Payment Terms

1. Purpose and scope

These Payment Terms explain the general conditions under which fees, expenses and other amounts are charged and paid for services provided or coordinated by Romania For Business SRL.

They apply to quotations, orders and service arrangements entered into through or in connection with www.romania-for-business.com, including arrangements initiated by email, telephone, video conference, online form or other electronic communication.

These Payment Terms should be read together with the quotation, engagement letter, service agreement, service order, invoice or other contractual document issued for the relevant matter. Those documents may establish specific fees, payment stages, deadlines, currencies or refund conditions.

Where a specific written agreement conflicts with these Payment Terms, the specific agreement will prevail in relation to the relevant services, subject to mandatory law.

2. Service provider and separately regulated services

Romania For Business SRL provides and coordinates services connected with establishing, maintaining and operating businesses in Romania.

Certain matters may require services from separately authorised professionals or third parties, such as lawyers, accountants, tax consultants, notaries, translators, auditors, insolvency practitioners, banks, payment institutions, public authorities or registry agents.

Where a separate professional or third party contracts directly with the client, that provider may issue its own quotation, invoice and payment terms. Romania For Business SRL is not responsible for collecting or refunding amounts paid directly to an independent provider unless it has expressly agreed otherwise in writing.

Where Romania For Business SRL collects a combined amount covering its own services and anticipated third-party costs, the quotation or invoice should identify the nature of those amounts as clearly as reasonably possible.

3. Formation of the payment obligation

A price displayed on the website is indicative unless it is expressly described as a fixed and binding price.

A payment obligation normally arises when the client accepts a quotation, signs or otherwise accepts a service agreement, confirms an order in writing, pays an advance invoice, instructs Romania For Business SRL to begin work, or otherwise clearly accepts the proposed service and price.

Acceptance may occur electronically. An email confirmation, electronic signature, payment of an invoice or clear instruction to proceed may constitute acceptance where permitted by law.

Romania For Business SRL is not required to begin work until the requested acceptance, identification documents, compliance information and payment have been received.

4. Quotations and price validity

A quotation will normally specify the services included, the professional fee, anticipated external expenses, applicable taxes and any important assumptions on which the price is based.

Unless the quotation states otherwise, it remains valid for the period specified in the quotation. Where no validity period is stated, Romania For Business SRL may withdraw or revise the quotation at any time before acceptance.

A quotation is based on the information available when it is issued. It may be revised where the client provides incomplete or inaccurate information, changes the instructions, expands the scope of work, requests urgent treatment, introduces additional parties or jurisdictions, or where an authority or third party requires work that could not reasonably have been anticipated.

A quotation relating to an official procedure does not guarantee that the authority, registry, bank, notary or other institution will accept the application or complete the procedure within a particular timeframe.

5. Types of fees

Services may be charged as a fixed fee, hourly fee, recurring fee, staged fee, retainer, project fee or another pricing arrangement agreed in writing.

A fixed fee covers only the work expressly included in the agreed scope. It does not automatically cover appeals, disputes, litigation, negotiations with additional parties, repeated submissions caused by changed instructions, responses to unexpected authority requests or work arising after completion of the agreed service.

Where services are charged by time, the applicable hourly rates, minimum billing units and any rate differences between professionals will be stated in the relevant quotation or engagement document.

Recurring services, including accounting, registered-office, compliance, payroll, company-secretarial or continuing advisory services, may be invoiced monthly, quarterly, annually or at another agreed interval.

6. Advance payments and retainers

Romania For Business SRL may require full or partial payment before work begins. Such payment may be described as an advance, deposit, retainer, initial instalment or advance invoice.

Unless the applicable agreement expressly states that an amount is a refundable security deposit, an advance payment will normally be applied against fees, expenses and work performed under the relevant engagement.

Receipt of an advance does not oblige Romania For Business SRL to accept or continue a matter where required identification, conflict, sanctions, anti-money-laundering or other compliance checks cannot be completed satisfactorily.

Where an engagement cannot be accepted for compliance reasons, any unused amount will be returned, subject to deductions permitted by law for work already performed, non-recoverable external expenses and transaction charges where applicable.

Romania For Business SRL may request that an advance be replenished before further work is performed where the remaining balance is insufficient to cover anticipated fees or expenses.

7. Invoices

Invoices may be issued electronically to the email address supplied by the client or through another legally permitted invoicing system.

The client is responsible for providing complete and accurate invoicing details, including the correct legal name, registered address, tax identification number, registration number and any purchase-order information required by the client.

An invoice is not invalid merely because the client failed to provide internal procurement details before it was issued.

Where Romanian electronic-invoicing rules apply, invoices may also be transmitted through the national RO e-Factura system or another mandatory platform. Transmission through a legally required platform does not remove the client’s obligation to monitor and pay the invoice by its due date.

The client should notify Romania For Business SRL promptly of any invoicing error. A request to correct administrative details does not suspend the undisputed portion of the payment obligation.

8. Taxes

Fees are stated exclusive of value-added tax unless the quotation or invoice expressly states that VAT is included.

VAT and any other applicable tax will be charged at the rate and in the manner required by the law applicable on the relevant tax date.

The VAT treatment of cross-border services may depend on the client’s status, establishment, tax registration, place of supply and intended use of the services. The client is responsible for providing valid tax information and, where applicable, a valid VAT identification number.

Where Romania For Business SRL initially applies a tax treatment based on information supplied by the client and that information proves inaccurate or incomplete, the client may be required to pay any resulting tax, interest, adjustment or reasonable administrative cost to the extent permitted by law.

Any withholding tax, bank deduction or similar charge imposed in the client’s jurisdiction will be borne by the client unless mandatory law requires otherwise. The amount received by Romania For Business SRL should equal the full invoiced amount, except where the parties expressly agree to a lawful deduction.

9. Government fees and third-party expenses

Professional fees do not include government fees, registry charges, notarial fees, apostille and legalisation costs, certified translations, courier expenses, travel costs, bank charges, external professional fees or other disbursements unless expressly stated.

These expenses may be invoiced in advance, invoiced after they are incurred or paid directly by the client.

Estimated third-party expenses are not guaranteed. Public authorities and external providers may change their charges without notice, and the final cost may depend on the number, type and complexity of documents or procedures required.

Where Romania For Business SRL pays an external expense on the client’s behalf, it may require reimbursement before continuing the work. Supporting documents will be provided where reasonably available and legally appropriate.

Certain third-party payments may be non-refundable once an application has been filed, an appointment has been booked, a translation has commenced, a document has been ordered or another external commitment has been made.

10. Currency and exchange rates

Fees may be quoted and invoiced in Romanian lei, euro or another agreed currency.

Where a fee is stated in one currency but paid in another, the conversion method will be stated in the quotation or invoice or determined by the payment provider or receiving bank.

The client bears exchange-rate fluctuations, correspondent-bank fees, transfer fees and currency-conversion charges unless otherwise agreed.

Payment is complete only when the full amount due has been received in cleared funds in the account designated by Romania For Business SRL.

11. Payment methods

Payment should be made using a method stated on the invoice, quotation or payment page.

Available methods may include bank transfer, online card payment or another approved electronic method. The availability of a payment method may depend on the amount, currency, client location, compliance requirements and the systems used at the relevant time.

Cash payments will be accepted only where expressly approved and legally permitted.

The client must use the invoice number, client name or other requested payment reference. Romania For Business SRL is not responsible for delay caused by an incorrect or missing reference.

Payment must be made from an account or payment instrument belonging to the client or another properly identified and authorised payer. Romania For Business SRL may request information concerning a third-party payer and may reject or return a payment where ownership, authority or source of funds cannot be verified.

12. Payment deadlines

The applicable payment deadline will be stated in the quotation, invoice or service agreement.

Where advance payment is required, the work will normally begin only after cleared funds have been received and any other onboarding conditions have been satisfied.

Where payment is due after invoicing, the client must ensure that the amount reaches the designated account by the due date. Initiating a transfer on the due date does not constitute timely payment where the funds arrive later.

A payment deadline is not extended by weekends, holidays, internal approval procedures, absence of a purchase order or delay within the client’s accounting department unless Romania For Business SRL agrees otherwise in writing.

13. Allocation of payments

Where a client owes several amounts, Romania For Business SRL may allocate a payment in accordance with the client’s valid instructions or, in the absence of such instructions, in accordance with applicable law.

To the extent legally permitted, payments may first be applied to recovery costs, bank fees, interest and expenses, followed by the oldest outstanding principal amount.

A partial payment does not constitute full settlement and does not waive the right to recover the remaining balance.

14. Late payment

An amount that is not received by the due date is overdue without the need for further notice where the contract and applicable law permit this result.

Romania For Business SRL may charge the contractual late-payment interest stated in the relevant agreement. Where no contractual rate has been agreed, it may claim the statutory late-payment interest available under Romanian law.

In transactions between professionals, Romania For Business SRL may also claim the statutory minimum compensation for recovery costs and any additional reasonable recovery costs permitted under Romanian Law no. 72/2013.

No contractual interest, penalty or recovery charge will be applied to a consumer beyond what is permitted by mandatory consumer law.

The charging or non-charging of interest in one case does not waive the right to charge it in another case.

15. Suspension of services

Romania For Business SRL may suspend or postpone work where an invoice is overdue, an agreed advance has not been replenished, a payment has been reversed, or the client has not provided funds required for an official fee or third-party expense.

Before suspension, Romania For Business SRL will ordinarily provide reasonable notice where circumstances permit. Immediate suspension may occur where urgent payment is required to avoid an external cost, where there is a compliance concern, or where continuing the work would expose Romania For Business SRL or another professional to unreasonable financial or legal risk.

Suspension may affect filing dates, appointments, authority processing and expected completion dates. Romania For Business SRL is not responsible for delay caused by the client’s failure to pay on time, except to the extent mandatory law provides otherwise.

Suspension does not cancel amounts already due and does not prevent Romania For Business SRL from terminating the engagement in accordance with the applicable agreement.

16. Additional work and changes in scope

A request that falls outside the agreed scope may be treated as additional work.

Where practical, Romania For Business SRL will inform the client of the additional fee or charging basis before undertaking substantial additional work. In urgent circumstances, or where immediate action is reasonably necessary to protect the client’s position, additional work may be undertaken and charged at the previously agreed or otherwise reasonable rate.

Additional work may arise from changed client instructions, missing or defective documents, unexpected legal issues, authority requests, delays attributable to the client, changes in law, additional meetings, additional translations or the involvement of new parties.

The client’s approval of additional work may be given by email or other clear written instruction.

17. Cancellation by a business client

A business client may request cancellation at any time, subject to the applicable service agreement and the nature of the work already undertaken.

Following cancellation, the client remains responsible for fees relating to work performed, time reserved where expressly agreed, external expenses already incurred, non-cancellable third-party commitments and reasonable work required to close or transfer the matter.

Where a fixed-fee service is cancelled before completion, Romania For Business SRL may calculate the amount payable by reference to the stages completed, time spent, work product produced, commitments made and the overall agreed price.

Any unused balance will be returned after the final account has been prepared, subject to lawful set-off against outstanding amounts.

18. Consumer right of withdrawal

This section applies only where the client qualifies as a consumer and concludes a distance contract or an off-premises contract to which Romanian consumer-withdrawal legislation applies.

A consumer will generally have 14 days from the conclusion of a service contract to withdraw without giving a reason.

The withdrawal may be exercised by sending a clear statement to info@romania-for-business.com before the withdrawal period expires. The consumer may use the statutory model withdrawal form, but use of that form is not mandatory.

Where the consumer requests that services begin during the 14-day withdrawal period and subsequently withdraws before completion, the consumer may be required to pay an amount proportionate to the services supplied before the withdrawal notice was received.

Where the service has been fully performed during the withdrawal period, the consumer may lose the withdrawal right if performance began with the consumer’s prior express consent and the consumer acknowledged that the right would be lost after complete performance.

The withdrawal right may not apply in other circumstances provided by mandatory law.

Nothing in these Payment Terms reduces a consumer’s mandatory withdrawal rights. Any consent to early performance or acknowledgement concerning loss of the withdrawal right should be obtained separately and clearly where legally required.

19. Refunds

A payment is not automatically refundable merely because the client changes its plans, no longer requires the service, fails to provide documents or does not obtain the desired outcome.

Refund entitlement depends on the applicable agreement, the client’s legal status, the amount of work completed, external expenses incurred, third-party commitments made and any mandatory consumer rights.

Where a refund is due, Romania For Business SRL may deduct amounts lawfully payable for completed work, non-refundable third-party costs, bank charges and other expenses attributable to the engagement.

A refund will ordinarily be made to the original payer using the original payment method where reasonably possible. Romania For Business SRL may require evidence of identity, payment ownership and authority before returning funds.

Refund processing time may depend on banks and payment providers. A refund is considered made when Romania For Business SRL has validly instructed the transfer, although the funds may reach the recipient later.

20. Rejected applications and unsuccessful outcomes

Fees are charged for professional work and services, not solely for the achievement of a particular result.

Unless the quotation expressly provides otherwise, no refund is due merely because a public authority rejects an application, a registry refuses a filing, a bank declines an account, a counterparty withdraws, a company name is unavailable or another third party makes an unfavourable decision.

A refund may be considered where the agreed service was not performed for reasons attributable to Romania For Business SRL, subject to the applicable contract and mandatory law.

Government fees, notarial fees, translation fees and other external expenses remain subject to the refund rules of the relevant authority or provider.

21. Overpayments and duplicate payments

A client who believes that an invoice has been paid twice or that an excess amount has been transferred should contact Romania For Business SRL promptly and provide evidence of the relevant payments.

Once verified, an overpayment may be returned or, with the client’s agreement, credited against another invoice.

Romania For Business SRL may deduct reasonable bank or currency-conversion charges caused by an incorrect payment where legally permitted.

22. Payment disputes

A client who disputes an invoice should notify Romania For Business SRL promptly, identify the disputed amount and explain the basis of the dispute with sufficient detail.

The undisputed portion of the invoice must still be paid by the due date.

Romania For Business SRL will review a genuine dispute in good faith and may request further information. The existence of a dispute does not prevent late-payment interest from accruing on an amount ultimately determined to have been properly due, subject to applicable law.

An administrative complaint concerning an invoice does not automatically cancel or suspend the underlying service agreement.

23. Chargebacks and payment reversals

A client should contact Romania For Business SRL before initiating a chargeback or payment reversal so that any error can be investigated.

A chargeback should not be used to avoid payment for services properly ordered and performed.

Where a payment is reversed after services have begun, the corresponding invoice remains due unless the reversal was justified by fraud, duplicate charging, non-authorised payment or another legally valid reason.

Romania For Business SRL may suspend services while a reversal is investigated and may recover reasonable costs resulting from an unjustified reversal, to the extent permitted by law.

Nothing in this section restricts a consumer’s lawful rights against unauthorised or incorrectly executed payment transactions.

24. Set-off

The client may not withhold or set off an invoiced amount against an alleged claim unless the claim is undisputed, finally determined by a competent court or the set-off is otherwise required by mandatory law.

Romania For Business SRL may set off amounts it owes to the client against overdue amounts owed by the client where permitted by law.

25. Confidentiality of payment information

Romania For Business SRL will process billing, identity and payment-related information in accordance with its Privacy Policy and applicable data-protection law.

Where payments are processed by a bank, card processor or payment-service provider, the provider may process payment information under its own terms and privacy notice.

Romania For Business SRL should not ordinarily receive or store a client’s complete card-security code or online-banking credentials.

The client must not send card numbers, passwords or authentication codes by ordinary email.

26. Anti-money-laundering and source-of-funds checks

Romania For Business SRL may request information concerning the identity of the payer, beneficial ownership, source of funds, purpose of payment and relationship between the payer and the client.

Payment does not prevent Romania For Business SRL from conducting additional compliance checks.

A payment may be rejected, frozen, returned or reported where required by anti-money-laundering, sanctions, fraud-prevention or other mandatory rules.

Where a payment cannot lawfully be returned immediately, Romania For Business SRL will act in accordance with the instructions or restrictions imposed by the competent authority or financial institution.

27. Termination and final account

When an engagement ends, Romania For Business SRL may issue a final invoice covering unpaid fees, completed work, accrued recurring charges, disbursements, closure work and any other amount properly due.

Termination does not affect payment obligations that arose before the termination date.

Any client funds remaining after deduction of amounts properly due will be returned in accordance with the applicable agreement and legal requirements.

Documents or work product may be retained only to the extent permitted by applicable law, professional rules and the relevant engagement terms.

28. No waiver

Failure or delay in requesting payment, charging interest, suspending services or enforcing any provision does not constitute a permanent waiver of the relevant right.

Any waiver must be clear and applies only to the particular matter for which it was given.

29. Severability

If a provision of these Payment Terms is unlawful, invalid or unenforceable, it will be interpreted or limited to the maximum extent permitted by law.

The remaining provisions will continue to apply.

30. Changes to these Payment Terms

Romania For Business SRL may update these Payment Terms to reflect changes in legislation, tax treatment, invoicing systems, payment methods, business practices or services.

The updated version will be published on the website with a revised effective date.

Changes will not retrospectively alter an already accepted fixed price or other contractual right unless the parties agree or the change is required by mandatory law.

31. Governing law and disputes

These Payment Terms are governed by Romanian law, subject to mandatory consumer-protection and conflict-of-law rules.

Any dispute will be submitted to the courts having jurisdiction under Romanian and European Union law unless the parties have validly agreed to another lawful dispute-resolution procedure.

A consumer retains the right to use any competent consumer-protection authority or legally available alternative dispute-resolution mechanism.

32. Contact

Questions concerning quotations, invoices, payments or refunds may be sent to: