Billing, Refunds and Cancellation

Kiko is quoted around your headcount, the modules you enable and your statutory footprint, meaning the number of states you run payroll in. There is no self serve checkout and no per seat toggle.

Your order form is the commercial record. It states the plan, the term, the committed user count, the fees and any implementation charge. Where it conflicts with this page, the order form wins.

Subscriptions are annual by default and invoiced in advance. Organisations under 50 employees piloting a first rollout may be offered a quarterly term instead.

Invoices are issued in Indian rupees unless your order form states otherwise, and are payable within 30 days of the invoice date. Goods and services tax is charged in addition at the applicable rate.

Headcount growth inside your committed band costs nothing extra. You are not charged for each new joiner.

If you pass the band on your order form, we invoice the difference pro rata for the remainder of the term, at the same rate. We do this in one reconciliation rather than a monthly true up, so finance sees a single line.

Headcount falling during a term does not reduce the committed fee. It is reflected at renewal.

An upgrade takes effect immediately, with the difference invoiced pro rata. Nothing needs re-entering: employee records, attendance history and past payslips carry forward untouched.

A downgrade takes effect at renewal, not mid term. Where a lower plan does not support something you have configured, such as professional tax across several states, we will tell you what would stop working before the change is applied.

Where data migration is involved, the implementation fee depends on how many prior payroll cycles and how much historical attendance data need to move. It is scoped and agreed in writing before you sign, and never billed after the fact.

Implementation fees cover work already performed and are not refundable once migration has begun, other than for the portion of scoped work not yet started.

Subscriptions renew for the same term unless either side gives notice before the renewal date. Notice periods are on your order form; 30 days is typical.

You can cancel at any time. Cancellation stops the next renewal and ends access at the end of the term you have paid for. It does not shorten or refund the current term.

Fees are not refundable for a period that has already begun. This is the general rule, and the exceptions below are the whole list.

• If we terminate for our own convenience mid term, we refund the unused portion pro rata.
• If you terminate because we materially breached the agreement and failed to fix it within 30 days of written notice, we refund the unused portion pro rata.
• If we reduce a paid capability you depend on during a term, you may terminate the affected workspace and take a pro rata refund.
• Duplicate or incorrectly raised invoices are refunded in full, or credited, at your choice.

Credits under the Service Level Agreement are applied against future invoices. They are not paid in cash and they do not survive the end of the term. See the Service Level Agreement for how they are calculated and claimed.

We will remind you before doing anything disruptive. If an invoice is more than 30 days overdue we may suspend access after giving 14 days written notice to your billing contact and your administrator.

We do not delete data because an invoice is late. Suspension pauses access; the retention clock in the Data Retention and Deletion policy only starts if the agreement actually ends.

Where a payroll run is in flight, we will not suspend mid cycle. Employees getting paid is not leverage.

Raise a disputed line with billing@kiko.co within 30 days of the invoice date and we will hold that line while we look at it. Pay the undisputed remainder in the meantime so the account stays current.