Website terms of use

The following billing regime applies to any subscription, recurring licence, seat or endpoint charge sold through the XPC website or the XPC Cloud Portal under the XPC brand — XPC, XPC Plus, XPC Lite and XPC Lite Plus endpoint licences. One-off professional services, setup fees and non-recurring products are billed separately under their own terms. Support offerings for which no quantity is tracked are invoiced under their own arrangement and are not reconciled as a recurring product under this regime.

Part A — The licence model

1. Licence pools per product

Every organisation holds a separate licence pool for each endpoint product: XPC, XPC Plus, XPC Lite and XPC Lite Plus. A licence is a paid entitlement. A live endpoint activated on a product consumes one licence from that product's pool. Pools are never shared or transferred between products.

2. Pool arithmetic

For each product pool: capacity = purchased licences + free allowance; in use = live endpoints activated on that product; and available = capacity − in use. Purchased licences are those that have been paid for. The available figure shown in the XPC Cloud Portal is authoritative.

3. Activation requires an available licence

An endpoint cannot be activated on a product unless that product's pool has an available licence at the moment of activation. There is no "deploy now, invoice later" path. Concurrent activations are serialised so that a pool can never be oversold, and an attempt to activate beyond capacity is refused with a clear message.

4. Free XPC licence allowance

Each organisation may be allocated a limited number of free base-XPC licences. The size of that allowance is a published setting in the XPC Cloud Portal and may differ between organisations and tenancies. The free allowance applies to base XPC only.

Only endpoints to which an administrator has explicitly allocated a free licence are billed at zero. Every other active base-XPC endpoint is billable, even where free allocations remain unused. An unused allowance is not applied automatically and does not reduce the billable quantity.

Free-allocated endpoints are excluded from the billable quantity at the month-end snapshot. Allocating or de-allocating a free licence therefore changes the billable quantity and is processed as an ordinary increase or decrease under the rules below.

Part B — Buying licences: pay first, then deploy

5. A purchase is quoted, then charged immediately

Growing a pool is a real-time card charge. The portal first quotes the purchase, at which point nothing is charged. On confirmation, an invoice is raised against the card on file and paid immediately. The pool grows only once that charge has settled.

A declined charge leaves the pool untouched and the payment provider's reason is surfaced in the portal. Every purchase attempt and its outcome is recorded, together with the service months it has paid for.

6. What the immediate charge covers

The charge raised on a licence purchase covers:

• Pro rata for the remainder of the current service month, calculated by day as unit rate × quantity × remaining days ÷ days in the month, where the remaining days include the day of purchase.
• Plus the whole of the following month, but only where the purchase falls on or after the published prebill day — because the advance invoice for that following month has already been issued, and the new licences would otherwise not be covered by it.

This day-based calculation applies only to a licence purchase made during a month. It does not apply to the recurring monthly run, which is always billed in whole calendar months (see clause 16).

7. No card on file

Where no payment card is held for an organisation, licence purchases are blocked outright with a clear message, and the recurring monthly run records that no payment method was available rather than raising an invoice.

Part C — Reducing licences

8. Reductions take effect at the next renewal

A reduction to a licence pool is scheduled and takes effect from the next renewal month. Reductions are not refunded and no mid-month credit is issued for licences already paid for.

9. A pool cannot be reduced below the licences in use

A pool can never be scheduled below the number of licences currently in use. Where a requested reduction would do so, the portal states how many endpoints must be deactivated first. A scheduled reduction may be cancelled at any time before it takes effect.

Part D — The recurring monthly run

10. Fundamental billing principle

XPC bills recurring products one full calendar month in advance. This means an invoice issued on 1 March normally bills recurring services for April; an invoice issued on 1 April normally bills recurring services for May; and so on.

Invoice month + one calendar month = the normal recurring service month being invoiced.

The intention is that recurring services are invoiced sufficiently in advance that the customer normally pays for them before entering the month in which those services are consumed.

11. Billing is calculated separately for each product type

Billing comparisons are performed independently for each recurring product type. For example, a customer might have XPC endpoints and XPC Plus endpoints. Each must be reconciled separately. Changes in one product type never offset changes in another.

For example, if XPC increases by 2 endpoints and XPC Plus decreases by 2 endpoints, the customer's billing position is not unchanged. XPC is processed under the increase rules and XPC Plus is processed under the decrease rules. Each product is its own billing calculation.

12. Billing is based on aggregate product quantities

XPC does not need to track the identity of individual devices, licences, users or seats for this billing calculation. The regime is based on the total quantity of each product type.

For example, if the previous invoice showed 10 XPC endpoints and the month-end count is still 10, the billing result is no change — even if, during the month, 2 endpoints were removed and 2 different endpoints were added. Because the aggregate quantity remains 10, no adjustment is made.

13. The month-end snapshot

On the last calendar day of each month, in the portal's timezone, XPC freezes the current quantity of every recurring product for the organisation. For an invoice being generated on 1 April, the snapshot is taken as at 31 March. For an invoice being generated on 1 May, the snapshot is taken as at 30 April. For an invoice being generated on 1 June, the snapshot is taken as at 31 May.

The month-end quantity is then compared with the quantity of the same product on the previous month's invoice.

Where no month-end snapshot was captured, the quantities are instead counted at the time the monthly billing run executes, and the invoice records that a fallback count was used in place of the month-end snapshot. All other rules in this regime apply unchanged to a fallback count.

14. What "previous invoice quantity" means

For each product, the previous invoice has a normal recurring quantity associated with the future service month that invoice covered. This is the quantity used as the comparison baseline. Catch-up quantities from earlier invoices are not added together when determining the previous recurring quantity.

For example, if the 1 April invoice showed an XPC normal May quantity of 12, and there were also catch-up charges for 2 XPC units for March and April, the previous invoice quantity for the next billing calculation is still 12. The catch-up lines are charges for earlier months and do not alter the ongoing recurring quantity.

15. The three possible results for each product

For every product: Change = Current Month-End Quantity − Previous Invoice Recurring Quantity. There are only three fundamental outcomes.

16. No daily prorating in the recurring run

Recurring monthly products are billed in whole calendar months. The recurring run does not calculate charges based on individual days and does not use formulas such as 17 / 31 × monthly price, or number of active days × daily rate, unless a completely separate product rule explicitly states otherwise.

Under this regime, a positive quantity increase detected at month end is treated as requiring the full three-month catch-up. The exact day during the previous month on which an individual service was added is not relevant to this product-level calculation. The only day-based calculation in this regime is the pro rata charge on a licence purchase described in clause 6.

17. Per-organisation reconciliation for MSP tenancies

For MSP-grade tenancies, the unit of reconciliation is Organisation + Product Type, not Customer + Product Type. Each managed organisation is reconciled separately against the recurring quantity billed for that same organisation and product on the previous invoice.

Increases and decreases occurring in different organisations are never netted against one another. If one organisation increases by 2 XPC endpoints and another decreases by 2, the first is processed under the increase rules and the second under the decrease rules.

Part E — No double charging

18. Amounts already paid on a purchase are netted off

A licence purchase made during a month has already collected money for specific service months. The recurring monthly run therefore identifies the service months already paid for on a purchase — the previous month, the invoice month and the target service month — and subtracts those quantities from both the recurring line and any catch-up lines. The affected invoice lines state the quantity already paid on purchase.

Each prepaid service month is single-use. Once applied, it is marked as consumed, so the same credit can never be applied twice on a later invoice or on a repeated run.

19. A part-month purchase credits the whole of that month

Where a purchase charged pro rata for part of the current month, the recurring run credits the whole of that month rather than billing the remainder again. This is deliberately resolved in the customer's favour.

Part F — Partner billing

20. Approved partner discount

Approved partner tenancies are billed at a published percentage below the list unit rate for the relevant product. The discount percentage is a published setting in the XPC Cloud Portal.

The discount adjusts the unit rate only. It does not alter the quantity reconciliation, the catch-up calculation, or the recurring quantity used as the following month's baseline. Where a discounted rate changes, each invoice line is charged at the rate applying to that line's service month.

21. Partner rates apply only to partner-billed organisations

Partner rates apply only to those organisations the partner has explicitly flagged as billed by the partner's card. Every other organisation under that tenancy bills its own card at list rates.

22. One consolidated partner invoice

Partner-billed organisations do not receive their own invoice. Their reconciled lines are pooled into a single consolidated invoice for the partner tenancy, with each line prefixed by the organisation name so that the charges remain attributable per organisation.

23. Minimum monthly spend

Where a partner tenancy carries a minimum monthly amount and the consolidated total falls below it, a single minimum monthly spend adjustment line is added to bring the invoice up to that minimum. The minimum amount is a published setting in the XPC Cloud Portal.

The adjustment sits outside the per-product reconciliation. It is not a product quantity, it is not carried into any baseline quantity, and it never affects the increase, decrease or catch-up calculation for any product.

Part G — Payment, non-payment and suspension

24. Invoice and collection timing

Recurring invoices are raised on the 1st of the month for the following calendar month, consistent with the one-month advance principle, and become due on the published payment due day. The payment due day is a published setting in the XPC Cloud Portal.

25. Prebill day, retry days and suspend day

The collection schedule is driven by a published prebill day, a published list of retry days and a published suspend day. All three are settings in the XPC Cloud Portal and are shown to the customer there. No fixed figure for any of them is stated in these terms.

26. Non-payment suspends the entitlement

Where an invoice remains unpaid after the retry schedule has been exhausted, the organisation's entitlement is suspended on the published suspend day.

Suspension does not unlock endpoints. Devices remain locked down and secured exactly as configured. What stops is the ability to activate new endpoints or to grow a licence pool. Normal service resumes once the outstanding amount is settled.

27. Organisations scheduled for deletion

An organisation scheduled for deletion stops being billed for future service months immediately. Amounts already paid in advance stand and are not refunded.

Part H — Rates and currency

28. All commercial figures are published portal settings

Per-product rates, billing currency, partner discount percentage, minimum monthly spend, free endpoint allowance, prebill day, retry days, suspend day and payment due day are all settings held in the XPC Cloud Portal, which is the single source of truth for them. These terms deliberately quote no fixed figure for any of them; the current value is always the one published in the portal.

29. Billing currency

All charges under this regime are billed in United States dollars (USD). The billing currency is a published setting in the XPC Cloud Portal and any change to it is published before it takes effect.

Worked examples and formulas

The examples below use illustrative rates only. They demonstrate how the recurring reconciliation in Part D behaves; they are not a statement of price.

30. No change example

Assume an XPC endpoint costs $20 per month, the quantity on the 1 March invoice was 10, and the 1 March invoice billed XPC for April. At 31 March the quantity is still 10.

Current quantity = 10. Previous invoice quantity = 10. Change = 10 − 10 = 0. Therefore there is no adjustment. The 1 April invoice bills 10 × $20 = $200 for May.

31. Decrease example

Assume an XPC endpoint costs $20 per month, the quantity on the 1 March invoice was 10, and the March invoice covered April. At 31 March the quantity is 8.

Current quantity = 8. Previous invoice quantity = 10. Change = 8 − 10 = −2. The quantity has decreased. The 1 April invoice therefore bills 8 × $20 = $160 for May. No automatic retrospective credit is created for March or April.

32. Increase example

Assume an XPC endpoint costs $20 per month, the quantity on the 1 March invoice was 10, and the March invoice covered April. At 31 March the quantity is 12.

Current quantity = 12. Previous invoice quantity = 10. Increase = 12 − 10 = 2. The original 10 units are already synchronised with the billing cycle and only require their normal May charge. The additional 2 units are not synchronised and require catch-up billing for March, April and May.

Normal recurring quantity: 10 × $20 × May = $200. Additional quantity: 2 × $20 × 3 months = $120. Total XPC charge = $200 + $120 = $320.

Another mathematically equivalent way of representing this is: May — all 12 units at 12 × $20 = $240; March catch-up — additional 2 at 2 × $20 = $40; April catch-up — additional 2 at 2 × $20 = $40. Total = $240 + $40 + $40 = $320. Both methods produce the same result. The second method is often easier to understand because the May quantity clearly becomes the new ongoing recurring quantity: 12.

Where those additional units were added by a licence purchase during March, the amounts already collected on that purchase are netted off under clause 18, so the customer is never charged twice for the same service month.

33. Why an increase generates three months of billing

At 31 March, the previous invoiced XPC quantity is 10 and the current quantity is 12, so there are 2 additional units. The billing system is generating the 1 April invoice. The existing 10 units have already been billed for April by the 1 March invoice. The additional 2 units have not.

The billing system therefore catches those 2 units up for March (the month in which the increase was identified as having occurred), April (the month which had already been invoiced before the increase was captured), and May (the normal future month being billed by the 1 April invoice). After this catch-up occurs, all 12 units are synchronised.

34. What happens on the following invoice

Continuing the previous example, the 1 April invoice established the XPC recurring quantity as 12 for May. If the XPC count at 30 April remains 12, the 1 May invoice compares current quantity (12) against previous invoice recurring quantity (12). Change = 0. The 1 May invoice simply bills 12 × $20 = $240 for June. There is no further catch-up. The increase has now been completely synchronised.

35. Multiple products example

Assume the 1 March invoice contained Product A = 10, Product B = 9, and Product C = 4. That invoice covered the normal April recurring charges. At 31 March the customer has:

• Product A: previous 10, current 12, change +2
• Product B: previous 9, current 7, change −2
• Product C: previous 4, current 4, change 0

Each product is processed independently. Product A is billed for the increase (12 for May + catch-up for March and April). Product B is billed at the lower quantity (7 for May, no retrospective credit). Product C is billed at the same quantity (4 for May, no adjustment).

36. Numerical multiple-product example

Assume Product A = $20/month, Product B = $30/month, Product C = $50/month. Previous quantities: Product A = 10, Product B = 9, Product C = 4. Month-end quantities: Product A = 12, Product B = 7, Product C = 4.

• Product A: May recurring 12 × $20 = $240; March catch-up 2 × $20 = $40; April catch-up 2 × $20 = $40. Total = $320.
• Product B: May 7 × $30 = $210. Total = $210.
• Product C: May 4 × $50 = $200. Total = $200.

Total recurring-product invoice amount = $320 + $210 + $200 = $730.

37. Same quantity despite additions and removals

Assume the previous invoice shows Product A = 10. During March, 3 Product A units cease and 3 different Product A units are added. At 31 March, Product A = 10. The billing calculation is based on the aggregate Product A quantity. Therefore 10 − 10 = 0, and the result is no change. The 1 April invoice simply bills 10 × Product A for May. The 3 additions are not separately caught up and the 3 removals are not credited. The product-level quantity is unchanged.

38. Products must never be netted against each other

Assume the previous invoice shows Product A = 10 and Product B = 10. At month end, Product A = 12 and Product B = 8. The customer's total number of products remains 20, but this does not mean there is no change.

Product A calculation: 12 − 10 = +2, so Product A has an increase requiring catch-up billing. Product B calculation: 8 − 10 = −2, so Product B is reduced for the next future service month. A total of 20 previous services against 20 current services never means no change. The correct unit of reconciliation is Customer + Product Type, or Organisation + Product Type for MSP-grade tenancies.

39. Formal billing algorithm

For each customer:

1. Identify every recurring product type.
2. Determine the recurring quantity of that product on the previous month's invoice.
3. Determine the current quantity of that same product at the last day of the month.
4. Calculate Difference = Current Quantity − Previous Quantity.
5. Process the result independently for that product.
6. Net off any service months already paid for on a licence purchase.

If Difference = 0, invoice Current Quantity × Monthly Price for the normal future billing month. If Difference < 0, invoice Current Quantity × Monthly Price for the normal future billing month; do not automatically generate retrospective credits. If Difference > 0, invoice the entire current quantity for the normal future month, then additionally invoice the increase quantity for the previous two calendar months.

Therefore: Invoice Charge = (Current Quantity × Monthly Price × 1 future month) + (Increase Quantity × Monthly Price × 2 catch-up months). This is mathematically equivalent to (Previous Quantity × Monthly Price × 1 month) + (Increase Quantity × Monthly Price × 3 months).

40. Recommended formula

For an increase: let P = Previous Invoice Recurring Quantity, C = Current Month-End Quantity, D = C − P, R = Monthly Rate, where D > 0.

Current future month charge = C × R. Catch-up charge = D × R × 2. Total = (C × R) + (D × R × 2). Because the increased quantity is already included in C × R for the future month. Alternatively: Total = (P × R) + (D × R × 3). Both formulas are equivalent.

Example: P = 10, C = 12, D = 2, R = $20. Formula 1: (12 × $20) + (2 × $20 × 2) = $240 + $80 = $320. Formula 2: (10 × $20) + (2 × $20 × 3) = $200 + $120 = $320.

41. Invoice presentation

For customer clarity, the invoice presentation for an increased product is:

• Product A — May 2026: 12 × $20 = $240
• Product A — Quantity Increase Catch-Up — March 2026: 2 × $20 = $40
• Product A — Quantity Increase Catch-Up — April 2026: 2 × $20 = $40
• Total Product A: $320

This presentation makes clear that the ongoing recurring quantity is now 12, May has been invoiced normally, and the additional 2 units have been retrospectively caught up for March and April. Where a quantity on any of those lines has already been paid for on a licence purchase, the line states the quantity already paid.

42. Products that did not exist on the previous invoice

If a product had a previous quantity of 0 and the month-end quantity is 5, then Increase = 5. The product is treated as a completely new recurring product.

Example: Product D, previous invoice quantity = 0, 31 March quantity = 5, monthly rate = $10. The 1 April invoice contains: May 5 × $10 = $50; March catch-up 5 × $10 = $50; April catch-up 5 × $10 = $50. Total = $150, less any service months already paid for on the purchase that created those licences. The ongoing Product D recurring quantity is now 5. If Product D remains at 5 at 30 April, the 1 May invoice simply bills 5 × $10 for June.

43. Product reduced to zero

Assume the previous invoice showed Product B = 6 and the month-end count is Product B = 0. The 1 April invoice therefore contains 0 Product B for May. No Product B recurring charge is generated for May. The previous April billing is not automatically credited.

44. Important timing concept

The billing process is a rolling cycle. For example: the 1 March invoice has a normal future month of April; 31 March is the count date; the 1 April invoice compares 31 March quantities against the 1 March invoice quantities with a normal future month of May; 30 April is the count date; the 1 May invoice compares 30 April quantities against the 1 April recurring quantities with a normal future month of June. Repeat indefinitely.

45. Example across several months

Assume Product A costs $20/month.

• 1 March invoice: quantity 10, service month April, charge 10 × $20 = $200.
• 31 March snapshot: quantity 12, increase +2.
• 1 April invoice: May recurring quantity 12 at 12 × $20 = $240; March catch-up 2 × $20 = $40; April catch-up 2 × $20 = $40. Total = $320.
• 30 April snapshot: quantity 12, change 0.
• 1 May invoice: June 12 × $20 = $240.
• 31 May snapshot: quantity 9, change −3.
• 1 June invoice: July 9 × $20 = $180. No retrospective credit is automatically generated for the reduction.

46. Critical distinction between quantity and invoice line totals

An invoice may contain several lines for the same product because of catch-up billing. The sum of those line quantities is not the ongoing recurring quantity. For example, a 1 April invoice might show: Product A May — Qty 12; Product A March Catch-Up — Qty 2; Product A April Catch-Up — Qty 2. The ongoing recurring quantity is 12, not 16. The next invoice compares the next month-end Product A count against 12. The future-month recurring line is authoritative for determining the previous recurring quantity.

47. Decision table

In every row, any service month already paid for on a licence purchase is netted off the resulting lines.

48. Core rules summary

1. Licences are pooled per product. A live endpoint consumes one licence from its product's pool, and pools are never shared between products.
2. Pay first, then deploy. An endpoint can only be activated against a licence that is already paid for.
3. A purchase is charged immediately. Pro rata by day for the rest of the current month, plus the whole of next month where the advance invoice has already been issued.
4. Free licences must be allocated. Only endpoints explicitly allocated a free base-XPC licence bill at zero. An unused allowance does not reduce the billable quantity.
5. Reductions apply at the next renewal. No refunds and no mid-month credits, and a pool can never go below the licences in use.
6. Bill one calendar month ahead. An April invoice normally bills May.
7. Snapshot at month end. The next invoice is based on the quantities frozen on the final calendar day of the preceding month, or a recorded fallback count where no snapshot was captured.
8. Reconcile each product separately. Never net changes between different products, or between organisations in an MSP tenancy.
9. Use aggregate product quantity. Billing is based on how many units of each product exist, not on individual device identities.
10. No change. Same quantity: bill that quantity once for the next future month.
11. Reduction. Lower quantity: bill the lower quantity for the next future month, with no automatic retrospective credit.
12. Increase. Higher quantity: bill the full new quantity for the next future month and catch up the increased quantity for the previous two months.
13. Whole calendar months in the recurring run. The only day-based calculation is the pro rata charge on a purchase.
14. Never charged twice. Service months already paid for on a purchase are netted off the recurring and catch-up lines, once only.
15. The future-month quantity is the new baseline. Historical catch-up lines are never part of the baseline quantity.
16. Partner discounts adjust the rate only. They never change the quantity reconciliation, and they apply only to partner-billed organisations.
17. Partner lines are consolidated. One invoice per partner tenancy, each line prefixed with the organisation name, topped up to any published minimum monthly spend.
18. Raised on the 1st, due on the published day. Prebill day, retry days and suspend day are published portal settings.
19. Non-payment suspends the entitlement, not the lockdown. Endpoints stay secured; what stops is activating endpoints and growing pools.
20. Every commercial figure is a published portal setting. Rates, currency, discount, minimum spend, allowance and billing days all come from the portal. Billing currency is USD.

49. Concise explanation of the billing model

Customers buy licences up front and pay for them on the card immediately — pro rata for the rest of the current month, plus next month where that month's advance invoice has already been issued. Endpoints can only be activated against a licence that is already paid for. On the 1st of each month, XPC raises an invoice for the following month based on the quantities frozen on the last day of the closing month, comparing each product independently with the recurring quantity billed for it on the previous invoice. An increase is caught up over the preceding two months, anything a purchase has already paid for is netted off, and a decrease is never credited — reductions take effect at the next renewal. Recurring services are billed in whole calendar months and different product types are never netted against one another.

For any billing question, please contact us through the XPC Portal or the contact details on the Partners page.