Billing policy

Last Updated: June 24, 2026

This Billing Policy outlines the invoicing structures, payment terms, and financial procedures governing all technical engagements, managed services, and software engineering projects provided by Vortex. Our goal is to ensure a completely transparent, predictable financial relationship with our clients.

1. Project-Based Billing Structures

For structured engineering projects (e.g., Custom API Development, CRM Solutions, Cloud Migrations), billing is tied strictly to project milestones or a formal Statement of Work (SOW):

  • Kickoff Deposit: An initial milestone payment (typically 25% to 50% of the total estimated project cost) is invoiced upon contract execution. Engineering work and resource scheduling begin only after this payment is received.

  • Milestone Invoicing: Subsequent payments are triggered upon the completion and delivery of specified technical milestones (e.g., Sprint completion, Staging deployment, Final Handover).

  • Scope Changes: Any adjustments, feature additions, or out-of-scope requests made mid-project will require a signed Change Order and will be billed at our standard ad-hoc engineering rate of $150/hour.

2. Recurring Managed Services & Support Contracts

For continuous infrastructure tracking, proactive patching, and on-demand Technical Support agreements:

  • Advance Billing: Subscription services and dedicated support plans are billed monthly or annually in advance.

  • Billing Cycle: Invoices are generated automatically on the 1st day of each calendar month (or on the recurring anniversary of your contract start date).

  • Usage-Based Overage: If your support tier includes a capped number of monthly developer hours and your team exceeds that limit, overage hours are tracked via our logging tools and invoiced in arrears on the following month’s billing cycle.

3. Payment Terms & Methods

  • Net Terms: All standard project and recurring invoices carry strict Net 14 payment terms from the invoice issuance date unless explicitly negotiated otherwise in your Master Services Agreement (MSA).

  • Accepted Payment Methods: We accept secure payments via:

    • Corporate Bank Transfer (BACS / CHAPS / SEPA / Wire)

    • Credit/debit card payments are processed securely through our approved payment gateway and acquiring bank.

  • All transactions are invoiced and settled in United States Dollars (USD, $) unless alternative corporate currency arrangements are agreed upon in writing before project kickoff.

4. Late Payments & Service Suspension

To maintain dedicated engineering capacity and high availability for our clients, invoices must be settled promptly:

  • Late Notices: Automated reminders are sent 7 days and 1 day prior to the invoice due date, and immediately upon the account becoming overdue.

  • Interest Fees: Payments remaining unpaid 30 days past the due date will accumulate interest at a rate of 8% per annum above the Bank of England base rate, calculated daily until the balance is settled in full.

  • Service Interruption: If an invoice remains unpaid for more than 45 days, Vortex reserves the right to temporarily suspend active engineering development, freeze non-critical technical support queues, and restrict access to development environments until the account balance is fully restored.

5. Billing Disputes

We understand that technical scope tracking can occasionally require review. If you identify an itemized line or hour allocation on an invoice that you wish to contest:

  • You must notify our billing desk within seven (7) business days of receiving the invoice.

  • Disputes must be submitted in writing, detailing the specific line item and providing tracking context.

  • Clients are required to pay the undisputed portion of the invoice by the standard due date to keep active support pipelines open while the disputed section is investigated.

6. Contact & Support

For all inquiries regarding corporate billing setups, purchase orders (POs), or to update your primary corporate payment method, please contact our financial desk:

  • Email: support@vorteeex.com

  • Office Hours: 9:00 AM – 5:30 PM GMT, Monday through Friday