Billing Policy

Last updated: 1 January 2025  ·  Effective immediately for all new projects

This billing policy governs all financial transactions between Profile Nepal and our clients for web design, development, SEO, hosting, and related services. By commissioning a project or subscribing to a service, you agree to these terms.

1. Payment terms

All invoices are due within 7 calendar days of the invoice date unless otherwise agreed in writing. Failure to pay within this period may result in project work being paused until payment is received.

All prices are quoted and invoiced in Nepali Rupees (NPR) unless otherwise agreed. Prices quoted are exclusive of VAT unless explicitly stated. Where applicable, 13% VAT will be added to invoices issued to VAT-registered entities.

2. Accepted payment methods

We accept the following payment methods:

• eSewa: eSewa Business ID provided on invoice
• Khalti: Khalti Business ID provided on invoice
• IME Pay: IME Pay Business ID provided on invoice
• ConnectIPS: for bank-to-bank transfers within Nepal
• Bank transfer: Profile Nepal business bank account details provided on invoice
• Cash: accepted at our Kathmandu offices for amounts under Rs 50,000
• PayPal: available for international clients. A 5% processing surcharge applies.
• Wise / international wire: available for international clients. Bank charges are the client's responsibility.

Payment details (account numbers, merchant IDs) are provided on the invoice or in the project contract. Do not transfer funds without a formal invoice.

3. Project payment schedule

Standard payment milestones for web design and development projects:

• 50% deposit — due before project work begins. No work commences until the deposit is received.
• 25% progress payment — due at design approval (before development begins) for projects over Rs 60,000.
• 25% final payment — due before the final website files are released and the site goes live.

For small projects under Rs 25,000, full payment may be required upfront. For enterprise projects, a customised payment schedule will be agreed in the contract.

The deposit is non-refundable once design or development work has commenced, as it covers the initial work investment made on your project.

4. Invoicing and receipts

Invoices are issued by email in PDF format. Each invoice contains a unique invoice number, itemised description of services, VAT calculation (where applicable), accepted payment methods, and due date.

A payment receipt is issued within one business day of receiving confirmed payment. Receipts are suitable for your accounting records. If you require a VAT invoice or additional documentation, please inform us before payment is made.

5. Late payment

Invoices unpaid after the due date are considered overdue. Profile Nepal reserves the right to:

• Pause all project work until payment is received
• Charge an administrative fee of Rs 500 per week for invoices more than 14 days overdue
• Withdraw access to delivered work (websites, source code, design files) until outstanding amounts are settled
• Refer persistent non-payment to a debt recovery service

If you are experiencing genuine financial difficulty, please contact us immediately — we will always prefer to work out a payment arrangement rather than escalate.

6. Project cancellations

Either party may cancel a project with written notice. The following applies:

• Cancellation before work begins: full deposit refund, less a Rs 2,000 administrative processing fee.
• Cancellation after design work begins: deposit is non-refundable. Any additional work completed above the deposit value will be invoiced at an agreed hourly or milestone rate.
• Cancellation after development begins: all work completed to date is invoiced at the agreed project rate, proportionate to completion percentage. The deposit is applied to this amount.
• Cancellation after final delivery: no refund is available once the project has been delivered and accepted.

Upon cancellation, Profile Nepal will provide all completed work files to the client once outstanding payments are settled.

7. Refund policy

Refunds are issued in the following circumstances only:

• A payment was made in error (duplicate payment, wrong amount)
• Profile Nepal is unable to commence the project within the agreed start date, and the client wishes to cancel
• A material failure by Profile Nepal to deliver an agreed service, as documented in the project contract

Refunds are not available for:

• Change of mind after design or development work has begun
• Dissatisfaction with work that has been approved at the relevant project milestone
• Delays caused by the client (failure to provide content, feedback, or approvals on time)
• Hosting and domain registration fees once the service has been activated

Approved refunds are processed within 7 business days to the same payment method used for the original transaction.

8. Disputes

If you have a billing dispute, please contact us within 14 days of receiving the relevant invoice or payment receipt at [email protected]. We will acknowledge your dispute within 2 business days and aim to resolve it within 14 business days.

All disputes are governed by the laws of Nepal. In the event of unresolved disputes, both parties agree to attempt mediation before pursuing legal action.

9. Hosting and domain billing

Hosting and domain services are billed annually in advance. Renewal invoices are issued 30 days before the renewal date. Failure to renew by the due date may result in service suspension.

• Domain renewal: grace period of 14 days after expiry. After 30 days, domains enter redemption and recovery fees apply.
• Hosting renewal: suspended after 7 days of non-payment. Account and files deleted after 30 days.
• Cancellation of hosting: requires 30 days written notice. No refund for the remaining period of a prepaid annual plan.

10. Billing enquiries

For billing questions, invoice requests, or payment receipts, contact our accounts team:

Profile Nepal — Accounts (operated by Goji Solution Pvt. Ltd.)
Email: [email protected]
Phone: +977 9846617227
Office hours: Sunday–Friday, 9:00 AM – 6:00 PM NST

Please include your invoice number or project name in all billing correspondence.