Invoicing and payments
Dear Customer,
below are the main indications and payment methods regarding the invoicing and payments of MANAGED SERVER SRL which operates in Europe using the MANAGEDSERVER.IT brand.
Therefore invoices and proforma notes will have as header:
MANAGED SERVER SRL
Via Enzo Ferrari, 9
62012 - Civitanova Marche - Italy
EU VAT: IT02085220438
REA: MC - 282554
1. VAT and Reverse Charge
Our company, with its tax office in Italy, operates in compliance with the tax and VAT regulations in force at European level. In detail, when we carry out commercial operations with a foreign corporate customer, but who is in possession of a European VAT number and who is registered in the VIES system (VAT Electronic Data Exchange System), we can apply the reverse charge, also known as as a "Reverse Charge", for VAT purposes.
In practical terms, this means that, when we issue accounting documents for these customers, we will not charge VAT on the value of the goods or services supplied. Instead, it will be the customer's responsibility, as the purchaser, to proceed with the payment of VAT at the rate in force in his country of residence or operation.
However, it is crucial to underline that if the customer does not have a valid registration in the VIES system, the approach will change. In this case, net of the invoice, our company will apply and charge VAT according to the rate currently in force in Italy, which is 22%. This procedure is based on the reverse charge mechanism or "Reverse Charge" as provided for by article 17, paragraphs 5 and 6 of Presidential Decree 633/1972, known as the Italian "VAT decree".
To ensure the validity and registration of a VAT number in the VIES system, it is possible to use the verification service made available by the European Community. This service is accessible and easily searchable online, and you can reach it clicking here.
We recognize that tax matters can be complex. Therefore, if you need further information or clarifications on tax matters and the related legal provisions, we advise you to consult with a trusted tax advisor.
2. Proforma
Our company places great emphasis on the importance of transparency in business and accounting transactions with its clients. Therefore, in the billing process, we issue a proforma invoice as a preliminary document, which anticipates the subsequent final invoice.
This proforma billing mechanism arises from the need to provide the customer with a clear and anticipated picture of the costs associated with the services we intend to provide. The proforma invoice is a detailed document in which the customer can view the price of the services offered in advance of the final invoice. This allows not only a check of the items and prices, but also a careful control of the tax data entered. In the event of inconsistencies or errors, this makes corrective action simpler and more immediate.
Within this document, the customer will find a complete list of the products and services envisaged, together with a detailed description of the interventions planned or already carried out. Each intervention is correlated to the date on which it was performed, allowing the customer a clear and structured view of the operations planned or carried out. This facilitates a detailed understanding of invoice items, and allows the customer to easily reconnect the document to previous communications between the parties.
Once the proforma invoice has been paid, within the same month we will proceed with the issue of the final accounting invoice. The latter must be managed by following the instructions provided in the following paragraph.
We want to underline that any delays in payment, requests for corrections or disputes must be received within 5 days of receipt of the invoice. For Italian customers, these communications must be sent via PEC to the address managedserversrl@pec.it. Alternatively, or for non-Italian customers, communications can be sent by ordinary email to the address payments@managedserver.it. In each communication, it is essential to specify clearly and in detail the nature of the request.
We wish to inform our customers that, in the event of unjustified delays in the payment of the invoice, we reserve the right to suspend the services until the payment has been regularised.
3. Invoicing and methods
Our company offers a range of services characterized by different periodic deadlines. The periodicity of these deadlines, which can be monthly or yearly, is closely related to the specific nature of the service provided.
In the case of internet domains, for example, their duration is fixed for a minimum period of one year. This specific duration is not an arbitrary decision on our part, but rather a requirement imposed by the relevant Registry for the particular domain you are purchasing. This ensures standardization and uniformity in domain registration and management operations.
On the other hand, as regards services such as hosting, Cloud solutions or the provision of servers, the minimum duration of the service is clearly specified in the product information sheet. At the time of purchase, you will be provided with this detail and you can also consult further information on the dedicated product page on our website. This allows you to have a clear view of the conditions and durations of the subscribed services.
Our company has adopted the electronic invoicing system required by Italian law. This means that, for our customers residing in Italy, the invoice will be transmitted through two main channels: it can be sent directly via PEC (Certified Electronic Mail), guaranteeing security and traceability of the document, or it can be delivered to the user's tax drawer through the interchange system, facilitating access and management of tax documents. For non-resident customers in Italy who do not adopt the Italian electronic invoicing system, we will proceed with sending the invoice by ordinary email, providing the document in PDF format as an attachment. This solution ensures that, regardless of the customer's geographic location, everyone receives their billing documents in a timely manner and in compliance with their respective national regulations.
4. Payment methods
Below are the main payment methods accepted and their details. Remember to pay the balance within 3 days of receiving the proforma. Any different timing and methods should be discussed by sending an email to payments@managedserver.it and if you want greater legal value at the PEC address managedserversrl@pec.it
Bank transfer in the SEPA area.
It is possible to arrange a bank transfer in the SEPA area (made within the 28 Member States of the European Union EU).
This type of payment is allowed and preferable for all Managedserver.it products and services.
The accreditation times are notoriously effective and normally completed in an indicative time between 2 and 3 working days. It is important to arrange the bank transfer taking extreme care to enter the correct data below using the EURO currency, specifying the Proforma number as the reason for the transfer and using the following bank details:
Bank: Intesa Sanpaolo SpA
Beneficiary: MANAGED SERVER SRL
IBAN: IT25E0306913408100000010481
BIC (SWIFT): BCITITMMXXX
Once the transfer has been made, the usual practice of notification of the disposition is requested by e-mail to the e-mail address payments@managedserver.it although the payment will be registered only when credited to the current account.
Stripe or Debit/Credit Cards on External Gateway.
The credit cards accepted are the same ones accepted by the renowned payment system Stripe: VISA, Visa Electron, MasterCard, Maestro, American Express. Choosing to adopt Stripe as our main payment system allows us to optimize and make order processing more efficient. With Stripe, you can also use major prepaid credit cards.
We are acutely aware of the importance of privacy and security of information transmitted online. To ensure maximum protection, the payment procedure takes place via an encrypted TLS transfer protocol directly on the Stripe payment platform, which adopts the highest security standards, rather than on our systems. During this transaction, all communications are encrypted, and data sent through the customer's browser is encrypted. All information entered during the process, including credit card data, is only transferred to the Stripe server in encrypted form.
For services that require renewal, especially for domains or products that are approaching expiration, payment by credit card is strongly recommended. This method ensures that the renewal process takes place in real time, minimizing the risk that the service expires during the time necessary to associate the payment with the order.
If you wish to use this payment method, you can follow our wizard in the customer area. This will walk you through all the necessary steps, and finally you will be redirected to Stripe to complete the transaction.