Mid-State Industrial Service Inc.
Effective date: [Insert publication date]
This policy explains the payment terms, billing charges, and account procedures for customers of Mid-State Industrial Service Inc. (“Mid-State,” “we,” “us,” or “our”).
Application and Acceptance
This policy applies to services ordered from Mid-State when it is provided or clearly incorporated into the applicable quote, service order, or agreement before the customer authorizes work. By approving a quote, placing a service order, scheduling work, or otherwise authorizing Mid-State to perform services after receiving notice of this policy and an opportunity to review it, the customer agrees to its applicable billing terms, subject to any controlling written agreement.
Approval may be given by signature, electronic acceptance, email, text message, or documented verbal authorization. The person authorizing services represents that they have authority to act for the customer. An inquiry or request for an estimate alone does not constitute acceptance.
Acceptance of this policy does not replace any separate cardholder authorization required for storing or charging a credit card.
Payment Terms
Our standard payment terms are Net 30. Payment in full is due within 30 calendar days of the invoice date, unless different terms are stated in a written agreement or a specific promotional offer. Invoices become past due after the payment due date.
The 90-day threshold in this policy is measured from the invoice date. Under Net 30 terms, this is 60 days past due.
Payment Methods and Credit Cards on File
Customers may pay invoices by check, ACH bank transfer, or credit card. Please follow the payment instructions on your invoice and include the invoice number with your payment.
New customers must provide a valid credit card on file. Card information may be collected by telephone. Having a card on file does not change our standard Net 30 terms or the customer’s ability to pay by check, ACH, or credit card. We do not automatically charge the card before the 90-day threshold unless the customer separately authorizes payment.
If an invoice remains unpaid 90 calendar days after its invoice date, we may charge the card on file for the eligible unpaid service invoice balance and any permitted credit card surcharge, but only with valid cardholder authorization that meets applicable card network and processor requirements. We will provide advance notice of the amount and intended charge date.
Customers are responsible for keeping their card and billing contact information current. A declined card or withdrawal of card authorization does not cancel the customer’s obligation to pay.
Credit Card Surcharge
A 3% surcharge applies to eligible credit card payments where permitted by law and card network rules. If our applicable cost of accepting the credit card or another applicable limit is lower than 3%, the surcharge will be reduced to that lower amount.
The surcharge will be disclosed before payment is processed and shown separately on the payment receipt. No credit card surcharge applies to payments by check or ACH, or to debit or prepaid cards, including debit cards processed as credit. Any surcharge on an authorized card-on-file payment is subject to the same requirements.
Returned Checks
A $25 returned-check fee will be added to the customer’s account for each check returned unpaid by the bank, to the extent permitted by applicable law. The original invoice balance remains due. A returned or bounced check does not extend the original payment due date.
Quotes and Time and Materials Estimates
Quotes are valid for acceptance for 60 calendar days from the date issued, unless a different expiration date is stated in the quote. Quotes not accepted within that period must be reviewed and reconfirmed by Mid-State before work is scheduled. This expiration period applies to acceptance of a quote and does not shorten the term of an accepted service agreement.
Much of our work is quoted on a time-and-materials basis. Unless expressly identified as a fixed price or an agreed maximum, the quoted total is an estimate based on the expected scope and conditions. The final invoice reflects actual billable time, equipment, materials, and applicable job charges at the agreed rates, subject to applicable minimums. The quote or service agreement will identify the billing basis.
Conditions such as heavy leaf fall, flooding, spills, unusually heavy debris, or other unexpected site conditions may require additional time or materials to complete the requested service. Our goal is to complete the work properly, avoid unnecessary return visits, and keep charges reasonable while keeping the customer informed.
By authorizing time-and-materials service under this policy, the customer authorizes reasonable additional time and materials needed to finish the originally agreed scope, within the limits below. We may complete modest additional work without interrupting the job for separate approval when it does not substantially increase the estimated cost or exceed an agreed spending limit. We will explain the circumstances and additional charges promptly after service and identify the charges on the invoice.
Before substantially exceeding the estimate or significantly expanding the scope, we will contact the customer to explain the conditions, provide a revised estimate, and obtain approval. If we cannot reach the customer, we will pause the additional work when safe to do so, unless the customer has already authorized it. Fixed prices, agreed spending limits, and any requirement for advance approval in the applicable agreement will be honored unless the customer approves a change.
Service Rates and Fuel Surcharges
Service rates are subject to change for future work. Rates for newly requested services will be disclosed in the applicable quote, rate schedule, or service authorization. Rate changes do not alter pricing already accepted in a binding quote or written agreement unless that agreement permits an adjustment. Recurring service rate changes are addressed below.
When elevated fuel costs materially increase the cost of providing service, we may apply a fuel surcharge. The surcharge is calculated on the full service invoice subtotal, including travel, disposal or dump charges, additional labor, and other job-related charges. It is calculated before adding the fuel surcharge itself, any credit card surcharge, late fees, returned-check fees, or collection costs.
The fuel surcharge may be adjusted or removed at our discretion as fuel costs and operating conditions change, subject to applicable agreements. Any applicable surcharge will be disclosed before the affected service is authorized and itemized on the invoice.
Recurring Services and Rate Reviews
Mid-State reserves the right to review quoted, negotiated, or contracted recurring service rates at any time and to propose or implement prospective increases as permitted by the applicable agreement. Reviews may consider labor, benefits, equipment, insurance, fuel, disposal, regulatory requirements, changes in service scope or frequency, and other operating costs. A recurring service price is not a permanent rate guarantee, and our decision not to increase a rate in a prior year does not waive our right to review it later.
Unless a different notice period or adjustment procedure is established in the applicable agreement, we will provide at least 30 calendar days’ written notice before increasing an ongoing recurring service rate. Notice may be sent by email or mail to the customer’s billing contact and will identify the revised rate and effective date. Increases apply only to services performed on or after that date.
If an existing agreement guarantees a fixed rate for a stated term or requires mutual approval of changes, an increase during that term requires the adjustment process or customer-approved amendment provided for in that agreement. Otherwise, revised pricing may be presented for renewal or a new agreement.
A customer who declines a proposed increase may notify our office before the effective date to discontinue affected recurring services, subject to existing contractual termination and notice requirements. Continuing to authorize affected services after receiving the rate-change notice constitutes acceptance of the revised pricing to the extent permitted by the applicable agreement and law. We will obtain affirmative approval when required.
Minimum Billing and Job Charges
Minimum billable hours or footage may apply even when the actual work takes less time or covers less footage. Unless a different minimum is agreed in the applicable quote or service agreement, the following rate-sheet minimums apply:
General sweeping: A two-hour portal-to-portal minimum may apply during regular work hours. Portal-to-portal time includes travel from our dispatch location to the job and return travel.
Construction sweeping: A four-hour minimum plus travel applies to road construction. A two-hour minimum plus travel applies to other work under the construction sweeping rate schedule.
Hydro excavation and industrial vacuum services: A two-hour on-site minimum applies. Travel and disposal time may be billed separately.
CCTV camera inspection: A four-hour minimum or a 1,000-linear-foot minimum applies, depending on the billing method stated in the applicable quote or service agreement.
Line jetting: A two-hour minimum applies.
Additional job charges may include travel, disposal, extra labor, additional hose or pipe, specialty jetting equipment, water, required access or training, out-of-town lodging and per diem, and applicable prevailing-wage or zone-pay adjustments. These charges will be identified in the applicable quote or service agreement. Third-party registration or filing fees may be passed through, and a 2% administrative fee may apply when third-party requirements create ongoing fees or special billing procedures, as disclosed for the job.
Emergency Calls and Overtime
Emergency, call-out, after-hours, and special-timing work may carry additional charges and minimum billing requirements. Under the applicable 2026 rate schedules, sweeping emergency or call-out work may include a $250 fee, and hydro excavation or industrial vacuum emergency or call-out work may include a $500 fee, in addition to service and other applicable charges.
Sweeping and vacuum services may have a four-hour minimum for special timing after regular hours. Construction sweeping emergency or call-out work has a four-hour minimum plus travel for out-of-area or special-timing work. CCTV emergency or call-out work may have an eight-hour minimum for special timing after regular hours.
Overtime charges may apply based on the applicable rate schedule, including work after eight hours, weekends, holidays, or the assigned operator’s accumulated work hours. Last-minute work may be billed at overtime rates even during normal business hours if the operator has already completed a regular shift. The applicable quote or service agreement governs the charges for the requested work.
Cancellations and Site Access
Please contact our office as soon as possible if you need to cancel or reschedule service. Timely notice helps us adjust routes and make our crews and equipment available for other customers.
If service is canceled after the crew has been dispatched but before work begins, or the crew cannot perform the scheduled service because the customer has not provided required access or authorization, we may charge the travel time incurred plus the applicable service minimum, capped at two hours of service time. These charges are calculated at the agreed rates. The two-hour cap applies to the service portion of the cancellation charge; travel time is additional. Travel time will not be charged twice if already included in the applicable minimum.
The cancellation charge reflects the crew time and equipment reserved for the job. It is separate from minimum billing requirements for completed services. Work already performed is billed under the applicable quote or service agreement. Cancellation and notice terms in a controlling service agreement remain applicable.
Invoice Questions and Disputes
Please review invoices promptly and contact our office if you believe an invoice contains an error. Include the invoice number, the amount in question, and an explanation so we can review the issue.
Customers should pay undisputed amounts by the original due date. We will review billing concerns in good faith. Any adjustment or alternate payment arrangement must be confirmed by Mid-State in writing.
Past Due Accounts and Service Holds
When an invoice remains unpaid 90 calendar days after its invoice date, we place the account on hold and suspend all services, including recurring service, previously scheduled work, and new service requests, until outstanding balances are paid in full, subject to applicable contractual obligations.
We also reserve the right to suspend all services before the 90-day threshold when an account has a high unpaid balance or presents a significant payment risk. Resuming service is subject to scheduling availability, any applicable agreement, and any deposit requirement established for future work.
Deposits for Accounts With Payment Concerns
For accounts with a history of slow payment or other payment concerns, we may require all current invoices to be paid and a deposit toward new services before additional work is scheduled or performed. The deposit amount and how it will be applied will be communicated before the customer authorizes the new work.
Demand Notices and Late Fees
For invoices that remain unpaid at least 90 calendar days after the invoice date, we may issue up to two written demand notices. Each notice will require payment within 10 calendar days of the notice date.
A late fee of 2% may be assessed with each demand notice, but only if expressly authorized by the customer’s agreement and permitted by applicable law. Each fee is calculated on the remaining unpaid service charges of the eligible invoice, excluding previously assessed late fees, credit card surcharges, returned-check fees, and collection costs. No more than two demand-notice late fees will be assessed on the same invoice. These fees do not accrue monthly.
Collection of Unpaid Balances
If the balance remains unpaid after the payment deadline in the final demand notice we issue, we may refer the account to a collection agency or pursue other lawful collection remedies.
Customers are responsible for reasonable collection costs only to the extent expressly authorized by the applicable customer agreement and permitted by law. Attorney fees and court costs may be sought only where authorized by contract or law and, when required, awarded by a court.
Overpayments and Account Credits
Overpayments will be applied to the customer’s account as a credit toward future services or invoices. Customers may request a refund of an unused overpayment by contacting our office. Refunds are subject to verification of the payment and any outstanding account balance. Refunds and unclaimed credits will be handled in accordance with applicable law.
Written Agreements and Policy Updates
If a signed service agreement or other binding written agreement establishes different billing terms, those terms control to the extent of any conflict with this policy. Exceptions to this policy must be approved by Mid-State in writing.
We may update this policy from time to time. Changes apply prospectively, subject to applicable agreements and any required notice or consent. Posting an updated policy does not by itself amend an existing customer agreement.
Contact Us
Mid-State Industrial Service, Inc.
For billing questions, payment arrangements, or overpayment refunds, please contact our office.
88696 McVay Hwy, Eugene, OR 97405
Phone: 541-726-6730
Email: midstate@mid-stateindustrial.com