Terms and Conditions

Effective Date: February 13, 2026

These Invoice Terms and Conditions apply to all invoices issued by Nextgen Solutions Inc., an Illinois corporation (“Nextgen Solutions”).

Acceptance of Terms

Payment of any invoice, authorization of work, request for services, or acceptance of products or services from Nextgen Solutions constitutes agreement to these Invoice Terms and Conditions.

These terms apply to managed services, project work, Microsoft and other 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 Invoice 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

Any balance not paid by the due date will incur a late fee of $50.00 or 1.5 percent of the outstanding balance per month, whichever is greater, unless otherwise agreed in writing.

Late fees are assessed on each monthly anniversary of the invoice due date until paid in full.

Accounts more than 15 days past due may be subject to suspension of services. Suspension does not relieve Client of financial responsibility for recurring services, subscriptions, or committed contract terms.

Client agrees to pay reasonable costs of collection, including attorney fees and court costs.

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.

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.

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.

Governing Law

These Invoice 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 invoices issued on or after the effective date posted on this page.