Terms and Conditions
Managed Services Invoicing
OXEN Managed Services are invoiced one month ahead of service delivery. For example, invoices received between January 1st and January 5th cover services provided in February. This advanced billing approach ensures that clients are notified and prepared for upcoming service periods.
Hardware Prepayment Policy
Before OXEN can order any hardware totaling $1,000.00 or higher, prepayment is required from the client. This policy applies to all hardware purchases meeting or exceeding the specified amount.
Labor Billing Procedure
OXEN bills for labor upon completion of the project, unless an alternative arrangement has been previously agreed upon. This ensures transparency and clarity regarding service fulfillment and payment expectations.
Invoice Payment Terms
All OXEN invoices are subject to Net 20 payment terms. This means payment is due within 20 days of the invoice date.
Pricing Policy
Prices are subject to change without prior notice. All pricing will be verified at the time of ordering hardware, and any adjustments will be communicated to the client accordingly.
Microsoft Licensing Terms and Conditions
• Microsoft requires a 12-month term agreement for licensing. Once this agreement is in place, it cannot be transferred to another party before the term end date. Clients should ensure they understand the commitment period before entering into the agreement.
• Add-ons and upgrades to existing licenses are permitted and may be authorized via email. Any additional licenses or enhancements will align their renewal date (co-term) with the original agreement, unless otherwise specified by new licensing rules.
• There may be exceptions to the co-term policy if new licensing guidelines are introduced.
• Licenses are automatically renewed at the end of the term. The billing contact on file will receive notifications 60 days, 30 days, and 10 days prior to the renewal date to allow ample time for any necessary actions.
• Licenses cannot be downgraded and the number of seats cannot be reduced before the renewal date. Any changes to license quantities must be scheduled for the next renewal period.
• Licenses are billed on a monthly term. Additional licenses can be requested and approved via email from the client. These add-ons will be incorporated into the existing agreement.
• Microsoft licensing is not pro-rated. Billing is for the entire month, regardless of when the license is activated during that period.
Windows 10 Extension
Overview
Windows 10 reached its end of life on October 14. The systems listed below were previously recommended for replacement to enable migration to Windows 11. However, for clients who are unable to upgrade immediately, we are providing quotes for 1-year Windows 10 extended support licenses. Please be aware that this extended support offers only limited assistance, and we strongly advise upgrading to Windows 11.
Eligibility and Requirements
• To qualify for the Windows 10 extension, clients must meet the minimum licensing requirements listed below.
• If clients need help determining their eligibility or meeting these requirements, an additional hour of labor per machine will be necessary. This labor is not included in the current quote. OXEN can provide guidance on system requirements and arrange a technical consultation if needed.
Minimum System Criteria
• Windows 10, version 22H2 with KB5046613, or a later update installed.
• Administrative privileges on the device.