Billing, Cancellation & Refunds
How we invoice, what we accept, what happens if you need to cancel or reschedule, and when money comes back. Written down so nobody has to guess.
On this page
1. How we quote
Every engagement is priced in a written proposal before any work begins. Project work is a fixed fee per phase; fractional support is a fixed monthly amount. Hourly billing is not used, so there is no timesheet to dispute at the end.
The figure in the proposal is the figure you are invoiced. It changes only if you request work that was not in the agreed scope, and any such change is quoted and approved in writing first.
2. Payment terms
| Engagement | Schedule |
|---|---|
| Operations Assessment | 50% on signature, 50% on delivery of findings |
| Documentation, analytics, supply projects | Three instalments at agreed phase gates |
| Training sessions | Invoiced after each session |
| Fractional support | Monthly in advance, on the first business day |
Invoices are payable net 15 days from the invoice date. Established clients may request net 30 terms in writing. Prices are in US dollars and exclusive of any applicable taxes.
3. Accepted payment methods
We accept ACH bank transfer, business check and major credit and debit cards. Card payments are processed by a third-party payment processor; OPSA does not store card numbers at any point. Bank details appear on each invoice — if you ever receive a message claiming our banking details have changed, telephone us on +1 925 807 3982 to verify before paying.
4. Expenses
Travel within 90 miles of Richmond, Virginia is included in quoted fees. Beyond that radius, travel, accommodation and subsistence are billed at cost with receipts attached, and are always estimated and approved by you in writing before the expense is incurred. We do not apply an administration markup to expenses.
5. Cancelling or rescheduling
- Before work starts: cancel in writing more than 5 business days before the agreed start date and any deposit is refunded in full. Within 5 business days, we retain 25% of the deposit to cover reserved consultant time.
- After work starts: you pay for work properly performed to the date of written notice, and we deliver everything completed to that point. No termination penalty applies.
- Training sessions: reschedule free of charge with 5 business days' notice. Inside that window, 50% of the session fee applies because the facilitator's day is already committed.
- Fractional support: 30 days' written notice on either side. The final month is served or refunded pro rata at your choice.
6. Refunds
If a deliverable does not match what the engagement agreement described, tell us within 15 days of delivery. We will correct it at no additional cost. If we cannot bring it into line with the agreed scope, we refund the fee attributable to that deliverable.
Approved refunds are issued to the original payment method within 10 business days. We do not issue refunds for outcomes that depend on client implementation after handover, for scope the client chose not to pursue, or for work already accepted in writing.
7. Late payment
Overdue invoices may attract interest at 1.5% per month, or the maximum rate permitted by Virginia law if lower. Where an invoice is more than 30 days overdue we may pause work on active engagements, having first given written notice and a reasonable opportunity to settle.
8. Billing questions and disputes
If something on an invoice looks wrong, contact us within 15 days of the invoice date and we will look into it before payment falls due. Email Michael@opsa.mtechmpl.com with the invoice number, or telephone +1 925 807 3982. Genuine errors are corrected and reissued the same week, and we have never taken a client to collections over a query raised in good faith.
If anything in this document is unclear, please contact us before relying on it. We will explain it in plain language and, where a change is warranted, we will make it and note the revision date above.