Pricing and payment policy

White Space Designs requires a non-refundable deposit before any work commences on a project. This applies to all web design, development and AI agent engagements, regardless of project size or client location.

The deposit covers the initial discovery, research and design phase of your project. It also protects both parties: you get a committed timeline, and we can allocate the right resources without risk.

Payment is split across project milestones. The structure varies by service type:

The balance is due before the final deliverable is handed over. No assets, credentials, source files or live deployments are transferred until the account is settled in full.

• South African clients: EFT / bank transfer (ZAR). Banking details are provided on the invoice.
• International clients: Wise (TransferWise), PayPal, or another mutually agreed platform. International invoices are quoted in USD or another agreed currency at the exchange rate on the date of quote.
• Retainer billing: monthly invoice sent 5 days before the billing date. Payment due within 3 business days.

All prices are quoted exclusive of VAT unless otherwise stated. White Space Designs reserves the right to adjust pricing for currency fluctuation on international projects where payment is delayed beyond 7 days from quote date.

We understand plans change. Our cancellation terms are designed to be fair to both parties:

• Before work commences: if you cancel after paying the deposit but before any design or development work has started, a 15% administration fee is deducted and the remainder is refunded within 5 to 7 business days.
• After work commences: the deposit is non-refundable once discovery, research or design work has begun. Any work completed up to the cancellation point remains the property of White Space Designs until the account is settled.
• Retainer cancellations: retainer agreements require 30 days written notice to cancel. No refunds are issued for the current billing period.
• Client-caused delays: if a project stalls for more than 30 days due to lack of client feedback, content or approvals, we reserve the right to invoice for work completed to date and release the project slot.

Each project includes a set number of revision rounds as agreed in your project brief. Revisions are defined as adjustments within the original scope, not new features or direction changes.

• Revision rounds are outlined in the project proposal before work starts.
• Requests that fall outside the original scope are quoted separately and billed as an addition.
• Scope changes that significantly alter the project direction may require a revised deposit.

Once the final balance is received, all deliverables are transferred within 2 business days. For clients who cannot be present in person, we provide a full remote handoff:

• A recorded Loom walkthrough of the completed project, covering all key functionality and settings.
• A PDF or Notion guide covering logins, how to make common updates, and who to contact for support.
• An optional live video call (30 minutes) to walk through the handoff in real time, at no extra charge for all web and AI projects.
• Transfer of all credentials, source files and access on the same day as the live call, or within 24 hours of the recorded walkthrough being delivered.
• International clients are accommodated across time zones: handoff calls are scheduled to suit your region.

Invoices are due within the timeframe stated on the invoice (typically 3 to 5 business days). If payment is not received by the due date:

• Work is paused after 5 business days overdue. No new deliverables are sent until the account is settled.
• A late payment fee of 5% of the outstanding balance is applied after 10 business days overdue.
• For retainer clients, services (hosting, active agents, support) are suspended after 7 days without payment and resumed within 24 hours of receipt.

White Space Designs works with South African clients first and takes on international projects on enquiry. For international engagements:

• All project quotes for international clients are issued in USD (or the agreed currency) at the rate on the quote date.
• Bank transfer fees and currency conversion costs are the responsibility of the client. Please ensure the full invoiced amount is received net of fees.
• Wise (TransferWise) is our preferred platform for international payments, for low fees and fast settlement.
• All handoffs, calls and communication are conducted in English via email, WhatsApp or video call.

For clients who already have a site and just need it kept running, secure and up to date. Maintenance plans are separate from retainer plans: they cover your existing build, not new development.

Maintenance plans are billed monthly, one month upfront. 30 days written notice is required to cancel. Plans can be upgraded or downgraded at the start of any new billing cycle.

Reach out before booking. We are happy to walk through payment terms, timeline and what is included before you commit to anything: studio@whitespacedesigns.co.za.