Billing currency is established during the initial quotation phase and confirmed on your formal project agreement before work commences. As a United Kingdom company, Xylora Groups LTD operates primarily in British Pounds (GBP), but we accommodate international invoicing arrangements when agreed in advance.
Base currency and international invoicing
Xylora Groups LTD is registered in the United Kingdom. Consequently, all standard fee structures, accounting ledgers, and standard rates default to GBP (£). Work selected from the packages page is displayed and billed in GBP unless an explicit alternative has been cleared beforehand.
For international clients requiring invoices in an alternative currency—typically United States Dollars (USD) or Euros (EUR)—Operations & Client Services can configure bespoke quotes in that specified denomination. This must be requested during the intake discussion or noted directly in your project brief so the appropriate rate card and payment rails can be applied before contract signing.
The sequence of events
Currency selection follows a fixed operational sequence:
1. Brief submission: You submit your scope, detailing your organisation's registered country, legal billing name, and requested invoicing currency. 2. Review: Operations & Client Services reviews your submission during standard working hours (Monday to Thursday, 09:00 to 17:00 GMT). Initial replies are sent within our 24-hour target. 3. Quotation: For custom work, a bespoke quote is generated within 48 hours of receiving a complete brief. The quote explicitly states the total figure in your chosen currency, alongside any approved referral deductions (typically 10% to 30%, which will also be formally documented). 4. Locking the agreement: Upon your written acceptance of the quote, the currency is locked into our billing software. 5. Deposit invoice: An initial deposit invoice is issued in the locked currency. Work begins only once this cleared payment is confirmed.
What you must supply
To ensure your invoices are raised correctly and without administrative delays, you must provide the following information during onboarding:
- The legal trading name of your business or your full personal legal name.
- The registered business address or primary billing address.
- Your local tax registration number (such as a UK VAT number, EU VAT ID, or equivalent corporate tax identifier), if applicable.
- Your firm preference for billing currency (GBP, USD, or EUR) prior to quote creation.
If you omit a currency preference, our team will default your account to GBP.
Payments, exchange rates, and banking fees
Once a bespoke quote is issued and signed, the numeric total in the chosen currency remains fixed for the duration of the agreed milestones. We do not retroactively adjust project fees to compensate for everyday foreign exchange fluctuations between the date of the quote and subsequent milestone dates.
Clients are responsible for any intermediary banking fees, international wire surcharges, or foreign transaction costs levied by their own banking institutions. The net funds arriving in our account must match the exact total indicated on the issued invoice. 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 alterations
Two primary failure states occur with billing currencies:
- Requesting a currency change post-invoice: Once a deposit or milestone invoice is raised, it cannot simply be edited to a different currency. Changing currency requires cancelling the active invoice, verifying that no transactions are in transit, recalculating fees, and reissuing documentation. This adds a minimum of 48 hours to project administration and delays project commencement.
- Transmitting funds in the wrong denomination: If an invoice is issued in EUR but your bank sends GBP, intermediary conversion rates and automated bank deductions often result in a partial payment. Technology and Creative teams cannot begin work on active deliverables until the shortfall is settled in full.
If you need to query an invoice or raise an operational billing issue, reach out through the Ask Xylo chat on this portal during our working hours.
Invoicing setup checklist
Before approving your proposal or settling an initial invoice, verify the following:
- [ ] Your registered legal address and tax numbers match the details on the proposal.
- [ ] The currency symbol displayed on the quote matches your organisation's payment method.
- [ ] Any agreed referral discount (10% to 30%) is clearly factored into the net total.
- [ ] Your accounts payable team is notified to disburse payment strictly in the stated currency.