Billing Policy
Updated: September 12, 2024 4:05 PM EST
Updated: September 12, 2024 4:05 PM EST
1. Billing Policy Structure
A. Purchase
Your purchase for products and services (“Products”) in any online form or quote order form may be executed by Truckin Systems LLC. (Truckin Digital) and Customer (“Customer”). Each purchase includes terms related to the quantity, delivery, total fees due and any other information applicable to each specific order for the Products and Services. The Order Form shall be incorporated by reference into, subject to, and made a part of, the Terms of Conditions and Use.
B. Attachment of Agreement
Any and all additional Order Forms relating to this Agreement shall be incorporated by reference into, subject to, and made a part of this Terms of Conditions and Use. Defined terms contained in any Order Form without definition shall have the meanings ascribed to them in this Agreement.
2. Use of License
Usage of Truckin Systems LLC. products, mobile apps, hardware and services constitute customer’s acceptance of the Truckin Systems LLC. billing policy, and all customers must comply with this billing policy.
2.1 Unless otherwise agreed in writing, all accounts are set up on a prepaid basis, and payment must be received by Truckin Systems LLC. before any billable product or service is provided or activated.
2.2 License billing is based per user (driver or staff), including if applicable License add-ons. However, certain fees may be usage-basing such as overage on leased equipment network service limits. These services are priced on your order form.
2.3 Customers are responsible for keeping all bank account ACH or credit card details and contact information current. This can be done online through the billing portal or by giving us a call at +1-866-300-7701. To access the billing portal, log into your account and click billing from the menu.
3. Increase and Decrease User Count
3.1 An increase in user license(s) will result in a pro-rated fee as shown on your original order form or quote, which is calculated from the date of the upgrade to the next billing cycle renewal, and will be co-termed to align with the end of your current license term. Additional licenses require immediate payment to take effect.
3.2 Decrease in user licenses will only apply when your billing cycle renews. Truckin Systems LLC. will not refund any unused licenses under any circumstance. To decrease your license count, customer must set their license count accordingly in the billing section of their account online prior to the next billing cycle. (https://app.truckindigital.com/billing)
4. Billing Cycle
You authorize Truckin Systems LLC. to charge your billing method on file for License fees as per the order form license term agreed. All recurring licenses are automatically invoiced and charged to the payment method on file. Your license subscription starts at purchase and continues based on your license term billing cycle.
At the end of your license term, subscription license will automatically renew for the same term after the initial term unless Customer gives a written sixty (60) day cancellation notice to Truckin Systems LLC. and you will be charged the then-current price. Prices subject to change on term renewals.
If applicable, any special promotional pricing shall remain in effect for a period not to exceed one year from the date of account creation. Subsequent to this period, pricing shall revert to the Manufacturer's Suggested Retail Price (MSRP) as indicated on the provided order form.
All pre-paid service and license fees are non-refundable. In the event of cancellation, Truckin Systems LLC will not refund any portion of unused service fees and amounts. Invoices are generated, and payments are collected every billing cycle from the date of your initial order form or quote payment execution date. Customer billing periods typically begin on the day of the month in which the customer purchased the their license and continue based on the billing cycle.
The definition of our billing cycles are as follows:
Single Payment:
Payment is made one time only and is non-recurring. Applies to Hardware, Training Services or Custom Work Orders (SOWs).
Monthly:
Payment is pre-paid on a monthly basis, determined by the number of licenses specified on the Order Form (the "Quote Summary"). Your account will be billed each month for the remaining duration of the license term. Any additional licenses will require a separate order pro-rated and co-termed to this agreement. Applies to licensed products and services.
Annually:
Payment is pre-paid on an annual basis, determined by the number of licenses specified on the Order Form (the "Quote Summary"). Your account will be billed each year for the remaining duration of the license term. Any additional licenses will require a separate order pro-rated and co-termed to this agreement. Applies to licensed products and services.
Triennially:
Payment is pre-paid on an three year basis, determined by the number of licenses specified on the Order Form (the "Quote Summary"). Your account will be billed every 3 years for the remaining duration of the license term. Any additional licenses will require a separate order pro-rated and co-termed to this agreement. Applies to licensed products and services.
5. Mobile Applications
5.1 Truckin Digital Driver for iOS and Google Play is free to download and must have an active Truckin Digital license to use.
5.2 Truckin Digital Manager for iOS and Google Play is free to download and must have a valid Truckin Digital license purchased to be used.
5.3 Truckin Digital Time for iOS and Google Play is free to download and must have a valid Truckin Digital license purchased to use.
6. Fees
6.1 Late Fees
Truckin Systems LLC may assess a $30.00 late fee for any payment that is 14 days past due.
6.2 Processing Charges
Transactions that are paid with credit card, 2.9% + $0.30 processing fees may apply for each individual transaction.
6.3 Chargebacks
If a customer initiates a charge-back, TruckinDigital.com may assess a $50.00 processing fee for each individual charge-back. Returned Checks, Truckin Systems LLC may assess a $50.00 processing fee on each returned check.
Collections Fees, In the event, an account is submitted to a third-party collections service, a $35.00 processing fee may be assessed to the existing account balance. The fee is in addition to any other fees previously assessed on the account.
7. Data Usage
Truckin Systems LLC is not responsible for any data usage fees incurred under no circumstances.
8. Cancellations
8.1 Refunds Due to Cancellation
Pre-paid licenses are non-refundable for the products and services per the billing cycle as outlined in the Order Form. Upon signing the Order Form or Quote, you are obligated to pay upfront for the minimum number of user licenses per billing cycle, which will remain the minimum quantity billed throughout the license term.
Licenses will automatically renew per the billing cycle outlined in the Order Form unless Customer gives a written sixty (60) day cancellation notice to Truckin Systems LLC prior to the billing cycle next renewal bill date.
Any cancellation here under shall not operate to relive the customer of any financial or other obligations in these terms or otherwise.
8.2 Post Cancellation
To access the account or its data, the account must be an active paid account. The customer for a subsequent period of 30 days while account is in cancelled status shall be entitled to reactivate by purchasing licenses again.
After 30 days post-cancellation, following the effective cancellation of a customer’s cancellation date, Truckin Systems LLC. has the right to purge all of the customer’s data from the Truckin Digital system.
8.3 Cancellation Effect & Requirements
Cancellations will take effect at end of your license billing cycle if initiated. Customer must deactivate account 60 days prior to the upcoming billing cycle to avoid an automatic renewal of the upcoming billing cycle.
9. Past Due Status
If no payment was made after 1 day from due date of the bill, the customer account will become past due. In the event any payment is 14 days past due, the account may be disabled until balances are paid in full. When disabled, all access will be suspended, and data will be unavailable until balances are paid in full. However, customer has 30 days from cancelled date to clear any past due balances and go into good standing. If the customer does not place the account in good standing by the 29th day, On the 30th day, we will initiate the cancellation process. Please refer to clause “Customer Cancellation due to Delinquency”.
10. Cancellation Due to Delinquency
Once a customer reaches 14 days past due, customer will enter the cancelled status phase, which customer data will be stored up to 29 days post-cancellation; after 30 days the account will no longer be available, and all data will be deleted. Account record and the delinquent balance will be submitted to a third-party collection service.
11. Payment Methods
Truckin Digital accepts payments via ACH or credit/debit card. All payments over $1500 may be required to use ACH payment method.
12. Addons
All add-ons are sold separately and require a valid license term, if applicable current license with 3rd party add-on or statement of work. All add-ons are sold on a month to month license plan. If payment is not received, add-on will enter the past due status. Once a customer add-on reaches 14 days past due, the add-on will be cancelled. Customer will owe the additional 14 days from original renewal date.
13. Connected Services
A list of available connected services can be found on the Connected Services page. Some connected services are free of charge, and some may have a cost associated based on the vendor. Any custom integration has costs associated by method of a SOW and vary from integration type. All integrations are non-refundable and do not have guarantee of completion time. We have the exclusive right to deny any integration.
13.1 EDI
Please speak to your sales representative for EDI add-on costs. Sold separately as an add-on requires purchase. (Following are supported at this time: 204,210,214,990 and additional costs may be incurred for extra EDI doc type.)
13.2 API
Please visit our API Documentation at the following link: https://www.truckindigital.com/developer-api
13.3 Custom Services
Custom development pricing varies per SOW agreement (Statement of Work).
13.4 Requesting an Integration or Custom services.
Integrations may be a charged an expedite fee with an statement of work. Otherwise, it is at TruckinDigital.com discretion to approve an integration.
14. Refunds and Billing Disputes
14.1 License and Statement of Work Refunds
Pre paid license, statement of work and service fees are non-refundable.
14.2 Hardware Refunds and Returns
All hardware can be returned within 14 days from purchase date for a refund or exchange. If for any reason you are not satisfied with your item after the14-day return period, there are no refunds for purchased hardware, but it is allowed for a manufacturer replacement/repair while under manufacturer’s warranty. Customer must pay all shipping costs. It is of the Customer or Customer’s agent to inspect the Equipment and acknowledge that the Equipment is in good and acceptable condition. We do not allow returns for water damage, we do not provide replacements for lost or stolen devices. The following conditions must be met to allow a 14-day money back guarantee: Items do not have water damage and must not be tampered with any internal components. Items must have all associated box and supplies attached to it, as when first received.
14.3 Disputes
Each Truckin Systems LLC customer agrees to provide Truckin Digital 30 days to attempt settlement of any billing dispute before disputing with any third-party credit/debit card company or bank. Should Truckin Digital receive a chargeback from a third-party credit/debit card company or bank on the customer’s behalf before Truckin Systems LLC has been given a chance to resolve the issue, Truckin Systems LLC has the right to charge the customer for its time spent in resolving such disputes and any associated fees incurred by Truckin Digital ,in addition to the $50 chargeback fee mentioned above.
Regardless of the outcome of the chargeback, Truckin Systems LLC. retains the right to collect on any Services or fees that are due. Truckin Systems LLC may submit any disputed amounts to a collection agency. Once a chargeback has been received, Truckin Digital has the right to suspend the account until the matter is resolved.