How we roll

Posted, updated and effective as of: 6/16/2025

We believe working together should feel clear from the start. This overview walks you through what to expect as we move through each phase of the relationship, from first steps to final files. It’s our way of making sure nothing catches you off guard and everything stays on track.

Estimates and Getting Started

We base every estimate on what we know about your project at the time. As work unfolds, things may shift. This section outlines how we begin and what happens if scope evolves.

  • All fees provided are estimates only
  • Estimates reflect the work described and known at the time of quoting
  • A 50% or similar non-refundable deposit is required at the start of a new project for all new clients
  • Work begins once the deposit is received
  • Two rounds of changes are included unless otherwise stated
  • You or the company you represent are responsible for the full amount listed in the “Total” section
  • If another estimate is issued for the same work, the newer one takes precedence
  • If scope changes or new needs are identified, a revised estimate will be provided for written email approval before additional work begins
  • Written email approval serves as agreement to all terms, estimates and any revisions

Estimate Terms for Proposals

For transparency, the following applies to all RFPs, proposals or formal quotes submitted by WCG.

  • Estimates are valid for 30 days from the issue date, though some vendor estimates, such as printing, may only be valid for 14 days and are subject to change.
  • Pricing is based on current vendor rates and material costs
  • If vendor pricing changes after the valid window, we will revise the estimate accordingly
  • Deposits are non-refundable
  • If your project exceeds the estimated hours included, additional time will be billed at $215/hour
  • All digital ad spend invoices are processed one month in advance and due upon receipt

What’s Not Included

We want to be clear about what is and isn’t covered in your estimate.

  • Additional items such as travel, stock images, printing, photo licensing, music or VO licensing, large data transfers and other third-party fees are not included unless otherwise noted
  • A separate estimate will be provided for any external costs

What Affects Your Estimate

We do our best to stay within the scope, but some changes may impact your cost.

  • If fewer hours are needed, your invoice will be reduced and noted
  • If excessive client changes are made, we will inform you and may issue a revised estimate
  • Additional work beyond the estimate is billed at $215/hour
  • If subcontractor pricing changes, we’ll notify you and issue a new estimate for approval. Most printer estimates are only valid for 14 days and may fluctuate based on paper availability, material costs or vendor timelines
  • If the project scope changes, new estimates will be created and additional deposits may be required
  • Completed work from a previous phase may not be credited toward new scope
  • Internal overages due to WCG are never billed to you
  • Final invoices may vary by as much as 10% over or 10% under the quoted estimate

Billing and Timing

We bill for our time and provide clear terms for all payment scenarios.

  • All time is billed in 15-minute increments
  • Additional time beyond the estimate is billed at $215/hour
  • Rush work may incur a 50% surcharge at WCG’s discretion
  • Same-day or urgent projects may also incur subcontractor rush fees
  • Retainers are billed at the start of each month for that month’s work
  • Retainers require a 90-day minimum and 30-day notice to cancel
  • Files will not be released until full payment is received
  • Recurring work is auto-renewed based on its original billing frequency

Completed Projects

Once you’re paid in full, the work is yours.

  • Final files become your property once all jobs are paid in full
  • Packaging and/or re-archiving files are subject to a collection fee. This is based on the volume of work to be packaged and how it is to be provided
  • WCG may not retain unused files and may delete unpaid materials at our discretion

Vendor Commissions

We charge for managing outside vendors to ensure quality.

  • Vendor coordination includes selection, communication and quality control
  • A 20% fee is added to all subcontractor/vendor costs
  • Media placement incurs a 15% commission on the total media buy

Stock Images and Licensing

We’re happy to provide images and graphics for your projects, and we want to be clear about how they’re priced and licensed. All image costs are additional to your project fee and are subject to change without notice.

  • Images or video from WCG’s stock library are billed at $75 per use
  • If we research and purchase stock images for you, we’ll notify you before buying anything over $195
  • All licenses are non-transferable and tied to the use described during project scoping

WCG Image Pricing Structure

Royalty-Free Stock Images

  • $75 flat fee per image
  • License: Non-exclusive, perpetual, unlimited usage

Standard AI-Generated Images

  • $75 flat fee per image
  • License: Non-exclusive, perpetual, unlimited usage

Rights-Managed Images

  • Licensing must be purchased directly by the client
  • You are responsible for terms and renewals including usage, duration, media type and geography
  • WCG bills only for research time and provides guidance

Custom/Exclusive AI-Generated Images

  • $150 to $250 per image, depending on complexity and exclusivity requested
  • License: Exclusive, perpetual use granted to your company
  • WCG agrees not to reuse or resell these images

Highly Customized/Bespoke AI-Generated Images

  • Billed hourly at $215/hour
  • License: Exclusive rights tailored to your brand and specific needs

Approvals and Accuracy

Your review is important. Please help us make sure things are right for you!

  • Written approval (including email) is required before we release files for production
  • If no approval is given, we may proceed at our discretion to avoid project delays
  • If errors occur, we cannot be held liable, especially once you have approved them
  • Always proof your final deliverables carefully
  • We are not legal advisors and rely on you to provide industry-specific disclaimers, logos or compliance verbiage. We can only make recommendations. Your attorney is your official legal counsel.

Ownership, Copyrights and Cancellations

We’re professionals, and we aim to keep things fair and clear. Here’s how we handle ownership, cancellations and protection of our work.

  • All original artwork and copyrights remain the property of WCG until full payment is received
  • Upon full payment, you retain ownership of final approved artwork unless otherwise noted
  • Using unpaid work without permission violates federal law and may result in legal action, statutory damages and legal fee recovery
  • If payment is not received within 90 days, we may take steps to safeguard our intellectual property
  • At 120 days overdue, we will pursue legal remedies
  • Cancelled projects will be billed for work completed and expenses incurred
  • If a project is redefined, a new estimate may be required
  • Modifications to these terms must be made in writing, except when additional expenses are verbally authorized to keep work moving

Moving On

If our term of need is complete, there’s a process for closing your account.

  • You must be paid in full for all work to receive your files
  • Retainers require a 90-day minimum and 30-day notice to cancel
  • If you are a retained client, this means reconciling hours spent and WCG being compensated for any overages
  • Upon request, we will provide an estimate for the time and materials needed to provide your files
  • With your approval of this, we will collect all purchased files and collect payment upon delivery
  • No files, web access credentials or similar can be released until all outstanding balances on any or all invoices, regardless of the project, are paid in full

Payment Terms and Invoice Info

This is the part we hope never matters but have to include.

  • If terminating our agreement or stopping work, final balances must be paid within 21 days of project end or cancellation
  • Legal action may begin after 60 days of nonpayment
  • All disputes will be settled in the state of Florida
  • If WCG wins a legal dispute, you agree to pay our legal fees and any lost time

Accepted Payment Methods

  • ACH/Wire: Cogent Bank, routing number: 063114661, account number: 4008003214
  • Check by mail: To address above. Please include this invoice number with check
  • Credit card: Email accounting@wcgpros.com for a credit card authorization form
  • Please include your invoice number on all payments
  • Deposits are non-refundable
  • A 3% convenience fee applies to all credit card payments
  • Postage-related invoices are due immediately
  • All other invoices are due within 30 days
  • A 1.5% monthly finance charge applies to overdue invoices

Final Note

We’re honored you’ve chosen to work with us. All estimates, proposals and agreements reference these terms. No verbal promises or outside agreements are valid unless written and signed. If part of this agreement is found invalid, the rest still stands. Florida law governs this agreement. We look forward to a strong, successful relationship where none of this legal stuff ever comes into play.

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