Billing & Manual Invoices

1. Pricing model

MobilityCloud currently uses a manual project-activation and invoice model. The platform can be used for writing and planning before approval. When a project is approved, the project owner declares the exact approved grant amount and the relevant implementation modules unlock immediately.

Where a project administration fee applies, the standard launch model is 1% of the approved grant value, with a minimum fee of €100 per approved project, unless a different written agreement, unlimited access arrangement or manual owner decision applies.

2. Approved grant declaration

The approved grant value must be declared accurately when a project is marked as approved. This declaration is used to calculate the platform administration fee and to prepare manual invoice handling.

• The declared approved grant should match the amount approved by the funder or National Agency.
• Users should not estimate, inflate, reduce or manipulate the value to change the platform fee.
• After declaration, changes may require support or administrator intervention.
• MobilityCloud may request clarification if a value appears incorrect or inconsistent with project context.

3. Manual fiscal invoices

MobilityCloud does not currently process online card payments inside the platform. Fiscal invoices are handled manually by XEOTYPE SRL using the billing details provided by the account owner.

The platform may show the invoice state for internal administration, such as pending invoice, invoice sent, paid, overdue, waived or unlimited access. The official fiscal invoice remains the document issued externally by XEOTYPE SRL or its accounting process.

4. Payment, due dates and access

After the approved grant is declared, implementation modules unlock immediately so the team can start managing participants, documents, budget evidence, mobility evidence and final reporting preparation without waiting for the invoice payment to be completed.

• The payment deadline is the due date written on the invoice or payment notice.
• Access may remain active until the due date while the invoice is being handled.
• If payment becomes overdue, MobilityCloud may restrict or suspend implementation access until payment is confirmed.
• When an administrator marks the payment as paid or approved, restricted access may be restored automatically.

5. Unlimited, partner or manually approved access

Some accounts may be manually marked as unlimited, partner, internal, demo or otherwise exempt from project administration fees. These accounts may receive full access without per-project invoicing, depending on XEOTYPE SRL’s internal decision or written agreement.

Unlimited access is not a public entitlement unless expressly granted. XEOTYPE SRL may review, change or revoke manual access settings where necessary for security, misuse prevention, commercial reasons or operational correction.

6. Billing data requirements

Users who create projects must provide accurate billing information before project creation or before a project can be activated for approved management. Required billing details may include legal name, organisation name, fiscal code/VAT number, registration details, address, country and invoice contact email.

Incorrect or incomplete billing information can delay invoice issuing, block project creation, prevent activation or require administrator correction.

7. Corrections, disputes and support

If the approved grant amount, billing data, invoice status or payment state is incorrect, the user should contact contact@mobilitycloud.eu as soon as possible. MobilityCloud may ask for supporting information before changing values that affect billing or access.

Invoice disputes should be raised before the due date when possible. Raising a dispute does not automatically cancel the invoice, but XEOTYPE SRL will review reasonable correction requests.

8. Taxes, VAT and accounting records

Taxes, VAT treatment, invoice wording and accounting records are handled according to applicable law and the fiscal information available at the time of issuing. Users are responsible for ensuring that the billing information they provide is correct for their organisation or legal entity.

MobilityCloud is not accounting software and does not provide tax advice. Users should keep their own fiscal records and consult their accountant where necessary.

9. Changes to pricing and billing operations

XEOTYPE SRL may change pricing, fee percentages, minimum fees, access rules, billing flows or included features for future projects. Already-issued invoices remain governed by their invoice terms and any written agreement in place at the time.

Questions about commercial access, partnerships, manual invoice handling or special arrangements should be sent to contact@mobilitycloud.eu.

Company details

Legal review note

These documents are prepared as launch-ready platform policies. Because legal requirements can depend on the exact customer type, data flows, payment model, processors and jurisdictions involved, XEOTYPE SRL should periodically review them with qualified legal counsel.