Billing, invoices and tax
How credit, renewals, invoices, credit notes and tax work.
Built, not open to the public yet
This feature is built and has been tested against simulated hosts and a test database. It has not yet been proven on real hardware, and nothing here can be ordered today.
Not there yet
- Not yet run against the payment provider in live mode; tax defaults await an accountant.
Prepaid, in one currency
You pay for a server for a period at a time. Sales are in US dollars at launch, and an organisation's currency is fixed at its first purchase. Credit on your account is never converted to another currency.
Credit and cards
- Add credit under Billing, Add funds. The panel shows the minimum and maximum top-up.
- Credit is used first, on new orders and on renewals. If it does not cover the amount, the rest is charged to a saved card.
- Cards are handled by Stripe. We keep the card brand, last four digits and expiry, never the full number.
- Turning on autopay for a server lets us charge your saved card for its renewals.
Renewals
Shortly before the paid period ends, an upcoming invoice appears under Billing. By default that is about a week ahead. Your credit is applied first, then your card if autopay is on, and we email you. A renewal is paid for the next period and starts where the last one ended.
If a renewal is not paid
The default schedule counts from the end of the paid period. Vexelia staff can change the schedule, and every notice we email names the dates that apply to you.
| When | What happens |
|---|---|
| End of the paid period | Grace notice. The server keeps running. |
| 5 days later | The server is stopped. Your data is kept. You can still sign in and pay. |
| 14 days later | Final warning that names the deletion day. |
| 30 days later | The server and its data are deleted. Termination is never sooner than 30 days after the due date. |
Paying before deletion brings the server back. Every notice links to the page where you update your payment method.
Price changes
Prices are versioned and a version is never edited. A server keeps its price until its next renewal. A rise reaches a server only if it took effect at least 30 days before that renewal, and we email you with the new price and date when one is scheduled. A price drop applies at the next renewal.
Invoices
- A numbered invoice is issued once money has settled. An unpaid renewal is an upcoming invoice, not yet an invoice.
- An issued invoice never changes. Download it as a PDF from Billing, Invoices.
- Your billing name, address and tax ID, set under Billing settings, are printed on new invoices. Past invoices keep the details they were issued with.
Credit notes and refunds
A credit note reverses part or all of one invoice. It says where the money went: to your account credit, or back to the card you paid with, with the state of that card refund. Find them, with a PDF each, under Billing, Credit notes. Vexelia staff issue credit notes: write to support if you think you are owed one. If a server cannot be set up, the order is reversed and refunded.
Cancelling a server stops it at the end of the period you paid for. You can undo the cancellation until then. The unused part of a paid period is not refunded. See the refund policy.
Tax
Prices exclude tax where it applies. When tax applies, each invoice line shows its tax, and the invoice shows subtotal, tax and total.
- Tax is worked out from your billing country and the country of the card you pay with. When they differ, we charge the higher tax of the places where we charge tax at all, and we record both countries.
- A VAT ID counts only once it has been checked as valid, and then it can make a sale a reverse charge, which is printed on the invoice. Checking IDs against the official registry is not built yet.
- Where we charge tax, and at what rate, is set by Vexelia and dated. A rate change is a new rate from a date, never an edit of an old one.
- Tax is shown before you pay for each order, plan change, snapshot and backup charge. If it cannot be worked out for your location yet, we stop and charge nothing.
Credit top-ups are not taxed by default: tax is charged on the service invoice when credit is spent. This is our default and is being confirmed with an accountant. This page is not tax advice.