Billing practices

VAT calculation, payment details and more. Guide on how to better us our billing system. This guide will be mostly used by our subscribers.

• Changing your Subscriber data
• Payment methods
• VAT or not
• Billing Portal
• Refunding procedure
• Approving an offer
• EU list of non-cooperative jurisdictions for tax purposes

Changing your Subscriber data

Context

When you become a Cloud68.co Subscriber we provide you with your dedicated page on our billing system hosted at billing.cloud68.co. Since there is an obligation for both you and our team to have your Subscriber details updated, here is a quick guide to show how you to update your billing details.

How to edit your billing details

The first time you need to edit your billing details, you need to open a support ticket by sending an email at support (at) cloud68 (dot) co (full guide here: https://docs.cloud68.co/books/faqs-tech-support/page/how-can-i-ask-for-tech-support) and request your unique Subscriber Dashboard URL. Once you receive the URL, you need to click on the 'Edit Details' button on the page and change your billing details there.

Important: you are required to change your billing details the soonest and definitely before your next billing cycle. You are also required to inform us that your billing details have changed if you receive an invoice from our team.

Payment methods

What payment methods do you accept?

We accept payments via credit/debit cards (via Stripe) and bank wire transfer (via Wise.com). We are not accepting Paypal at the moment, but we are planning to do so soon, although we would prefer not to have to use Paypal .

Do you accept cryptocurrencies?

We do not accept payments via cryptocurrencies at the moment due to the laws in Estonia limiting such payment methods to companies that offers services the way we do. Hopefully this will change in the future.

 

VAT or not

VAT might apply in some cases and not apply in other situations depending on the legal setup of your entity.

For EU-Based Subscribers

With a VAT Number:

If you're a business within the EU and have a valid VAT number, we do not charge VAT on your invoices. This is known as a reverse charge mechanism. It's essential that you provide us with your VAT number during the completion of the "instance request" form.

Example: A digital agency based in Germany provides their VAT number. Their Cloud68 invoice will be without VAT.

Without a VAT Number:

Individuals or entities without a VAT number are required to pay VAT at the rate applicable in their country. This includes businesses not registered for VAT and consumers.

Example: A freelancer in Spain without a VAT number requests a Nextcloud instance from Cloud68. The invoice will include Spanish VAT at the current rate.

VAT RATES: Check here for the VAT rates based on your location.

For Non-EU Based Subscribers

Subscribers outside the EU are not charged VAT on our services. 

Example: A startup based in Canada has an active PeerTube instance with Cloud68. They won't be charged VAT in their invoice.

Billing Portal

 

(more content to be added)

Refunding procedure

Currently, we provide our Subscribers with a 15-day trial to all our instances (Partnerships such as ProtonMail or Deflect are not included). If you are happy with the service and decide to proceed with the renewal of the service, you can proceed with a monthly/yearly payment. Otherwise, we proceed with off-boarding and the Subscriber does not  make a payment.

There is only one reason where there can be a refund:

• Your invoice data are incorrect: customer's name, amount, currency etc.

In this case, the previous invoice will be deleted, and you will receive a new invoice.

Cancellation of an invoice

The Subscriber (you) need to email office@cloud68.co to request the cancellation of the service.

If you made the payment through a credit card, we can refund the via our payment gateway provider (Stripe). A small fee might be applied due to third party costs of these transactions.

If you made the payment via a bank transfer, we will have to ask the Subscriber for their bank details and sent the transfer 'manually'.

Approving an offer

Before the trial period ends, you will receive a quote (offer) asking if you would like to upgrade to a paid subscription or not.

1. If you are happy with the service, and you want to upgrade to a paid subscription.

You will receive an email with a link to your offer. Click on that link, and you'll' be able to view your quote. To approve it, click on the "Approve" button on the top-right of the page, and this will automatically convert your quote to an Invoice.

In this new invoice, you will see a "Pay Now" button in the top-right of the invoice, click on that Button and then fill in your credit card details to pay the invoice.

2. If you would like to cancel the instance.

In that case, when applicable we send you a backup of the data, and we proceed with the deletion of your instance.

EU list of non-cooperative jurisdictions for tax purposes

Read this if you or your company are a tax resident in one of the countries that are in the EU list of non-cooperative jurisdictions for tax purposes.

As of 21.02.2023 Russia (along with a few other countries) has been added to the EU list of non-cooperative jurisdictions for tax purposes. In other words, from the official announcement, Russia no longer cooperates with the European Union in matters of taxation.

Receiving invoices from an entity located in a country that is part of EU list of non-cooperative jurisdictions for tax purposes.

According to European Council’s website, the EU list of non-cooperative jurisdictions for tax purposes is composed of countries that have failed to fulfill their commitments to comply with tax good governance criteria within a specific timeframe and countries which have refused to do so. The list is reviewed and updated twice a year.
When we, as an Estonian company, buy services from a legal person registered in a country that is added to the EU list of non-cooperative jurisdictions for tax purposes then our company (and other  Estonian companies) is obligated to withhold income tax of 20% from the invoice sum while making the payment. The withholding income tax is declared and paid to Estonian Tax Authorities. The obligation to withhold income tax arises if, at the time of making the payment, the vendor country is included in the EU list of non-cooperative jurisdictions for tax purposes with whom Estonia has not concluded a double tax treaty.

Invoicing an entity located in a country that is part of EU list of non-cooperative jurisdictions for tax purposes.

The same rules apply if the services are business related and ordered for the Estonian company’s (Cloud68.co OÜ in this case) benefit.

Is there a solution if an entity listed in the EU list of non-cooperative jurisdictions for tax purposes?

Due to the reasons listed (above), current sanctions, and our finance management office internal policies, we can NOT currently allow payments to or from Russian entities. We know this is a very delicate situation, but at the moment we can not avoid this. We are monitoring the situation and will update this page if there is a change.