Payment Terms, Disputes, and Billing Rules on ExusTrans
By using ExusTrans, all users agree to follow these billing and payment rules in order to maintain a reliable and compliant marketplace.
Overview of Financial Rules on ExusTrans
ExusTrans operates as a digital logistics marketplace and provides secure tools for invoicing and payments. All financial transactions are governed by transparent rules designed to protect both customers and carriers.
- 💳 Secure payment processing
- 📄 Standardized invoicing
- ⚖️ Legal compliance
- 🔒 Fraud prevention
- 📊 Transparent reporting
Payment Terms
Payment terms define when and how invoices must be settled by users.
- 📅 Approved customers: 30 days net
- 💳 Standard customers: immediate payment
- 🧾 Payment terms shown on every invoice
- ⚠️ Late payments monitored automatically
Failure to respect payment terms may lead to account restrictions.
Late Payments and Account Restrictions
Invoices that are not paid within the agreed payment term are considered overdue.
- ⏳ Automatic overdue reminders
- 📧 Payment notifications
- 🔒 Temporary account limitations
- 🚫 Suspension for repeated delays
- ⚖️ Possible legal recovery
ExusTrans reserves the right to restrict platform access until outstanding balances are settled.
Invoice Disputes and Review Process
Users who believe that an invoice contains incorrect information may submit a dispute for review.
- 📅 Disputes must be submitted within 14 days
- 📄 Supporting documents required
- 🧠 Review by billing team
- 📑 Platform records examined
- ✏️ Corrections issued when justified
Invoices not disputed within the allowed period are considered accepted.
Corrections, Adjustments, and Credit Notes
When billing errors are confirmed, ExusTrans may issue corrections or credit notes.
- 📝 Invoice corrections
- 📉 Credit notes
- 📄 Revised documents
- 📆 Updated payment schedules
All corrections are documented and archived for compliance purposes.
Refunds and Cancellations
Refunds and billing adjustments may apply in case of order cancellation or exceptional circumstances.
- ❌ Cancellation before pickup: possible refund
- 🚛 Failed transport: case review
- 💶 Partial billing when applicable
- 🧾 Credit note instead of cash refund
- 🧠 Individual case evaluation
Refund decisions are based on platform records, chat history, and contractual obligations.
Failed Deliveries and Exceptional Situations
In rare cases, transport services may be interrupted due to technical, logistical, or external factors.
- 🌧️ Force majeure
- 🚧 Border delays
- ⚠️ Vehicle breakdowns
- 📄 Documentation required
- 🧠 Case-by-case resolution
ExusTrans evaluates each situation individually to determine billing consequences.
User Responsibilities and Legal Compliance
ExusTrans operates as a digital platform. Users remain responsible for their own legal and financial obligations.
- 🧾 VAT declarations
- 📄 Accounting records
- 📑 Customs documentation
- 🏢 Business licenses
- ⚖️ Regulatory compliance
ExusTrans does not act as a tax advisor, customs agent, or legal representative.
Fraud Prevention and Security Controls
The platform implements security mechanisms to prevent fraud and abusive behavior.
- 🔍 Transaction monitoring
- 🔐 Identity verification
- 🚫 Abuse detection
- 📊 Risk analysis
- ⚠️ Account investigations
Suspicious activity may result in temporary or permanent account suspension.
Data Retention and Financial Archiving
Invoices and financial records are stored in accordance with Belgian and EU legal requirements.
- 📁 Secure digital storage
- 🔒 GDPR-compliant access
- 📅 Long-term archiving
- 📊 Audit availability
Users are encouraged to maintain their own financial archives.
Limitation of Platform Liability
ExusTrans provides technical tools for billing and payments but does not guarantee commercial outcomes.
- ⚖️ No liability for business losses
- 🚫 No responsibility for user misconduct
- 📄 No guarantee of payment recovery
- 🧠 Platform as intermediary
Users remain fully responsible for contractual obligations between each other.
Dispute Resolution and Communication
ExusTrans encourages professional and transparent communication between users.
- 💬 Platform messaging
- 📧 Support tickets
- 🧠 Mediation support
- 📄 Written records
All communication related to disputes should remain within the platform.
Benefits of Structured Billing Rules
Clear payment and dispute rules improve platform reliability and user confidence.
- ✅ Reduced conflicts
- ✅ Faster payments
- ✅ Better cash flow
- ✅ Legal security
- ✅ Professional cooperation
❓ Frequently Asked Questions (FAQ)
When do I have to pay my invoice?
Payment must be made according to the payment term shown on the invoice. Approved customers have 30 days, while standard customers must pay immediately.
What happens if I pay late?
Late payments may result in reminders, temporary account restrictions, or suspension until outstanding balances are settled.
Can my account be suspended for unpaid invoices?
Yes. Repeated late payments or unpaid invoices may lead to temporary or permanent account restrictions.
How can I dispute an invoice?
Invoice disputes must be submitted through ExusTrans support within 14 days and must include supporting documentation.
What happens if I do not dispute an invoice?
Invoices that are not disputed within the allowed period are considered accepted and must be paid.
Can invoices be corrected after they are issued?
Yes. If an error is confirmed, ExusTrans may issue a corrected invoice or credit note.
How are refunds handled?
Refunds are reviewed individually and are usually processed through credit notes rather than direct cash payments.
What happens if a transport fails or is cancelled?
Failed or cancelled transports are reviewed case by case. Billing adjustments may apply depending on circumstances.
Does ExusTrans guarantee that I will be paid?
No. ExusTrans provides payment tools but does not guarantee payment recovery between users.
Who is responsible for VAT and tax reporting?
Each company is responsible for its own VAT declarations, tax filings, and accounting obligations.
Does ExusTrans provide legal or financial advice?
No. ExusTrans provides technical billing tools but does not replace professional legal, tax, or accounting advisors.
How are disputes between customers and carriers resolved?
ExusTrans may provide mediation support, but users remain responsible for resolving contractual disputes.
Are my payment details secure?
Yes. ExusTrans uses encrypted connections and secure payment providers to protect financial data.
How long are invoices stored?
Invoices are stored securely in accordance with Belgian and EU legal retention requirements.
Can ExusTrans change payment rules?
Yes. Payment and billing rules may be updated when required by law or platform policy. Users are notified of significant changes.
Conclusion
By defining clear payment terms, dispute procedures, and legal responsibilities, ExusTrans creates a stable and trustworthy environment for logistics cooperation. These rules protect users, support fair business practices, and ensure long-term platform sustainability.
eXus Dev