02 / SECTION
BILLING
&PAYMENTS
69
articles
Invoices, payment methods, pricing structure, contracts, VAT, kill-fees, and financial terms.
69 articles
How does pricing work at Xylora Studios?
Project-based, not hourly. Every engagement is quoted as a fixed total tied to a written scope. Current rates live on the main site.
What payment methods do you accept?
Bank transfer and card payments through Stripe are supported. Crypto, cheques, and cash are not accepted.
What is your refund policy?
We fix work, we do not refund it. A clear kill-fee schedule covers projects that end early.
What is included in a price
Production, agreed rounds, exports and handover. Everything else is listed as an exclusion.
Refunds and cancellations
What is refundable, what is not, and how a cancelled project is settled.
Payment methods accepted
Card checkout for deposits, bank transfer for larger balances.
How we handle scope creep
Name it early, price it plainly, and let the client choose.
Chargebacks and disputes
Talk to us first — almost every dispute is a misunderstanding that is faster to fix directly.
What a proposal contains
Six sections, no filler, no thirty pages of studio philosophy.
Budget bands and why honesty helps you
Sharing a band gets you a better project, not a more expensive one.
Price changes over time
How rate changes are applied, and why an old quote is not a permanent price.
Tax on invoices
How tax is shown, and what we need from business clients.
When the balance is due
Balance is due at handover, before final source files are released.
How the deposit works
The deposit reserves production time. Here is what it covers and when it applies.
Costs that continue after launch
The recurring items you will own, so there are no surprises in month two.
Currencies and exchange rates
The currency on the proposal is the currency on every invoice for that project.
What is the deposit and payment schedule?
50/40/10 by default. Smaller projects billed 100% upfront. Schedule is fixed on the proposal and does not move.
What should finance teams know before booking
A concise checklist for finance teams reviewing a studio proposal or package deposit.
Can you invoice a company instead of an individual
How billing entity details are collected and why the contract name needs to match payment records.
Do you charge VAT? What about international clients?
UK VAT applies to UK clients. EU B2B uses reverse charge. Outside UK/EU, no VAT is added.
Are hosting and domains included
Why hosting, domains, app accounts, and subscriptions stay in the client’s ownership unless scoped otherwise.
What happens if a card payment fails
How failed Stripe payments, duplicate attempts, and alternate bank-transfer routes are handled.
Can milestones be tied to deliverables
How payment milestones map to visible work rather than vague calendar points.
How late payments affect delivery
How overdue invoices pause handover, source release, and future scheduling.
Do you offer discounts
When scope reduction is possible and why arbitrary discounts usually create worse work.
Multi-project and framework agreements
One agreement covering terms, with individual scope registers per project.
How tax and VAT questions are handled
What the studio can state on invoices and why tax advice belongs with your accountant.
Can billing details be changed after invoice
What can be corrected after invoice issue and what must be right before issue.
How procurement purchase orders are handled
What to send if your company requires PO numbers, vendor forms, or portal submission.
What counts as a chargeable revision
How billing treats revisions, corrections, preference changes, and new requests after approval.
How refunds differ from corrections
Why the default remedy is correction against the written brief rather than refunding completed work.
Can I bring my own licenses
How client-owned font, stock, music, software, and platform licenses are accepted and documented.
What third-party costs might appear
Common third-party items: fonts, stock, software licenses, app stores, hosting, and specialist talent.
How currency is chosen
How invoice currency is selected and why changing currency mid-project creates accounting noise.
Do you charge for discovery
When discovery is included in production and when a separate paid scope workshop is cleaner.
Do you offer rush work? What is the surcharge?
Rush is available when capacity allows. Surcharge is 25–50% depending on how much of the work falls outside the operating window.
Can a quote be split into phases
How large work can be divided into discovery, production, launch, and later improvement phases.
How smaller package checkouts work
What clients should expect when buying a package directly from the main site.
How scope additions are priced
How new deliverables, feature changes, and extra outputs are quoted before they are started.
Milestone billing on longer projects
Projects running beyond a few weeks are split into billed phases.
What happens if a project pauses after deposit
How booked time, rescheduling, and paid work are handled when a client pauses production.
How quotes stay valid
Why a quote has an acceptance window and what changes if the client waits too long.
What a scope register means for billing
How line items, options, exclusions, and additions keep invoices from becoming surprises.
When the remaining balance is due
How handover, approval, invoice timing, and final file release connect to the balance payment.
How package deposits differ from commission deposits
How visible package registers and bespoke commission scopes set deposit expectations.
How deposits reserve studio capacity
Why deposits exist, what they reserve, and how they differ from paying for completed work.
What happens if a project runs over
Who pays when the work takes longer than estimated.
Rush work and expedited timelines
What "rush" actually costs — usually reshuffled scope rather than a magic multiplier.
Why full prices are not published in this portal
One authoritative source for rates, and it is not a support article.
Third-party licences you pay for
Fonts, stock, plugins and platform accounts — why they sit in your name.
Purchase orders and procurement
Working with finance departments, vendor forms, and PO-gated invoicing.
Are stock, fonts, and licensing passed through?
Yes, at cost. We do not mark up third-party licenses. You approve material third-party spend before purchase.
Invoice details and corrections
What appears on an invoice and how to get a mistake fixed.
Why a deposit is required
It is a scheduling instrument, not a trust problem.
Estimates versus fixed quotes
When a fixed number is possible and when a range is the honest answer.
How change requests are priced
Time-based, quoted before the work happens, and always declinable.
Discounts and when they apply
Real reductions come from scope or scheduling, not from asking.
What does a Xylora invoice look like? Can I get a custom PO format?
Standard PDF invoices with line items, VAT breakdown, and bank details. PO numbers and procurement portals are supported.
Billing questions worth asking before you book
Ten questions to ask any studio, including us.
What happens if a client goes quiet
The follow-up sequence, and when a project is treated as dormant.
Do you offer discounts? What about non-profits and charities?
No standard discounts. A small annual allocation of pro-bono and reduced-rate work for registered charities and grassroots arts.
Invoicing through an agency or intermediary
White-label and subcontract arrangements, and what changes.
Receipts and record keeping
What you get automatically and what to ask for.
What happens if an invoice is paid late?
Work pauses at 14 days past due. Statutory late-payment interest applies. Resumption depends on cleared funds.
What currencies can I be invoiced in? How is FX handled?
GBP by default. EUR or USD on request, locked at proposal stage. We do not absorb FX risk on multi-month projects.
Retainers and ongoing work
How recurring arrangements are structured and when they are a bad idea.
Do you charge for travel, meetings, or expenses?
Most work is remote at no charge. On-site days are billed at a daily rate plus travel at cost. Standard meetings are never billed.
Can I get an invoice reissued or amended?
Yes — billing entity, PO number, address, and currency can be amended before payment. Post-payment amendments are limited.
How do you handle withholding tax and tax residency?
UK tax resident. Treaty relief available for most jurisdictions. We supply Certificate of Residence on request.