Yes, you can bring your own licences for software, fonts, digital assets, APIs, and hosting infrastructure. We actively encourage this when you already hold active enterprise agreements or proprietary subscriptions that you wish to retain beyond the scope of our engagement.
Supplying your own licences prevents duplicate procurement costs and guarantees that intellectual property, account tenancies, and usage rights remain entirely in your name when project delivery concludes.
Permitted licence categories
Our three departments—Creative, Technology, and Operations & Client Services—regularly interface with client-provided assets. We accept client-supplied licences across four primary categories:
- Typography and fonts: Desktop and web font licences purchased directly from foundries. You must verify that your foundry tier allows contractor usage or external production handling.
- Digital stock and media: Photographic, video, audio, and 3D asset libraries. Extended or multi-seat commercial licences must be supplied; standard single-seat personal licences cannot be used in commercial agency builds.
- Software and plugins: Seats or tenant access for specialized production tooling, analytics software, or proprietary content management systems.
- Cloud infrastructure and APIs: Pre-configured environments, cloud tenancies, payment gateway sandbox keys, and external data endpoints.
How the review process works
To ensure production runs smoothly without compliance risks, we review third-party entitlements before contract sign-off.
1. Declaration in brief: When submitting your initial project requirements, list any licences you intend to provide. Bespoke quotes are prepared within 48 hours of a complete brief, and listing your own licences ensures these costs are not factored into your production total. 2. Compliance review: Operations & Client Services routes the licence details to Technology or Creative. We examine the End User Licence Agreement (EULA) or vendor terms to confirm that third-party agency access is permitted. 3. Access provisioning: Once the quote is signed and the deposit is paid, you provision access. For software and cloud accounts, we require an individual workspace seat or a scoped API key rather than shared master root credentials. 4. Production deployment: We deploy the licensed resources directly into the project environment during our working hours (Monday to Thursday, 09:00–17:00 GMT).
Billing impact and financial responsibilities
When you bring your own licences, Xylora Studios acts purely as an operator of those tools, not the reseller. The financial boundaries are strictly defined:
- Cost deductions: If you are booking bespoke work, self-procured licences are excluded from the quote entirely. For package work, which is priced fixed on the packages page, bringing external licences does not discount package fees unless explicitly negotiated in writing before commencement.
- Direct vendor billing: You remain directly liable for all third-party renewal fees, usage spikes, overage charges, and seat expansions. We do not pay vendor bills on your behalf.
- Deposits are non-refundable once your production slot is held. Before work begins, sums not yet earned are refunded pro rata; after work begins, completed work and booked time are charged. Defects are fixed free of charge within the acceptance window. The full terms are on the Refund Policy page of the main site.
Failure cases and resolution
Several common licensing failure cases can disrupt an active sprint. The most frequent issues include:
- Single-user EULAs: You supply a desktop font or plugin licensed only to an individual employee. Our team cannot legally install or compile assets using that key. Production halts until you upgrade the licence tier or authorize our team to procure a project-specific licence on your behalf.
- Lapsed credentials mid-sprint: If an API key or SaaS workspace expires while our Technology team is developing, work on that dependent milestone stops. You must generate and supply new credentials via the portal.
- Inadequate cloud permissions: Scoped keys provided without deployment rights or database read/write permissions will prevent technical integration.
If an issue arises, we log a support flag via the Ask Xylo chat on this portal. We maintain a first reply target of 24 hours, during which we will detail the exact technical or compliance block requiring your remediation.
Licence handover checklist
Before submitting your credentials to the team, ensure you have completed the following:
- [ ] Confirmed that your vendor contract permits agency or contractor access.
- [ ] Verified that active seats or keys do not expire during the project delivery timeline.
- [ ] Generated dedicated, individual sub-accounts or scoped API keys rather than sharing administrative root passwords.
- [ ] Provided written foundry confirmation for custom font desktop/web distribution if applicable.
- [ ] Shared emergency contact details for the internal administrator managing your vendor relationship.