Billing Policies
Thank you for your interest in Offsite Virtual Pro Inc. (also known as “Offsite” or “Offsite Virtual Pro”). In this section, we will cover some of Offsite’s Billing Policies. As Offsite connects with virtual assistants globally, billing appropriately to ensure all of our assistants are fairly and ethically compensated is one of our core responsibilities and moral obligations.
1. Deposits
Deposits are the fee that you will pay when first engaging Offsite, and they cover our sourcing process which includes assessing, interviewing, narrowing down, and ultimately selecting & matching the most appropriate assistant(s) for your needs. For every 1 person we hire, we typically screen between 100–200 individuals, depending on the role.
Deposits are non-refundable. If you choose not to continue with Offsite, we are unable to refund your deposit. The only circumstance under which Offsite may consider, at its sole discretion, a refund, is if Offsite fails to provide you with an assistant within 31 calendar days. Deposits, however, count toward your plan price. For example, if you subscribe to a plan costing $1,299, and your deposit was $200, your first payment will be $1,099.
2. Billing Periods & Automatic Renewal
When you work with Offsite, it is understood from the outset that your subscription will automatically renew every month until you submit a formal Cancellation Notice (defined in Section 3).
The date on which your assistant begins working with you (as agreed upon during onboarding or sales) is the “Start Date” and marks the beginning of your subscription (the “Subscription Start Date”). The first payment is due no later than one (1) day before the Start Date, unless payment has already been processed up to three (3) business days earlier to ensure onboarding readiness.
All subsequent monthly payments are due no later than three (3) days before the start of each new calendar month. If payment is not received before the next billing cycle, or prior to the assistant’s confirmed Start Date, the assistant will not begin—or continue—work until payment is received in full.
If you are unresponsive or unavailable at the time of the Start Date, but payment has already been received, your dedicated assistant remains exclusively assigned to you and will be available to begin work as scheduled. However, if payment is not received by the due date, the assistant will not begin—or continue—work, and your subscription may be paused until payment is completed.
Payments will be automatically deducted from the Payment Method you provided. If your primary method fails, we may attempt to charge any other valid Payment Method on file. If payment is not received within ten (10) calendar days of the Start Date, your assistant may be reassigned to other clients and services may be interrupted. However, if payment is received within that (10) day grace period, your assistant will resume work immediately. The billing period will still begin from the original Start Date, and any days the assistant was held during that time will be considered billable, as they were exclusively reserved for you and unavailable for reassignment.
2a. Payment Methods
Offsite accepts credit and debit cards (Visa, MasterCard, American Express, Discover) and direct bank transfers. ACH (Automated Clearing House) is supported for U.S. bank accounts and is verified via our financial technology partner, Plaid.
In Canada, we support direct bank transfers via EFT (Electronic Funds Transfer) or Interac e-Transfer for CAD payments. These are the Canadian equivalents of ACH and are typically processed through your bank’s online platform. Clients opting for CAD payment via EFT or Interac should coordinate with their Account Manager to ensure proper invoicing and tracking.
As a Canadian company billing primarily in USD, Offsite accepts international card payments and can process CAD payments upon request. Canadian clients paying in CAD should be aware that currency conversion may apply, and their issuing bank may charge foreign transaction fees when paying in USD.
Payments are processed by Stripe, a PCI-Level 1 Compliant processor. While deposits are usually paid via card, Offsite applies a $35 USD/month fee for ongoing card-based payments starting in month 2 to offset processing costs. This fee is waived for the first month. We recommend ACH or other direct transfers to avoid this fee.
Clients on annual plans totaling $48,000 USD or more, or those on Enterprise plans, may request custom payment arrangements. Contact your Client Success Manager for assistance.
3. Cancellation of Services and 10-Day Cancellation Notice Period
To cancel services and stop the next automatic renewal, you must email or message your Client Success Manager (your “Cancellation Notice”). Your services will remain active for 10 calendar days after this notice.
To avoid being charged for the next month, submit your Cancellation Notice at least 10 calendar days before your Subscription Renewal Date. Late notices will result in one more billing cycle, and services will continue for that final month.
You may also request to pause your services. However, we cannot guarantee your original assistant will still be available when you resume.
4. Missed Planning Calls
During signup, you’ll be asked to book a Planning Call with your Client Success Manager. Missing this call will result in Offsite assigning a vetted assistant based on the standard specifications of your selected role within 1 business day of the missed appointment. Your Subscription Start Date will remain unchanged.
If you’re unsatisfied with the assigned assistant, reach out to your Client Success Manager to discuss changes.
5. Disputes, Chargebacks & Refunds
Initiating a dispute or chargeback against Offsite will result in immediate suspension of services until the matter is resolved. Offsite retains complete records of all agreements, emails, and onboarding confirmations to contest invalid claims.
Clients are expected to raise refund concerns with their assigned Client Success Manager prior to initiating a dispute with their payment processor. As outlined in this Billing Policy, all charges are non-refundable; however, Offsite may issue a partial or full refund at its sole discretion depending on the specific circumstances. Disputes or chargebacks that bypass this process may result in permanent termination of services.
Offsite reserves the right to update or revise these Billing Policies at any time. Significant changes will be communicated to active clients via email and reflected on our website.