Welcome!  Thank you for giving Rainbow Outsourcing the opportunity to assist you in accomplishing your professional and personal goals. Please familiarize yourself with the following policies and procedures. Please be advised that our professional relationship is ongoing and based upon our mutual desire to continue working together toward your business goals. This document is meant to serve as information as to what you can expect from Rainbow Outsourcing and is not intended to serve as a contract under which either you or Rainbow Outsourcing are obligated. If you have any questions, please feel free to contact Rainbow Outsourcing or send an email.  

Compatible Work Style.  

Each client is unique and very important to Rainbow Outsourcing. If you have made the decision to contract with Rainbow Outsourcing and to utilize virtual support, then it is assumed that you are prepared to allow for autonomy and self-direction, yet be available for input when called upon. Rainbow Outsourcing will be proactive in accomplishing the goals you have identified, but will keep you fully posted as to developments and problems as they arise. In every business there are occasional emergencies that come up and need to be handled, but the real benefit of utilizing virtual support is that systems can be put into place so that those urgencies are few and far between.  

Accountability.   

As the client, you are ultimately responsible for all decisions made about your projects and your business. Rainbow Outsourcing will provide resources, conduct research, give information, and make referrals, but all clients are responsible for decisions made about their work, their business, and their personal lives. Rainbow Outsourcing also makes referrals to professionals with knowledge, expertise, and skills in their market. Clients deciding to work with someone based on a referral must know that each working relationship is completely separate, unless Rainbow Outsourcing is asked to become involved. Rainbow Outsourcing always welcomes the opportunity to oversee work done by someone else.

Status. 

All individuals contracting with Rainbow Outsourcing are independent contractors. Accordingly, you are not responsible for paying employee taxes, providing equipment (unless you have unique equipment that you require to be used on a specific project), or office space. We are in a working partnership which is much different than the conventional employer/employee relationship. 

Communication/ Office Hours.  

Rainbow Outsourcing communicates with clients via email, fax, telephone, internet messenger (MSN Messenger), and a web based Project Management System, through which our clients and virtual workers communicate and share files. Files are uploaded and can be perused by clients at any time to view the progress on various projects. Questions, comments and notes can be left for individuals working on projects for effective communication. All client files are encrypted and secure to ensure the privacy of clients and their documents.  

Time Management.   

If you have specific deadlines, please set those forth as specifically as possible. In order to manage time efficiently, it is important that you fully communicate critical deadlines well in advance. In order to get your projects completed in a timely manner, it is imperative that you refrain from requesting last minute projects. This practice is not only inconsiderate of our time, but that of our other clients as well.

Fees.

Time & Billing.  Rainbow Outsourcing bills time in one-minute increments. All time is recorded in detail for each project and will be provided to you with your monthly invoice. The billing period runs from the 21^st day of the current month to the 20^th day of the next month. Payments are due by the 1st of each month. Payment may be submitted through Paypal or by traditional check our money order.

Rates.  All fees are calculated on an individual project basis. Rainbow Outsourcing has two general levels of service:

• Basic.  The client is provided with a free consultation and project analysis, wherein it will be determined which team member(s) will best serve the parameters of the project and the client's work style. A project synopsis will be provided to the Rainbow Outsourcing team member(s) assigned to the  project and the client will maintain direct contact with the team member(s) and manage all aspects of the project. 

• Premium. The client is provided with a free consultation and project analysis, wherein it will be determined which team member(s) will best serve the parameters of the project and the client's work style. A project synopsis will be provided to the Rainbow Outsourcing team member(s) assigned to the  project and all project management will be handled by Rainbow Outsourcing's Management Team. Rainbow Outsourcing's Management Team will maintain contact with the team member, ensuring that the project is progressing in a timely manner. Rainbow Outsourcing's management team will brainstorm any issues that may arise in the project to ensure that all issues are quickly solved and easily remedied. Rainbow Outsourcing's Management Team Leader will maintain direct client contact and act as a liaison between client and team member(s) to reduce the amount of time the client is required to spend in the management of the project, therefore allowing the client to focus on revenue generating tasks, instead of project management issues.  

Please contact us with your project description for more information.  Most projects are performed from our own offices. Should the client require onsite services, all travel expenses will be the responsibility of the client. 

Invoices. Invoice totals will reflect hourly fees, credits, and expenses. Receipts are not sent for expenses.  An Rainbow Outsourcing invoice is your receipt. If you have a specific need for a receipt, please let us know. Invoices are sent via email or fax on or about the 21st day of each month, due in full on the 1st day of the following month.. 

• Expenses. In addition to time spent on your projects, there may also be occasional expenses that are incurred to complete your projects. Examples of expenses include postage and office supplies specific to your project. Clients will be charged the going rate for printing and photocopying (10¢ for black and white copies, 90¢ for color copies.)  These will be noted on your monthly invoice. If they are significant in amount, you will be notified of the charges in advance.

• Learning Curves.  If it is required that a new skill be learned to complete a project specifically related to your business, Rainbow Outsourcing will be paid for the time incurred for the development of that skill. If a new skill is developed during the course of your project that can be used for future clients, you will not be billed for the time spent on learning that skill. You will be billed for researching, reading, and reviewing information about your company or product, time spent learning about your company (except during our initial meeting), and learning to operate software designed or used exclusively for your company.

• Late Payments. All payments must be received by the first of the month. If payments are not received by the first day of the month, Rainbow Outsourcing will consider terminating the relationship. A bill collector will be utilized for all outstanding fees.  

Confidentiality.

Confidentiality is of the utmost importance. All aspects of a client's professional and personal life are considered completely confidential and will not be shared with anyone other than those with whom Rainbow Outsourcing is speaking directly on your behalf -- at your request.  

In Conclusion.

Rainbow Outsourcing's goal is to have a strong, creative partnership with each of its clients. If there is ever any issue or concern that should arise, please don’t hesitate to address it directly. If at any point our association no longer works for you, please don’t hesitate to call or send an e-mail with your concerns. If there is a way to modify our relationship to better meet your needs, please be direct. If we are not able to come to an amicable resolution, Rainbow Outsourcing will happily refer to you another VA, or do whatever necessary to assist you in finding the perfect partner. These policies were last updated on April 3, 2006.

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