Payment & Billing Policy
Payment terms, invoicing, account allocation and recurring billing
Effective Date: 26 September 2026
Business: OPCT IT Partners
Website: www.opct.co.za
Email: info@opct.co.za
Address: 639 Rubenstein Drive, Moreleta Park, Pretoria, South Africa
1. PURPOSE
This policy explains OPCT’s standard payment and billing practices for hardware, software, support, projects, hosting, connectivity, subscriptions and managed services.
2. QUOTATIONS AND INVOICES
Pricing and payment terms are stated on the applicable quotation, invoice, order or service agreement. Customers should review the description, quantity, price and scope before approving an order.
3. DEPOSITS AND ADVANCE PAYMENT
OPCT may require a deposit or full advance payment for special-order goods, projects, licences, domains, hosting, cloud services, connectivity, support or other third-party commitments.
4. PREPAID SUPPORT
Where support is offered on a prepaid basis, the applicable pre-support fee must be paid or authorised before the support session begins. The payment covers the agreed support engagement or initial support scope and does not guarantee that every technical fault can be repaired.
5. PAYMENT DUE DATES
Invoices are payable by the due date shown. If no due date is stated, the applicable quotation, order or service agreement will determine when payment is due.
6. PAYMENT REFERENCES
Customers should use the invoice number, account name or other requested reference when paying. This allows OPCT to allocate the payment accurately and reduce delays in updating the account.
7. PAYMENT ALLOCATION
Payments received are first recorded and then allocated against the relevant invoice or customer account. A payment received without enough reference information may remain as unallocated customer credit until it can be matched correctly.
8. DUPLICATE OR UNIDENTIFIED PAYMENTS
If OPCT identifies a duplicate payment or payment that cannot be matched, OPCT may contact the payer for information. Verified overpayments may be refunded or held as customer credit according to the customer’s instruction and applicable law.
9. RECURRING SERVICES
Recurring services are billed according to the agreed billing cycle. Charges continue until the service is properly cancelled or terminated in accordance with the applicable agreement and the Service Cancellation & Termination Policy.
10. THIRD-PARTY CHARGES
Some services include recurring or usage-based charges from software vendors, cloud providers, hosting providers, registries, connectivity providers or other third parties. These charges may change when the provider changes its pricing, exchange rate or service plan.
11. OVERDUE ACCOUNTS
Where legally and contractually permitted, OPCT may pause new work or suspend a non-essential recurring service if an account remains materially overdue after reasonable notice. Suspension does not erase charges already incurred.
12. BILLING QUESTIONS AND DISPUTES
Customers should report suspected invoice errors promptly and identify the disputed line or amount. OPCT will investigate the source documents, service records and payment allocations and correct genuine billing errors.
13. BANK-DETAIL SECURITY
Customers should verify any unexpected bank-detail change directly with OPCT using a trusted contact method before paying. OPCT will not ask customers to ignore reasonable fraud checks. A customer who receives a suspicious payment instruction should contact OPCT before transferring funds.
14. REFUNDS AND CREDITS
Approved refunds and credits are handled in accordance with the Refund Policy and the circumstances of the original transaction. A credit note or account credit may be used where appropriate and agreed.
15. ACCOUNT STATEMENTS
Statements may show opening balances, invoices, payments, credits, adjustments and the current amount outstanding. Customers should notify OPCT of an allocation problem so it can be corrected against the underlying transaction records.
CONTACT AND LEGAL PRIORITY
Questions about this policy may be sent to info@opct.co.za. Please include the relevant customer, order, invoice, service or ticket reference where available.
These terms are intended to explain OPCT’s standard business practices. They do not remove any right or remedy that cannot lawfully be excluded or limited. If a provision conflicts with mandatory South African law, the applicable law will prevail to the extent of the conflict.
OPCT may update this policy when business processes, services, technology or legal requirements change. The version published on this website is the current public version.
