Consulting Terms

General Terms and Conditions
for the Use of the teamdecoder Consulting Services

Effective Date: November 01, 2023

Thank you for your engagement or interest in collaborating. Here are some fundamental rules governing the organization of our consulting work. These rules apply unless otherwise specified in the offer, invoice, or emails:

Quotes

• Our quotes are always based on our knowledge and understanding at the time of creating the offer. Projects typically evolve during work, which can affect the estimated effort.

• We send quotes and invoices digitally through an accounting tool ("Lexoffice"). If you require paper versions by mail, please let us know.

Fees

• We calculate both our consulting fees and all incurred travel expenses.

• The fee is based on the time spent. To measure this, We use a time-tracking tool ("Clocko:do"). The invoice will show the total hours worked, multiplied by the hourly rate (= daily rate / 8). Upon request, we can provide access to the corresponding timesheets.

• The minimum charge is one hour.

• For in-person meetings, the maximum charge per day is eight hours. However, if you require our services for more than 12 hours in a single day, we will bill it as 1.5 days.

• Travel time is considered working time.

• Our daily rate is EUR 2,500 (plus 19% value-added tax for customers in Germany).

Discount tiers are as follows:

10% for each booking of at least 10 days
15% for each booking of at least 20 days
20% for each booking of at least 30 days

Discounts are specified as percentages in offers and invoices.

Billing

• For fixed agreed-upon fees exceeding EUR 10,000 (net), we charge 50% of the total amount upon commission and the remaining 50% of the total amount, along with all travel costs, upon completion of the assignment.

• For assignments up to EUR 10,000 (net), we bill 100% upon job completion.

• For longer-term hourly/daily rate-based assignments, we bill the incurred expenses (working time and travel costs) monthly or according to an agreed-upon regular schedule.

• Unless otherwise specified, we would appreciate it if invoices are settled within 14 days.

Administration

• Please coordinate schedules with us well in advance to ensure availability.

Cancellation

• If you book us for a day and then cancel the appointment within less than 1 week, we will charge 50% of the daily rate to cover the time we reserved and the potential cancellations to other clients.

• If agreed-upon appointments are canceled very last-minute, i.e., up to 24 hours in advance, we will charge 100% of the planned time.

• Any cancellation may result in non-refundable additional travel costs.

• Clients who have paid fees in advance and do not announce within eight weeks after the project's end or interim results when and for what purpose the remaining hours/days should be used will forfeit their entitlement to compensation.

Travel

• Our travel expenses are recorded without value-added tax in our time tracking tool ("Clocko:do") and are then shown on our invoice with a 19% value-added tax at the billing time (for client within Germany). Upon request, we can provide copies of the receipts, with the originals remaining in our accounting records.

• If you wish to pay the travel expenses yourself, please notify us before the start of the first trip. we can then collect the original receipts for reimbursement, and the travel expenses will not be included in our invoice. In such cases, it is preferable that you book the trips on our behalf and pay directly.

• We typically book second-class flight tickets unless first-class is exceptionally cost-effective. For flights longer than five hours, we book business class and always choose seats with extra legroom. Train tickets are always first class.

• For flights, we always make a CO2 offset payment through www.atmosfair.de, and this cost is passed on to you.

• Tickets are booked to align best with meeting times. If tickets at different times are significantly cheaper, we will inform you, and we can discuss whether to adjust the meeting times or accept the higher travel costs.

• For hotel bookings, we do not select the cheapest or most expensive options. If you have internal rules defining an upper limit, please inform us in advance.

• If we use a company car, we charge EUR 0.30 per kilometer plus VAT.