Purpose #
This document explains how billing and payments are handled at Shopstars. It is intended to serve as the definitive reference for clients, covering billing models, payment methods, cycles, currencies, and security practices.
Billing Models #
Fixed-Price Packages
Packages such as Starter Launch, Grow, or Upgrade are billed as a one-time fixed fee. The full amount is paid upfront before any work begins. This ensures the project has a clear budget and avoids partial billing disputes later. Payment is tied to the package selected during checkout.
Monthly Retainers
Operate and Upgrade retainers are billed monthly on a recurring basis. The billing cycle begins on the agreed start date, and invoices are generated automatically at the beginning of each cycle. The retainer covers a set number of hours and services defined in the agreement. Any hours spent beyond the included retainer are considered overages and are billed separately after client approval.
Milestone-Based Projects
For custom projects, billing may be tied to milestones. For example, a project may have three phases with a portion of the fee due at the start of each. Milestone-based billing ensures payments are aligned with delivery checkpoints. The exact structure is specified in the signed proposal.
Payment Methods #
Credit Card (Stripe)
Clients can pay by credit card through Stripe. Supported cards include Visa, Mastercard, and American Express. Stripe provides PCI-compliant processing and ensures card details are never shared with Shopstars directly. Credit card payments are processed instantly, and receipts are emailed immediately.
PayPal
Clients may use PayPal to pay in their preferred currency where supported. PayPal accounts must be verified. Payments are processed instantly, and receipts are emailed directly by PayPal. PayPal charges currency conversion fees if paying in a currency other than USD.
US Bank Transfers (ACH/Wire)
For US-based clients, Shopstars supports ACH and domestic wire transfers. An invoice is issued with account and routing numbers. Payments typically clear in two to three business days for ACH and same day for wire transfers.
UK & EU Bank Transfers (IBAN/SEPA)
For clients in the UK or EU, Shopstars provides IBAN and SEPA bank details. Transfers typically clear in two to five business days. Clients are responsible for any transfer fees applied by their bank.
Currencies #
All package and retainer prices are listed in USD by default. For bank transfers, payments may also be made in GBP or EUR. Clients outside the United States or Europe who pay by bank transfer must convert to USD unless otherwise agreed. Currency conversion fees are the responsibility of the client.
Billing Cycles #
Packages
Packages are billed once at checkout. Work begins after confirmation of payment.
Monthly Retainers
Invoices are generated on the first day of each billing cycle. Payment is due within seven days. Retainers are renewed automatically unless canceled in advance.
Milestones
Invoices for milestone-based projects are issued once a milestone is reached. Work on the next milestone begins only after payment for the previous milestone has cleared.
Invoices #
All invoices include the client name, billing address, services provided, payment method, and total amount. For credit card and PayPal payments, invoices are issued automatically upon payment. For bank transfers, invoices are issued prior to payment with account details included. A paid confirmation is added once the transfer clears.
Invoices are uploaded to the client’s Basecamp project under Docs & Files for record-keeping. Clients should refer to these files as the official billing record.
Security #
All payments are processed through third-party providers (Stripe, PayPal, or regulated banks). Shopstars does not store or process payment details directly. Clients must never send card or banking information by email or Slack. All payment information should be entered only through official checkout or invoice instructions.
Key Points to Remember #
- Packages are billed upfront as one-time payments.
- Retainers are billed monthly, automatically renewed unless canceled.
- Custom projects may follow milestone billing.
- Supported methods: Stripe (credit cards), PayPal, ACH/wire (US), IBAN/SEPA (UK & EU).
- All billing records are stored in Basecamp for transparency.
- Shopstars never stores payment details.
