Payment Terms

Version v1.0 · Last updated: 12 May 2026 · Provider: StafFixHR Strategies & Software Services ("StafFixHR").

These Payment Terms supplement the Terms of Service and govern fees, invoicing, payment methods, taxes, refunds, and chargebacks for the Service.

1. Fees

• Fees are quoted on the /pricing page or in your order form. The currency is determined by your region at checkout (INR, USD, EUR, AED, etc.).
• Self-serve plans are billed monthly or annually. Managed-service plans are billed per the SOW (typically monthly).
• Per-employee plans are calculated on month-end active headcount. We invoice for the higher of (headcount × per-employee rate) or the plan's monthly floor.
• Setup fees are billed once on the first invoice and are non-refundable after onboarding kickoff.

2. Billing cycle

• Monthly: invoiced on the 1st of each month for that month's service. Due net-7 days.
• Annual: invoiced up front; due net-7 days.
• The first invoice covers any pro-rata of the signup month plus the next full month (or year).
• Auto-renewal is the default. To cancel auto-renewal, downgrade or terminate from your account at least 5 days before the next renewal date.

3. Payment methods

• India (INR): processed by Razorpay — UPI, debit/credit card, netbanking, NEFT/RTGS. Settled to StaffixHR's designated Indian bank account.
• International: processed by Razorpay International (cards) or Stripe (when enabled). Settled to StaffixHR's designated bank account; foreign settlements may include FX spread and FIRC paperwork as required by RBI.
• Direct bank transfer: available for annual and enterprise plans on request. Wire details on the invoice.
• Card information is handled by the payment processor; StaffixHR does not store full PAN or CVV.

4. Taxes

• India (GST): 18% IGST added for inter-state Clients or domestic export of services; 9% CGST + 9% SGST for Gujarat-located Clients. Your GSTIN must be on file before the first invoice to claim input credit.
• Europe / UK (VAT): reverse-charge applies to B2B customers with a valid VAT ID under EU rules. We do not charge VAT on B2B EU invoices but require your VAT ID.
• US / Canada: sales tax is the Client's responsibility under nexus rules unless we have specifically registered in your state/province.
• Middle East: VAT may apply where StaffixHR is registered. Currently not registered; reverse-charge applies.
• Withholding-tax obligations (e.g. Section 194J TDS in India) are the Client's responsibility. The Client must furnish a TDS certificate to us if applicable.

5. Late payment

• Invoices unpaid 14 days past due are subject to interest at 1.5% per month or the maximum permitted by law, whichever is lower.
• Service may be suspended without further notice if payment is overdue by 14 days; terminated if overdue by 30 days.
• The Client is responsible for reasonable collection costs (including legal fees) on accounts referred to collection.

6. Refunds

• Trial cancellation: no charge if cancelled before the trial ends.
• Monthly plans: non-refundable once the month begins. You may cancel auto-renewal to avoid the next month.
• Annual plans: pro-rated refund available within 14 days of payment, less a 10% restocking fee. After 14 days, non-refundable.
• Managed-service engagements: work-in-progress at termination is invoiced; setup fees and signed-SOW deliverables are non-refundable.
• Service Credits for SLA breaches (per Terms §10) are applied to future invoices and do not generate cash refunds.

7. Chargebacks

Before initiating a chargeback, please contact billing@staffixhr.com to resolve disputes. Fraudulent chargebacks may result in immediate account termination and may be referred to law enforcement. Each chargeback is subject to a $25 / ₹1,500 administrative fee plus any fees imposed by the payment processor.

8. Price changes

• Per-plan list pricing may change. Existing Subscriptions are protected for the current billing period; new pricing takes effect at the next renewal.
• We will give 30 days' notice by email of any price increase that affects you.

9. Currency conversion

If you pay in a currency other than the invoice currency, your bank/card will apply its FX rate. We bill in the currency shown on the invoice (typically the currency of your selected region).

10. Invoices & receipts

• Invoices are emailed and made available in your portal under /admin/invoices.
• Receipts for successful card/UPI payments are emailed automatically by the payment processor.
• Statutory tax invoices (with our PAN, GSTIN, signature where required) are issued within 7 days of payment.

11. Governing law & exclusive jurisdiction

These Payment Terms are governed by the laws of India. Any dispute arising out of or relating to fees, taxes, refunds, chargebacks, or any payment made under these Terms is subject to the sole and exclusive jurisdiction of the courts at Vadodara, Gujarat, India. The Client waives any objection to forum and consents to the personal jurisdiction of the Vadodara courts irrespective of the Client's country of residence or place of business.

12. Contact

• Billing questions: billing@staffixhr.com
• Phone (India): +91 9766588931

Disclaimer: Tax treatment is jurisdiction-specific and evolves; please consult your tax advisor. These terms are subject to legal review for material contracts.