Terms and Conditions
Effective Date: April 2, 2026
These Terms and Conditions apply to all estimates, proposals, invoices, products, and services provided by Nextgen Solutions Inc.
Acceptance of Terms
Approval of any estimate or proposal, payment of any invoice, authorization of work, request for services, or acceptance of products or services from Nextgen Solutions constitutes acceptance of and agreement to these Terms and Conditions.
These Terms and Conditions apply to all services, products, and solutions provided by Nextgen Solutions, including but not limited to managed services, managed print services, VoIP and telecommunications services, project work, low-voltage cabling and network installation, subscription licensing, hardware and software sales, and one-time or break-fix services.
If Client has executed a Master Services Agreement, Statement of Work, or other written agreement signed by both parties, that agreement governs in the event of a direct conflict. These Terms and Conditions supplement all signed agreements.
Payment Terms
Payment terms are stated on each invoice.
For-Profit Clients: Net 15 from invoice date.
Nonprofit Clients: Net 30 from invoice date.
Invoices not paid by the due date are considered past due.
Late Payment Policy
Invoices not paid by the due date are considered past due. Late payment charges are assessed to partially offset the administrative and financial costs associated with carrying delinquent balances.
Unless otherwise agreed in writing, past due invoices are subject to the following late payment charges based on the original invoice amount:
- Invoices under $100: $10 late fee per month
- Invoices from $100 to $999: $25 late fee per month
- Invoices from $1,000 to $4,999: $50 late fee per month
- Invoices $5,000 and above: 1.5 percent of the outstanding balance per month
Late charges are assessed on each monthly anniversary of the invoice due date until the balance is paid in full.
Accounts more than 15 days past due may be subject to suspension of services at the discretion of Nextgen Solutions. Suspension does not relieve Client of financial responsibility for recurring services, subscriptions, or committed contract terms.
Nextgen Solutions reserves the right to require payment in advance, revoke extended payment terms, or suspend or terminate services for accounts with repeated late payments.
Client agrees to pay reasonable costs of collection, including attorney fees, court costs, and collection agency fees where permitted by law.
Returned Payment and Chargeback Policy
Any payment returned for insufficient funds, closed account, ACH rejection, payment reversal, credit card dispute, or chargeback will incur a returned payment fee of $35.00 per occurrence.
The returned payment fee, original invoice balance, and all applicable late fees must be paid in full before services are reinstated.
If a chargeback is initiated without prior written notice and reasonable opportunity to resolve the matter, Client agrees to reimburse Nextgen Solutions for all processor fees, bank fees, administrative time, and related costs incurred in responding to the dispute.
Repeated returned payments may result in revocation of extended payment terms. Future payments may be required by ACH, wire transfer, or certified funds.
Managed Services Billing
Managed services are billed monthly in advance unless otherwise stated in a signed agreement.
Device-based pricing applies per onboarded device.
Server management is billed per server.
Out-of-scope work is billed at the applicable hourly rate.
Non-managed services are billed at the standard hourly rate in effect at the time of service and may be subject to a minimum service charge.
Suspension for nonpayment does not reduce or eliminate recurring charges during an active service term.
One-Time or Break-Fix Services
For clients without an active managed services agreement, services are provided at the standard hourly rate in effect at the time of service. Payment may be required upon completion of work unless prior arrangements are approved in writing.
Low Voltage Cabling and Network Installation
Low-voltage cabling, Ethernet drops, and related network installation services are billed as project or break-fix work unless otherwise stated in a signed agreement.
Standard installation includes cable routing, termination at both ends, labeling, and basic testing to verify functionality. Any reporting or documentation is provided only if included in the quoted scope of work.
Pricing is based on a standard commercial installation environment with accessible pathways, including drop ceilings, open wall cavities, or existing conduit suitable for cable routing. Non-standard conditions may result in additional labor charges. These conditions may include, but are not limited to, restricted access, hard ceilings, congested or unusable conduit, or the need for specialized equipment.
When existing cabling is reused, extended, or modified, Nextgen Solutions does not guarantee the performance or condition of such cabling. Any cabling that fails testing or does not meet required standards may require replacement at additional cost.
Installation of post-construction floor boxes, poke-throughs, or other specialty enclosures is not included in standard per-drop pricing unless explicitly stated. These installations may require additional labor and materials and will be billed accordingly.
Mounting or installation of network equipment, including racks, switches, routers, and wireless access points, is included only when specified in the project scope or when applicable minimum thresholds are met. Otherwise, such work will be billed separately.
Standard installation may require minor wall, ceiling, or floor penetrations. Repair, patching, painting, or cosmetic restoration is not included unless specifically quoted.
Nextgen Solutions does not perform high-voltage electrical work. Any required electrical modifications must be completed by a licensed electrician and are not included in cabling or network installation services.
Any changes to project scope, including quantity of drops, layout, or site conditions discovered during installation, may result in additional charges. Work outside the original scope may require approval before proceeding.
All services are billed in accordance with the applicable estimate, proposal, invoice, or agreement. Additional labor or materials required due to site conditions or scope changes will be billed accordingly.
Hardware, Software, and Subscription Sales
All hardware, software, and subscription purchases are non-refundable once ordered or provisioned.
Pricing is subject to manufacturer and distributor availability and cost changes.
Manufacturer warranties apply where applicable. Nextgen Solutions does not provide additional warranties unless expressly stated in writing.
Approved returns, if any, may be subject to return shipping costs and restocking fees.
Microsoft Licensing Commitment
All Microsoft subscriptions, including but not limited to Microsoft 365, Office 365, Entra, Defender, and related cloud services, are subject to Microsoft’s New Commerce Experience program requirements.
Subscriptions require a minimum one-year commitment, even if billed monthly.
Cancellation, reduction in license count, or termination prior to the end of the annual commitment does not relieve Client of the obligation to pay for the full committed term.
Licenses are non-refundable once provisioned.
If services with Nextgen Solutions are terminated prior to the end of a Microsoft annual commitment period, Client remains financially responsible for the remaining subscription term.
Microsoft pricing is subject to vendor adjustments and may change with notice.
VoIP and Telecommunications Services
VoIP and telecommunications services provided by Nextgen Solutions rely on third-party carriers, internet connectivity, and electrical power. Service availability and call quality are dependent on factors outside of Nextgen Solutions’ control.
Nextgen Solutions does not guarantee uninterrupted service, call quality, or uptime for VoIP or telecommunications services.
Emergency calling (E911) functionality may be limited or unavailable during internet outages, power failures, service disruptions, or incorrect address configuration. Client is responsible for ensuring that E911 information is properly configured and kept current at all times and for maintaining alternative means of communication where necessary.
Client acknowledges that telecommunications services may be affected by third-party carrier outages, network congestion, or other external factors, and agrees that Nextgen Solutions is not liable for such interruptions.
Disputed Charges
Any dispute regarding an invoice must be submitted in writing within 7 calendar days of the invoice date and must include the invoice number and detailed explanation.
Failure to dispute within this period constitutes acceptance of the invoice.
Undisputed amounts remain due according to the original payment terms.
Taxes
Client is responsible for all applicable federal, state, and local taxes unless a valid exemption certificate is provided prior to invoicing.
Suspension and Termination
Nextgen Solutions may suspend services for nonpayment or material breach.
Reactivation may require payment of all outstanding balances and applicable reinstatement fees.
Suspension or termination does not eliminate financial responsibility for committed service terms, subscriptions, or licensing obligations.
Limitation of Liability
To the maximum extent permitted by law, Nextgen Solutions shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of revenue, loss of data, or business interruption, arising out of or related to any products or services provided.
Nextgen Solutions’ total cumulative liability for any claim arising out of or related to services, products, or these Terms and Conditions shall not exceed the total amount paid by Client to Nextgen Solutions for the specific service or product giving rise to the claim during the three (3) months preceding the event.
Client acknowledges that pricing for services is based on this limitation of liability and agrees that this allocation of risk is a material part of the agreement.
This limitation applies regardless of the form of action, whether in contract, tort, or otherwise.
Warranty and Service Disclaimer
All services provided by Nextgen Solutions are performed in a professional and workmanlike manner consistent with generally accepted industry standards. Except as expressly stated in writing, all services, products, and deliverables are provided “as is” and without any additional warranties of any kind, whether express or implied.
Nextgen Solutions disclaims all implied warranties, including but not limited to warranties of merchantability, fitness for a particular purpose, and non-infringement.
Nextgen Solutions does not guarantee that services will be uninterrupted, error-free, or that all issues can be resolved. Client acknowledges that technology services, including but not limited to network infrastructure, internet connectivity, VoIP systems, hardware, software, and third-party services, are inherently subject to failures, interruptions, and limitations beyond Nextgen Solutions’ control.
Data and Backup Responsibility
Client is solely responsible for the integrity, security, and backup of all data, whether stored on Client-owned systems, cloud platforms, or third-party services.
While Nextgen Solutions may provide backup solutions, monitoring, or related services, Client acknowledges that no backup or recovery solution is guaranteed to be error-free or successful in all circumstances. Client is responsible for verifying that backups are functioning properly and for maintaining appropriate backup and recovery procedures.
Nextgen Solutions shall not be liable for any loss of data, corruption of data, or inability to restore data, regardless of cause, including but not limited to hardware failure, software failure, cyber incidents, user actions, or third-party service disruptions.
Client is responsible for maintaining appropriate cybersecurity practices, access controls, and user policies to protect data and systems.
Third-Party Services and Vendor Dependency
Nextgen Solutions utilizes and relies on third-party providers, vendors, and platforms in the delivery of services, including but not limited to cloud providers, software vendors, internet service providers, telecommunications carriers, and hardware manufacturers.
Client acknowledges that such third-party services are outside of Nextgen Solutions’ control and may be subject to outages, disruptions, performance issues, pricing changes, or changes in terms imposed by those providers.
Nextgen Solutions does not guarantee the availability, performance, or reliability of any third-party services and shall not be liable for any interruptions, delays, data loss, or other issues caused by third-party providers.
Client agrees to comply with all applicable third-party terms and conditions associated with the services and products provided.
Site Access and Readiness
Client is responsible for ensuring that all work areas are safe, accessible, and ready for scheduled services. This includes providing necessary access to facilities, equipment, network infrastructure, and any required credentials or permissions.
Delays caused by inaccessible work areas, unprepared environments, lack of coordination with other vendors, or incomplete site readiness may result in additional labor charges, rescheduling fees, or extended project timelines.
Nextgen Solutions is not responsible for delays or additional costs resulting from site conditions, third-party contractors, or circumstances outside of its control.
If work cannot be completed as scheduled due to site readiness issues, Client may be responsible for additional charges associated with return visits or extended labor.
Force Majeure
Nextgen Solutions shall not be liable for any failure or delay in performance of its obligations due to events beyond its reasonable control, including but not limited to acts of God, natural disasters, severe weather, fire, power outages, internet or telecommunications outages, labor disputes, acts of government, supply chain disruptions, or failures of third-party providers.
In the event of such circumstances, timelines may be extended and services may be delayed without penalty. Nextgen Solutions will make reasonable efforts to resume services as soon as practicable.
Governing Law
These Terms and Conditions are governed by the laws of the State of Illinois. Venue for disputes shall be in Williamson County, Illinois unless otherwise agreed in writing.
Updates
Nextgen Solutions may update these Invoice Terms and Conditions from time to time. Updated terms apply to estimates, proposals, invoices, and services provided on or after the effective date posted on this page.