Finance & Payments Policy

This article outlines how payments, billing, refunds, and financial transactions are handled when clients engage with our services. The purpose of this policy is to ensure transparency, accuracy, and fairness in all financial dealings.

By using our services, clients agree to the terms described in this policy.

🎯 Purpose of This Policy

The Finance & Payments Policy exists to:

• 💳 Define payment terms and billing practices
• 🧾 Ensure financial transparency and accountability
• ⚖️ Prevent disputes and misunderstandings
• 🔐 Protect against fraud and misuse
• 🤝 Maintain trust between all parties

This policy applies to all clients, partners, and users involved in financial transactions with us.

📄 Pricing & Commercial Terms

All pricing, fees, and commercial terms are defined in formal agreements, including:

• Statements of Work (SOW)
• Master Service Agreements (MSA)
• Subscription plans or service contracts
• Written proposals or quotations

Verbal agreements or informal communications do not override documented commercial terms.

Prices may be subject to applicable taxes, duties, or government charges based on jurisdiction.

🧾 Invoicing

Invoices are issued according to the agreed billing schedule.

📌 Invoice details include:

• Description of services or deliverables
• Billing period or milestone reference
• Amount payable and applicable taxes
• Payment due date and accepted methods

Clients are responsible for reviewing invoices promptly and reporting discrepancies within a reasonable timeframe.

Failure to raise concerns within the invoice review period may be treated as acceptance.

⏳ Payment Terms

Payments must be made within the timeline specified in the applicable agreement or invoice.

💰 Accepted payment practices:

• Payments via approved banking or digital channels
• Full payment unless otherwise agreed
• Adherence to currency and tax requirements

Late payments may result in:

• Service delays or suspension
• Late fees where contractually applicable
• Withholding of deliverables

Persistent non-payment may lead to contract termination.

🔁 Refunds & Adjustments

Refunds are handled strictly in accordance with contractual terms.

💡 Refund eligibility may depend on:

• Nature of the service (fixed, milestone-based, or subscription)
• Work completed or resources allocated
• Contractual refund clauses

Refund requests must be submitted formally and may require documentation or review.

We do not guarantee refunds for services already delivered or costs already incurred, unless explicitly stated in the agreement.

🔄 Billing Changes & Revisions

Changes to billing scope or amounts may occur due to:

• Approved changes in scope
• Additional work requests
• Contract amendments
• Regulatory or tax changes

Any billing revisions must be formally documented and approved before implementation.

🔐 Financial Controls & Fraud Prevention

We maintain strict internal controls to protect financial integrity.

🛡️ Control measures include:

• Authorization requirements for financial actions
• Segregation of duties
• Secure record-keeping
• Monitoring for unusual or fraudulent activity

Clients must not attempt to:

• Circumvent payment processes
• Submit fraudulent payment claims
• Misrepresent financial information

Fraudulent activity may result in immediate service termination and legal action.

🌍 Taxes & Regulatory Charges

Clients are responsible for applicable taxes unless otherwise specified.

This may include:

• Value Added Tax (VAT)
• Goods and Services Tax (GST)
• Withholding taxes
• Other government-imposed charges

Clients must ensure compliance with their local tax regulations.

⚠️ Disputes & Resolution

If a billing dispute arises:

1. The client must notify us promptly
2. Relevant documentation must be provided
3. Both parties will attempt good-faith resolution

Disputes do not exempt clients from paying undisputed portions of invoices.

Escalation procedures and dispute resolution mechanisms are governed by contractual agreements.

🚫 Service Suspension for Non-Payment

We reserve the right to suspend or limit services in cases of:

• Overdue payments
• Repeated payment failures
• Breach of financial terms

Service suspension does not release the client from payment obligations.

📊 Financial Records & Transparency

We maintain accurate and auditable financial records.

Clients may request clarification or documentation related to billing within reasonable limits and as permitted by contracts.

Confidential financial information is protected and shared only when legally or contractually required.

🔄 Policy Updates

This policy may be updated periodically to reflect operational, legal, or regulatory changes.

Updated versions will be published in this knowledge base. Continued use of services after updates constitutes acceptance of revised terms.

❓ Questions or Billing Support

For billing inquiries, invoice clarifications, or payment support, please contact our support team through the help desk.

Providing accurate reference information will help ensure faster resolution.

✅ Summary

This Finance & Payments Policy ensures clarity, fairness, and accountability in all financial interactions. By adhering to these guidelines, both parties can maintain a transparent and professional relationship.

Updated on: 07/01/2026