Payment Policy

1. General Payment Terms

Payment is due upon completion of work unless otherwise stated in writing.
By approving an estimate, signing a work authorization, or allowing work to begin, the customer agrees to these payment terms.
Invoices are issued electronically unless otherwise requested.

2. Minimum Service Call Fee

We have a minimum service call fee of $249, unless otherwise agreed upon in writing.

This fee applies to:

Inspections
Service calls
Diagnostic visits
Estimate visits requiring an on-site evaluation

The service call fee covers travel, technician time, and professional assessment and is non-refundable once the appointment has been completed unless otherwise stated in writing.

3. Accepted Payment Methods

We accept the following forms of payment:

ACH / Bank Transfer (Preferred – No Processing Fee)
Credit Cards (A 3% processing fee may apply.)
Checks (Workmanship and manufacturer warranties become effective after the check has cleared.)
Cash (Receipt provided)

4. Deposits & Advance Payments

To ensure materials are available and projects remain on schedule, deposits are required as follows:

Custom Fabricated & Special Order Items

Chase Tops: A 50% deposit of the quoted chase top price is required before fabrication or ordering.
Gas Log Sets, Wood Stoves, Fireplace Inserts & Complete Fireplaces: A 100% deposit of the quoted unit price is required before the equipment is ordered.
Custom Chimney Caps, Special-Order Materials, Brick, Stone, Masonry Products, or Other Custom Materials: A 100% deposit of the quoted material price is required before ordering and before work begins.

Because these items are custom fabricated or special ordered specifically for your project, all deposits for custom or special-order materials are non-refundable once ordered.

Repair & Construction Projects

For repair or custom construction projects lasting more than one day, a 25% deposit of the total contract price is due on the first day of work before work begins.
Projects extending over multiple days or multiple weeks will require progress payments based on the value of work completed and materials installed. Progress payments are due upon request before the next phase of work continues.
Failure to make required deposits or progress payments may delay material ordering, suspend work, or require the project to be rescheduled.

5. Inspections, Sweeps & Service Calls

Inspection, chimney sweep, and service call charges are due at the time services are completed.

Failure to collect payment at the appointment may result in:

Immediate invoicing
Suspension of inspection reports, photographs, estimates, warranties, or other documentation until payment is received

6. Repairs & Masonry Work

Repair work is billed according to the approved estimate.

Any additional work outside the original scope must be approved by the customer in writing before proceeding.
Unless otherwise approved in writing prior to scheduling, full payment is due immediately upon completion of the project.

7. Insurance & Third-Party Payments

The customer remains solely responsible for payment regardless of:

Insurance claims
HOA involvement
Property management companies
Mortgage companies
Other third-party payment arrangements

While we are happy to coordinate with insurance companies or other responsible parties as a courtesy, payment remains due according to these terms.

Delays in insurance settlements or third-party payments do not extend payment deadlines unless expressly agreed to in writing.

8. Late Payments & Interest

Invoices not paid within 24 hours of project completion are considered past due unless otherwise agreed upon in writing.

Past-due balances will accrue interest at 3% per month, or the maximum rate permitted by applicable law, whichever is lower.

Interest will continue to accrue until the balance has been paid in full.

Past-due accounts may result in:

Suspension of workmanship and manufacturer warranties
Suspension of future service
Withholding of reports, photographs, documentation, permits, or other project records
Collection activity

9. Warranties & Guarantees

All workmanship and manufacturer warranties require payment in full.

Workmanship and manufacturer warranties are suspended until the account balance has been paid in full.

Warranty claims will not be processed on unpaid or delinquent accounts.

10. Payment Plans (If Offered)

Payment plans are not guaranteed and must be approved in writing before work begins.

Failure to comply with the payment plan may result in:

Immediate acceleration of the remaining balance
Cancellation of future scheduled work
Suspension of workmanship and manufacturer warranties

11. Collections & Legal Action

Accounts that remain significantly past due may be:

Referred to a third-party collections agency
Subject to mechanic’s lien rights where permitted by law
Subject to legal action to recover unpaid balances

The customer agrees to pay any applicable interest, collection costs, court costs, attorney’s fees, and other expenses permitted by law that are incurred in collecting unpaid amounts.

12. Billing Disputes

Any billing dispute must be submitted in writing within three (3) business days of receiving the invoice.

Undisputed portions of the invoice remain due according to these payment terms and are not delayed by a dispute regarding another portion of the invoice.

13. Right to Refuse or Suspend Work

Potomac Chimney & Masonry Services reserves the right to:

Refuse service for customers with outstanding balances.
Suspend or stop work if required deposits, progress payments, or final payments are not made according to these terms.
Require payment in full before scheduling future work.
Delay ordering materials until required deposits have been received.