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BILLING POLICY

Effective Date: 25 July 2025 (replacing terms of January 2025. Changes include provisions for Marshall Freeman)

This Billing Policy outlines the terms and conditions for payment of invoices issued by W.H.S. Guardian for services rendered. By engaging our services, you agree to the following terms.

1. Standard Payment Terms

  • Payment is due within 7 days of the invoice date, unless otherwise agreed in writing.

  • Government departments, councils, and statutory bodies may be granted extended payment terms on a case-by-case basis, subject to written agreement.

2. Overdue Accounts and Penalties

  • If payment has not been received within 21 days of the invoice date:

    • A 20% late payment penalty will be applied to the outstanding balance.

    • Debts under $2,500 will be referred to Marshall Freeman Commercial Collections for recovery.

    • Debts over $2,500 will result in legal proceedings being commenced in the Local Court of New South Wales.

  • Customers will be liable for any costs incurred in debt recovery, including legal fees and third-party collection charges.

3. Financial Hardship

W.H.S. Guardian understands that some clients may experience genuine financial hardship. If you are unable to meet your payment obligations:

  • You must notify us in writing before the due date.

  • We may consider:

    • Temporary payment plans

    • Deferment of due dates

    • Waiver of penalties (in whole or part) in exceptional cases

All hardship arrangements are assessed on a case-by-case basis and at our sole discretion.

4. Disputed Invoices

  • Any disputes regarding invoice amounts must be raised in writing within 7 days of receipt.

  • Disputes raised outside this period will not suspend the obligation to pay the invoice by its due date.

  • We aim to resolve disputes promptly and reasonably.

5. GST and Currency

  • All prices and invoices are quoted in Australian Dollars (AUD) and inclusive of GST, unless otherwise stated.

6. Method of Payment

We accept payment via:

  • Electronic Funds Transfer (EFT)

  • Cheque (until 1 July 2028)

  • Cash at our Lismore office (105 Molesworth St, Lismore) during business hours in accordance with the Currency Act 1965 (Cth) for invoices less than $1,200.00 (change is not available)

  • Credit card (stripe surcharges may apply)

Bank details are provided on each invoice.

7. Contact and Account Enquiries

For billing enquiries, financial hardship applications, or to discuss your account, please contact:

Accounts Receivable – W.H.S. Guardian
Email: info@whs.org.au
Phone: 1300 183 984

8. Changes to This Policy

W.H.S. Guardian reserves the right to update this Billing Policy at any time. Changes will be effective from the date published at whs.org.au/billing-policy.

Clients are encouraged to review this policy periodically to remain informed of their obligations.

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