Service Terms

1. Service Packages & Validity

We Manage Bangkok offers prepaid service packages as listed on our current Packages page or quotation.

All prepaid packages are valid for 6 months from the date of purchase, regardless of package size.

Package hours may be used across multiple eligible We Manage Bangkok tasks and services during the validity period.

Any unused hours will expire at the end of the 6-month validity period and are non-refundable.

2. How Service Time Is Calculated

A minimum of 1 service hour applies when We Manage begins work on a requested task or group of related tasks. After the first hour, service time is calculated in 30-minute increments.

Service time includes time actively spent completing or coordinating a client’s request, whether remotely or on-site. This may include:

• research;
• calls and messages;
• bookings;
• sourcing;
• purchasing;
• supplier coordination;
• travel by a We Manage team member where necessary to complete the task;
• delivery coordination;
• waiting or standby time;
• administrative follow-up; and
• other task-related coordination.

Time is recorded based on the actual work performed.

3. Additional Expenses

Package prices and service rates cover service time only.

Transportation, Grab/taxi fares, parking, tolls, delivery charges, purchases, booking fees, admission fees, laundry charges, supplier charges and other third-party expenses are charged separately at actual cost unless otherwise agreed.

Where available, receipts or proof of payment will be provided.

4. Purchases, Shopping Advances & Client Funds

For tasks involving purchases or third-party payments, clients may be required to provide sufficient funds in advance.

We Manage Bangkok is not required to advance personal or company funds on behalf of a client.

Client funds will be used only for authorised purchases and expenses relating to the client’s request.

Any unused client funds remaining after completion of a task will be reported to the client and may:

• remain as client credit for future authorised expenses; or
• be refunded according to the client’s instruction,

subject to any outstanding charges.

We Manage Bangkok will maintain reasonable records of purchases and expenses made using client funds.

5. Payment Facilitation

Where practical, clients may pay third-party suppliers directly.

For routine shopping and errands carried out as part of a We Manage service or prepaid hour package, no separate Payment Facilitation Fee will normally apply.

A 5% Payment Facilitation Fee, minimum THB 500, may apply where We Manage Bangkok receives and processes third-party payments of THB 30,000 or more for a single transaction or a series of related payments for the same request, or for lower-value transactions that involve additional payment administration, including:

• multiple supplier payments;
• supplier deposits;
• payment reconciliation;
• refunds or credits;
• complex payment arrangements; or
• other significant payment-related coordination carried out on the client’s behalf.

Any applicable Payment Facilitation Fee will be clearly communicated and agreed with the client before the relevant payment is processed.

If the client pays the supplier directly, no Payment Facilitation Fee will apply.

Any third-party card-processing, banking, transfer or transaction fees will be charged separately at actual cost where applicable and disclosed in advance where possible.

6. Client Approval

For significant purchases, bookings, supplier payments or expenses, We Manage Bangkok may request client approval before proceeding.

Once an authorised purchase, booking or third-party payment has been completed, cancellations, refunds, exchanges or modifications are subject to the relevant third-party provider’s own terms and policies.

We Manage Bangkok cannot guarantee third-party refunds, exchanges, product availability or supplier performance.

7. Same-Day, Urgent & Last-Minute Requests

Same-day, urgent and last-minute requests are subject to availability.

Such requests may be charged separately at the applicable ad-hoc or urgent service rate, even where the client holds a prepaid package.

Any applicable urgent-service rate will be communicated to the client before work begins.

Unless otherwise agreed, service time charged separately at an ad-hoc or urgent rate will not also be deducted from the client’s prepaid package for the same service time.

We Manage Bangkok will make reasonable efforts to meet requested deadlines, but completion times cannot be guaranteed where timing depends on suppliers, transportation, laundry services, couriers, third-party providers or other circumstances outside our reasonable control.

8. Waiting & Standby Time

Where a task requires a We Manage coordinator to remain available, wait on-site or actively monitor an ongoing service, delivery or third-party process, standby time may be chargeable.

The applicable standby rate will be communicated and agreed with the client in advance whenever practical.

Passive transit or delivery time during which no active involvement from We Manage Bangkok is required will not normally be charged as full active service time.

9. Cancellation & Rescheduling

Clients should provide at least 12 hours’ notice when cancelling or rescheduling a scheduled task.

If work has already begun, arrangements have already been made, a purchase or booking has been confirmed, or a team member has begun travelling for the task, time already spent and expenses already incurred may still be charged.

Any non-refundable supplier deposits, cancellation charges or third-party fees will be passed on to the client at actual cost.

10. Unused Hours, Refunds & Transfers

Package hours are non-refundable and cannot be exchanged for cash.

Unused hours may be applied to other eligible We Manage Bangkok tasks within the 6-month validity period.

Package hours are intended for the purchasing client and may not be transferred to another person without prior approval from We Manage Bangkok.

11. Nature of Our Service

We Manage Bangkok provides a task-based concierge and coordination service.

Purchasing a package does not constitute employment or a dedicated personal assistant, secretary, household manager, property manager or full-time availability arrangement.

Requests involving continuous monitoring, ongoing administration, dedicated availability or long-term management may require a separate service arrangement and quotation.

12. Third-Party Services

We Manage Bangkok may coordinate with suppliers, shops, couriers, drivers, technicians, service providers and other third parties on a client’s behalf.

We Manage Bangkok will take reasonable care when coordinating these services; however, third-party products and services remain subject to the provider’s own:

• terms and conditions;
• availability;
• pricing;
• quality standards;
• warranties;
• cancellation policies; and
• operational policies.

We Manage Bangkok is not responsible for matters outside its reasonable control arising from third-party providers.

13. Changes to a Request

If the scope of a task changes significantly after work has begun, additional service time and expenses may apply.

Where practical, We Manage Bangkok will inform the client before proceeding with substantial additional work, purchases or expenses.

Minor operational decisions necessary to complete an authorised task may be made using reasonable judgement where immediate client confirmation is not practical.

14. Client Information & Instructions

Clients are responsible for providing accurate, complete and timely information reasonably required to perform a task.

This may include addresses, contact details, dimensions, travel dates, names, identification details, product specifications, documentation and other instructions relevant to the request.

We Manage Bangkok is not responsible for delays, additional expenses or unsuccessful outcomes resulting from incomplete, inaccurate or late information provided by the client.

15. Expense Adjustments, Credits & Records

If an estimated third-party cost differs from the final actual cost, the client’s account will be adjusted accordingly through:

• a client credit;
• an additional charge; or
• a refund,

as applicable.

We Manage Bangkok aims to maintain clear and transparent records of client funds, service time, purchases and third-party expenses.

16. Privacy & Client Documents

Client information and documents will be used only as reasonably necessary to provide the requested service.

We Manage Bangkok will take reasonable care when handling personal information, documents and contact details provided by clients and will handle such information in accordance with applicable privacy requirements and any applicable We Manage Bangkok Privacy Policy.

17. Right to Decline a Request

We Manage Bangkok reserves the right to decline, suspend or discontinue any request that is unlawful, unsafe, unethical, outside the scope of our services or reasonably considered inappropriate.

Where possible, the client will be informed promptly if We Manage Bangkok is unable to proceed with a request.

18. Acceptance of Terms

By purchasing a package, providing funds, or instructing We Manage Bangkok to proceed with a service, the client acknowledges and accepts the applicable Service Terms.

Where a specific quotation, written agreement or confirmed service arrangement differs from these general terms, the specifically agreed terms will apply to that particular task.