’s responsibility.
18. Billing Questions
Billing questions should be raised promptly so records can be reviewed while they are available. Do not send full card numbers, bank passwords, or security codes by email. NCODE BIO may request a transaction identifier, invoice number, billing name, amount, and date for verification.