1Introduction
AnalystIP Legal Services Pvt. Ltd. (“AnalystIP,” “Company,” “we,” “us,” or “our”) provides intellectual property and related professional services to individuals, businesses, institutions, law firms, and other organizations in India and internationally.
This Payment, Cancellation & Refund Policy explains how we manage quotations, advance payments, proforma invoices, tax invoices, government fees, third-party expenses, cancellations, refunds, and payment-related concerns. Its purpose is to establish clear financial terms for clients engaging our services.
This policy applies to services commissioned through our website, email correspondence, written proposals, service agreements, and other authorized channels. References to a “client,” “you,” or “your” mean the individual or organization engaging AnalystIP and, where applicable, its authorized representative.
By accepting a quotation, authorizing work, or making payment after receiving this policy or a reference to it, you agree to the applicable terms.
2Services Covered by This Policy
This policy applies to AnalystIP’s professional services, including:
- Patent searches, patentability assessments, freedom-to-operate searches, invalidity and validity searches, infringement analyses, claim charts, landscape studies, and patent valuation services.
- Provisional and complete patent specification drafting, patent filing, PCT applications, national phase entry, prosecution, office action responses, hearings, and related procedural support.
- Trademark searches, applications, prosecution, oppositions, renewals, and related services.
- Industrial design searches, filing, prosecution, and renewal services.
- Patent drawings, design drawings, technical illustrations, flowcharts, and related drafting support.
- Patent and document translations, intellectual property due diligence, technology research, and other agreed advisory or support services.
Services provided through a separate platform, transaction mandate, licensing arrangement, or other engagement may be governed by additional written terms. Where separate terms apply, they will be identified in the relevant proposal or agreement.
3Relationship with Engagement Terms
This policy must be read together with the quotation, proforma invoice, engagement letter, service agreement, or other written terms issued for the relevant matter.
The scope of services, professional fees, payment schedule, deliverables, and any engagement-specific cancellation arrangements will be determined by those documents.
Where this policy conflicts with a specific term expressly agreed in writing for an engagement, the engagement-specific term will prevail to the extent permitted by applicable law. Mandatory statutory requirements will prevail over any inconsistent provision.
4Quotations and Cost Estimates
AnalystIP prepares quotations using the information available when the estimate is issued. Relevant factors may include the service requested, technical complexity, number of documents, claims or pages, jurisdictions involved, translation requirements, urgency, and anticipated third-party involvement.
A quotation may contain separate components for:
- AnalystIP’s professional fees.
- Government, registry, patent office, or other official fees.
- Foreign associate or local counsel fees.
- Translation, drawings, notarization, legalization, courier, and other external expenses.
- Applicable taxes and disclosed payment-related charges.
A quotation remains valid for the period stated in it. If no validity period is stated, clients should obtain confirmation before relying on an earlier quotation.
Official fees and third-party estimates may change before payment or execution. Where a material change affects the amount payable, we will communicate the revised amount and seek approval before incurring the additional expense, unless it falls within an existing written authorization.
An estimate is limited to its stated scope. A quotation for filing an application does not automatically include examination, prosecution, hearings, grant, renewal, annuity, opposition, appeal, or enforcement services.
5Proforma Invoices for Advance Payment
AnalystIP generally issues a proforma invoice to request advance payment for the agreed services and anticipated expenses.
The proforma invoice will identify the relevant service or matter, the amount requested, the payment currency, applicable taxes where ascertainable, and payment instructions.
A proforma invoice is a payment request. It is not a tax invoice and must not be treated as a tax invoice for claiming input tax credit or for other statutory purposes.
Unless otherwise agreed in writing, the advance payment specified in the proforma invoice must be received before AnalystIP commences work, instructs a foreign associate, or incurs government or third-party expenses.
Clients should quote the proforma invoice number and relevant matter reference when making payment. Where a purchase order or internal vendor registration is required, the client should complete those formalities sufficiently early to avoid delaying the engagement.
6Payment Confirmation and Advance Receipts
Payments are treated as received when cleared funds have been credited to the designated account and can be identified against the relevant client and matter.
A bank transfer instruction, transaction screenshot, or remittance advice assists reconciliation but does not necessarily establish that funds have been received.
Following receipt and reconciliation, AnalystIP will provide payment confirmation and issue a receipt voucher or other documentation where required by applicable law.
If a payment cannot be identified, we may request the payer’s name, transaction reference, remittance date, amount, currency, and relevant invoice details. Work may remain pending until the payment has been satisfactorily reconciled.
7Tax Invoices upon Completion
Upon completion of the agreed work or the relevant service milestone, AnalystIP issues the applicable tax invoice, subject to statutory invoicing requirements and timelines. Where applicable law requires an invoice to be issued earlier, AnalystIP will issue it accordingly.
Completion refers to the particular service commissioned. For example, completion of a filing engagement ordinarily means completion of the agreed filing-related work; it does not mean that the application must first proceed to registration or grant.
The applicable tax invoice will contain the particulars required by law and identify the services and charges being invoiced. Advance payments will be adjusted against the corresponding invoice or reflected in an accompanying statement of account.
Where the agreed amount has already been paid in full, no further payment is required unless additional charges have been approved or otherwise arise under the agreed terms. Where a balance remains payable, it must be settled within the applicable payment period.
Issuance of a tax invoice after completion does not create a credit arrangement or override a requirement to pay in advance.
8Billing Information and Invoice Corrections
Clients must provide complete and accurate billing information before invoicing, including:
- Legal name of the individual or organization receiving the services.
- Billing address and country.
- GSTIN or other tax identification details, where applicable.
- Billing contact and email address.
- Purchase order number or other agreed internal reference.
- Any information reasonably required to determine the tax treatment of the services.
Clients should promptly review invoices and notify AnalystIP of any discrepancy. Corrections, credit notes, debit notes, or replacement documents will be issued only as permitted by applicable tax and accounting requirements.
A request to change the invoiced entity after services have been supplied or an invoice has been issued may require supporting documentation and may not always be permissible.
9Accepted Payment Methods
Clients may pay through the bank transfer facility, payment gateway, card payment option, or other method expressly made available by AnalystIP for the relevant transaction.
The availability of a payment method may depend on the client’s location, transaction currency, payment provider, and applicable banking requirements.
Payments must be made only to the beneficiary account or authorized payment facility communicated through AnalystIP’s official channels. Clients should independently verify any unexpected request to change bank details through a previously established AnalystIP contact.
AnalystIP will not request an OTP, card PIN, internet banking password, or similar authentication credential to receive payment.
10Currency, Exchange Rates, and Bank Charges
The quotation or proforma invoice will specify the agreed payment currency. Payment in a different currency requires prior written confirmation from AnalystIP.
Where conversion is necessary, the applicable conversion basis will be communicated or confirmed for the transaction. Exchange rates applied by banks and payment providers may differ from publicly displayed indicative rates.
Unless otherwise agreed, the client is responsible for remittance charges, intermediary bank deductions, payment processing costs, and currency conversion charges necessary for AnalystIP to receive the agreed amount.
Any payment handling charge imposed by AnalystIP will be disclosed before payment. If a transfer results in a shortfall, the client may be requested to pay the difference.
Refunds involving currency conversion may differ from the original amount in the client’s local currency because of exchange rate movements and independently imposed banking charges.
11Taxes and Statutory Withholding
GST and other applicable taxes will be charged in accordance with applicable law. The quotation or invoice will state whether taxes are included or payable in addition to the quoted fees.
The tax treatment of a service may depend on the recipient’s location, place of supply, nature of the engagement, and supporting documentation. An overseas billing address does not, by itself, determine eligibility for any particular tax treatment.
If the client is legally required to deduct tax at source or make another statutory withholding, the client must provide the relevant details and furnish the prescribed certificate or supporting evidence within the applicable period.
A lawful and properly documented withholding will be reconciled accordingly. Other unilateral deductions, set-offs, or payment reductions require AnalystIP’s written agreement.
12Payment Timelines and Milestone Arrangements
Unless agreed otherwise, payment is required in advance as stated in the proforma invoice.
For longer engagements, AnalystIP may agree to a milestone-based arrangement. Each payment will relate to the stage or deliverable described in the engagement, and the next stage may depend on receipt of the corresponding payment.
Credit terms apply only where expressly approved in writing. Clients should not assume that previous credit arrangements automatically apply to a new matter.
Government fees and external expenses may require separate advance funding even where professional fees are payable on credit or by milestones.
Where a retainer or deposit arrangement applies, the engagement will specify how funds may be used, when replenishment is required, and how unused amounts will be reconciled.
13Commencement of Work and Urgent Instructions
Work will ordinarily commence after AnalystIP has accepted the engagement and received the required payment, instructions, documents, and approvals.
Making a payment does not, by itself, establish that AnalystIP has accepted a matter or confirmed that a particular deadline can be met. Urgent and deadline-sensitive instructions require express acceptance.
Clients must allow sufficient time for payment clearance, document review, preparation, execution of forms, translations, foreign associate coordination, and filing formalities.
Where an expedited service involves an additional fee, it will be communicated for approval. An urgency fee relates to the agreed accelerated work and does not guarantee an outcome controlled by a registry, patent office, bank, courier, or other external party.
14Official Fees and Foreign Associate Expenses
Official fees are determined by the relevant authority and may depend on applicant category, entity status, claim count, page count, filing route, and other requirements.
Clients must provide accurate information relevant to fee eligibility. If an additional fee becomes payable because the original information was incomplete or incorrect, AnalystIP will communicate the requirement.
Foreign associate fees and external expenses are subject to the relevant provider’s terms. Instructions issued with the client’s authorization may create a payment obligation before an application is filed or a final deliverable is received.
AnalystIP is not required to finance official fees or third-party expenses on a client’s behalf unless specifically agreed in writing.
15Changes in Scope and Additional Work
Additional fees may apply where the client requests work beyond the agreed scope, including additional jurisdictions, further searches, new technical material, substantial redrafting, extra translations, or additional deliverables.
Corrections required to bring our work into conformity with the agreed scope will be distinguished from changes arising from new instructions or information.
A change of commercial strategy, invention disclosure, applicant details, claim approach, or filing instructions after substantial work has been performed may require a revised quotation.
We will obtain approval before undertaking additional chargeable work unless it is covered by an existing written authorization. A change in scope may also affect the delivery schedule.
16Client Delays and Incomplete Instructions
Clients are responsible for providing timely instructions, accurate information, signed documents, and approvals reasonably required for the engagement.
If these are delayed, the matter may need to be rescheduled. Additional costs caused by an authorized expedited response, revised filing arrangements, or repeated work will be communicated where applicable.
A client’s failure to respond does not automatically cancel the engagement or create an entitlement to a refund. AnalystIP will reconcile any cancellation or closure by reference to the work performed and expenses incurred or committed.
No hold, payment arrangement, or ongoing discussion extends a statutory deadline.
17Cancellation Procedure
Cancellation requests must be submitted in writing to accounting@analystip.com, with a copy to the AnalystIP representative handling the matter.
The request should identify the client, matter reference, relevant invoice, service to be cancelled, and payment details. Where the request comes from a different representative, AnalystIP may seek confirmation of that person’s authority.
Clients should submit cancellation instructions as soon as possible. The request can apply only to work and expenditure that can reasonably be stopped after it has been received and acted upon.
Cancellation of AnalystIP’s services does not automatically withdraw an application, abandon a right, revoke an appointment, or terminate instructions already issued to an authority or foreign associate. Those actions require separate written instructions and may involve further charges or procedural requirements.
18Cancellation Before Work Begins
If a cancellation is received before work has begun and before expenses have been incurred or committed, the unutilized advance will generally be refundable.
Any deduction will be limited to applicable, disclosed non-recoverable costs or other amounts validly payable under the engagement and applicable law.
Where preliminary work has already been performed, the cancellation will be assessed under the provisions applicable to work in progress.
19Cancellation After Work Has Begun
Where work has commenced, AnalystIP may retain or charge the reasonable amount attributable to services already performed and expenses incurred or committed before cancellation.
Work performed may include document review, technical assessment, searching, analysis, drafting, preparation of forms, translations, drawings, consultations, and foreign associate coordination. Work may have value even where a final report or filing has not yet been delivered.
The assessment will consider the agreed fee structure and the extent of work completed. AnalystIP will provide an explanation of the reconciliation and refund any remaining unutilized balance.
If authorized work and committed expenses exceed the advance held, the outstanding amount remains payable.
20Cancellation After Filing or Completion
Fees for services properly completed within the agreed scope are generally non-refundable.
A client’s later decision not to pursue an invention, trademark, design, business plan, or filing strategy does not undo services already performed.
Where an application has been filed, the filing work and official payment ordinarily cannot be reversed through cancellation of the engagement. Any withdrawal or abandonment instruction will be handled separately.
This provision does not prevent review of a substantiated error, service deficiency, overcharge, or failure to provide an agreed deliverable.
21Government and Third-Party Refunds
Official fees and third-party expenses are refundable only to the extent permitted by the relevant authority or provider and actually recoverable.
Amounts already paid or irrevocably committed may remain payable even where the client cancels before receiving a final deliverable.
Unspent and uncommitted funds held for such purposes will be included in the reconciliation. Where recovery is possible, AnalystIP will explain the relevant process and any known conditions or recovery costs.
The timing of a third-party refund depends on that party’s procedures and may be longer than AnalystIP’s ordinary refund processing period.
22Refund Requests and Review
Clients should raise refund requests promptly and provide sufficient information to identify the payment and the basis of the request.
AnalystIP will review the agreed scope, payment history, work performed, expenses incurred or committed, and the reason for the request. Additional information may be requested where reasonably necessary.
No automatic refund arises solely because an application is refused, a search identifies adverse prior art, a valuation differs from expectations, or a commercial opportunity does not proceed.
Refund decisions remain subject to the engagement terms and applicable legal rights. A client’s statutory remedies are not excluded by this policy.
23Refund Processing
Once a refund has been approved, the account has been reconciled, and the necessary payment details have been verified, AnalystIP will ordinarily initiate the refund within 5–7 working days.
The receiving bank or payment provider may require additional time to credit the funds. If processing depends on recovery from an authority or third party, that dependency will be communicated.
Refunds will normally be returned to the original payer through the original payment method, where practicable. Alternative arrangements require appropriate verification and must comply with applicable banking and legal requirements.
Applicable credit notes, refund vouchers, or other accounting documents will be issued where required.
24Duplicate Payments, Overpayments, and Failed Transactions
Duplicate or excess payments will be reconciled and refunded or, with the client’s written agreement, credited toward another service.
A failed, pending, or reversed transaction does not constitute settled payment. Clients should check the transaction status before attempting a second payment and share relevant references if an amount has been debited without confirmation.
Where funds have not reached AnalystIP, the reversal or recovery may need to be pursued with the remitting bank or payment provider. We will provide reasonable assistance using the transaction information available to us.
25Requests to Pause Services
Clients may request that work be placed on hold. AnalystIP will confirm whether the matter can reasonably be paused and how the remaining advance will be treated.
Any agreement to retain an advance for future use will be recorded in writing. The amount will not be treated as indefinitely forfeited merely because work is paused.
A pause does not suspend official deadlines, renewal obligations, or existing third-party commitments. On resumption, changes in scope, law, official fees, exchange rates, or provider charges may require an updated quotation.
If a matter remains inactive, AnalystIP may seek instructions on resumption, closure, or reconciliation of the unutilized funds.
26Non-Payment and Suspension of Services
If an agreed payment is overdue or a required advance has not been received, AnalystIP may defer commencement or suspend further work and expenditure, subject to applicable legal and professional obligations.
Where reasonably practicable, we will notify the client of the payment deficiency and its likely effect on the matter, including known upcoming deadlines.
Resumption depends on receipt of payment, complete instructions, available time, and the ability to undertake the remaining work. Payment after suspension does not guarantee that a missed deadline can be restored.
No late fee or interest will be imposed unless authorized by the agreed terms or applicable law.
27Service Outcomes and Quality Concerns
AnalystIP’s professional fees relate to the work agreed with the client. They do not guarantee grant, registration, allowance of particular claims, success in proceedings, freedom from challenge, or a particular commercial result.
Research and advisory findings depend on the agreed methodology, available information, search coverage, and other limitations communicated for the engagement.
If a client believes that a deliverable contains an error or does not meet the agreed scope, the concern should be reported with supporting details. AnalystIP will review the issue and, where appropriate, offer correction, completion of outstanding work, fee adjustment, or a refund.
Disagreement with a professional conclusion will be considered on its merits but does not automatically establish deficient service.
28Payment Security and Confidentiality
AnalystIP will use reasonable administrative and technical measures appropriate to the payment information it handles.
Where payments are processed through a bank or payment gateway, the provider’s authentication, security, and privacy terms also apply. Clients must protect their own banking credentials and complete authentication only through authorized payment channels.
Payment and billing information may be used for transaction processing, reconciliation, accounting, tax compliance, refund review, and dispute handling. It may be shared with banks, payment processors, accountants, auditors, professional advisers, and authorities where reasonably necessary or legally required.
Relevant records will be retained in accordance with applicable legal requirements and our record retention practices. Further information about personal data handling is provided in our Privacy Policy.
29Payment Disputes and Resolution
Clients should report invoice discrepancies, unrecognized charges, or payment concerns to accounting@analystip.com, identifying the relevant invoice, amount, and reason for the concern.
AnalystIP will review the available records and seek to resolve the issue through written clarification and account reconciliation. Where only part of an invoice is disputed, the undisputed amount remains payable under the agreed terms.
Clients are encouraged to contact us promptly before initiating a payment reversal so that the matter can be investigated. This does not restrict any lawful right to approach a bank, payment provider, regulator, court, or other competent forum.
A disputed amount will not be treated as payable merely because AnalystIP asserts it; the underlying engagement, evidence, and applicable law will determine the parties’ rights.
30Client Responsibilities
Clients must provide accurate billing and payment information, comply with agreed payment schedules, and ensure that their representatives have authority to instruct AnalystIP.
Clients should promptly communicate changes to billing details, applicant or entity status, tax information, and instructions that may affect fees or the scope of work.
Clients are also responsible for reviewing communications about deadlines, additional funding requirements, invoice discrepancies, and cancellation requests. Any suspected payment fraud or unauthorized instruction should be reported immediately.
31Events Affecting Performance
Banking disruptions, payment gateway outages, official portal failures, changes in government requirements, and other events outside reasonable control may affect payment processing or service delivery.
Where such an event materially affects an engagement, AnalystIP will communicate the position and discuss available next steps. Any unused advance will remain subject to reconciliation under this policy.
An external disruption does not automatically entitle AnalystIP to retain fees for services that have neither been performed nor validly committed.
32Applicable Law and Legal Rights
This policy is governed by the laws of India, subject to any valid engagement-specific governing law provision and mandatory laws applicable to the transaction.
Relevant requirements may include laws governing contracts, taxation, electronic transactions, payment systems, foreign exchange, consumer protection, and data protection, to the extent applicable.
Disputes will be handled in accordance with any valid dispute resolution provision in the relevant engagement. Otherwise, the parties may approach a court or forum having jurisdiction under applicable law.
Nothing in this policy excludes a non-excludable statutory right, permits retention of money contrary to law, or overrides a mandatory legal obligation.
33Changes to This Policy
AnalystIP may revise this policy to reflect changes in its services, payment procedures, or applicable requirements. The revised policy will be published on our website with its effective date.
Changes will apply prospectively. Existing agreed engagements will not be retrospectively altered without the parties’ agreement, except where a change is required by applicable law.
Where an update materially affects an ongoing engagement, AnalystIP will communicate the relevant change through an appropriate channel.
34Contact Information
For proforma invoices, advance payment confirmations, tax invoices, billing corrections, cancellations, refunds, or payment disputes, please contact:
AnalystIP Legal Services Pvt. Ltd.
- Accounts and billing: accounting@analystip.com
- General enquiries: info@analystip.com
- Telephone: +91 91178 31863
- Website: https://analystip.com/
Correspondence address: Plot No. C-116, Block C, Sector 2, Noida, Uttar Pradesh – 201301, India.
Please include your name, organization, matter reference, invoice number, and relevant transaction details so that we can identify and address your request.