Payment, Invoicing & Cancellation Policy

1. Scope & Application

Clytrio (“we,” “us,” establishing as Clytrio Private Limited, Thrissur, Kerala) provides high-touch software development, digital marketing, AI integrations, and growth systems to corporate enterprises, startups, and institutions.

This Payment, Invoicing & Cancellation Policy defines the standard commercial practices governing our professional service engagements. While individual client contracts (such as Master Services Agreements or Statements of Work) define specific pricing figures and custom milestone deliverables, this policy governs the baseline commercial terms, default payment windows, cancellation procedures, and billing dispute reconciliation across all client accounts.

2. Commercial Engagement Models

We typically structure client engagements under three primary commercial models:

• Milestone-Based Fixed Engagements: Utilized for custom software development, website builds, and systems architecture. Invoicing is segmented into defined project phases (e.g., Discovery & Wireframing, Engineering & Staging, Final QA & Production Deployment). Work commences upon payment of the initial phase mobilization advance.
• Monthly Growth & Performance Retainers: Utilized for continuous SEO/AEO management, Meta and Google Ads optimization, content production, and ongoing engineering support. Retainers are billed on a recurring monthly cycle, invoiced in advance of each 30-day service sprint.
• Strategic Collaborations & Profit-Sharing: For select early-stage startups and high-alignment venture partners, engagements may incorporate milestone fee structures coupled with revenue-share or performance hurdles. All such arrangements are governed by bespoke bilateral contracts detailing audit rights and reconciliation formulas.

3. Invoicing Terms & Schedules

• Standard Payment Window: Unless otherwise specified in a signed Statement of Work, all tax invoices issued by Clytrio are due within 7 calendar days (or 15 days for enterprise accounts with pre-approved corporate procurement terms) from the invoice date.
• Accepted Payment Channels: Payments may be remitted via Electronic Funds Transfer (NEFT, RTGS, IMPS) directly to Clytrio's designated corporate bank account in India, or via authorized commercial payment links provided on formal invoices.
• Late Payments: In the event an invoice remains overdue beyond 14 calendar days without prior written arrangement, Clytrio reserves the right to pause active development sprints, delay campaign launches, or suspend staging environment access until the account is brought current.

4. Third-Party Media Spend & Infrastructure Expenses

Transparency in advertising expenditure is an absolute priority at Clytrio:

• Direct Client Billing: We strongly recommend that all paid advertising budgets (Meta Ads, Google Ads, LinkedIn Ads, TikTok Ads) be billed directly by the platform to the client's corporate credit card or agency line of credit. Clytrio does not mark up media costs or co-mingle ad spend with agency professional fees.
• Third-Party Software & APIs: Fees for cloud hosting (e.g., AWS, Vercel), external databases (Supabase), SMS/WhatsApp gateways, and AI model API consumption (e.g., OpenAI, Anthropic) are paid directly by the client or billed at documented pass-through cost without arbitrary agency markups.

5. Taxes & Statutory Deductions (GST & TDS)

• Goods and Services Tax (GST): Invoices issued to domestic clients within India include applicable Goods and Services Tax (CGST + SGST or IGST) at the statutory rate in force. A valid GST Tax Invoice with our GSTIN will be provided for Input Tax Credit (ITC) reconciliation.
• Tax Deducted at Source (TDS): Domestic corporate clients deducting tax at source under the Indian Income Tax Act (e.g., Section 194C or 194J) must provide official TDS certificates (Form 16A) on a quarterly basis to enable accurate tax credit matching.
• International Transactions: Engagements with clients located outside India are treated as export of services, subject to applicable Foreign Exchange Management Act (FEMA) guidelines and foreign currency receipt documentation.

6. Service Cancellation & Notice Protocols

• Monthly Retainers: Either party may cancel an ongoing monthly growth retainer by providing at least 30 calendar days' written noticevia email to billing@clytrio.com. Services and deliverables will continue through the conclusion of the paid notice period.
• Milestone Development Projects: If a client elects to discontinue a fixed-scope development project prior to completion, the client remains liable for all work performed and approved milestones completed up to the date of written notice. Any remaining unexpended pre-payments for future, uncommenced phases will be reconciled as outlined below.

7. Fair Refund Principles

Clytrio commits substantial senior engineering, creative, and strategic hours to every engagement. We operate a fair, legally responsible refund structure consistent with Indian consumer protection standards and B2B commercial practices:

• Completed & Approved Milestones: Because custom software architecture, design mockups, and strategic growth plans involve irreversible intellectual and labor investment, fees paid for completed and approved milestone deliverables are non-refundable once handed over.
• Uncommenced Services: If an engagement is terminated before work on a scheduled future milestone has commenced, the advance deposit allocated to that future milestone will be refunded in full within 14 business days of account reconciliation.
• Deficiency in Service: In the rare event of a material breach of contract or verifiable failure to meet explicit contractual acceptance criteria defined in the SOW, Clytrio will first exercise reasonable efforts to rectify the defect within 14 business days. If the defect cannot be cured, an equitable pro-rata credit or refund will be processed in accordance with the contract.

8. Billing Disputes & Reconciliation

If you identify a discrepancy or wish to dispute any charge on an invoice, you must notify our accounts department in writing within 10 business days of invoice receipt. Both parties agree to act in good faith to review timesheets, deliverable logs, and git commit histories to resolve discrepancies cordially.

9. Billing & Accounts Contact

For all invoice copies, payment confirmations, TDS certificates, and commercial billing questions, please reach our finance desk at: