PEPPOL-Ready E-Invoicing Service Agreement and Terms & Conditions

PEPPOL-Ready E-Invoicing Service Agreement and Terms & Conditions

Effective Date: December 9, 2025

This PEPPOL-Ready E-Invoicing Service Agreement and Terms & Conditions (the "Agreement") is entered into by and between KNW Technology Consulting ("KNWTC", "we", "us", or "our"), located at [Insert Company Address, e.g., Kuala Lumpur, Malaysia], and you ("Client", "you", or "your"), the individual or entity accessing or using the PEPPOL-ready e-invoicing services described on our FAQ page at https://knw-technology-consulting.b12sites.com/faq-2-peppol (the "Service Page") and related services (collectively, the "Services").

By accessing the Service Page, submitting any form (e.g., PEPPOL-Ready On Demand Form), registering for a consultation, or otherwise using the Services, you agree to be bound by this Agreement. If you are entering into this Agreement on behalf of a company or other legal entity, you represent that you have the authority to bind such entity to these terms.

This Agreement incorporates by reference our Website Terms of Use (available at https://preview.b12.io/VisitorsAgreement) and Privacy Policy (available at https://preview.b12.io/privacy-policy). In the event of any conflict between this Agreement and those documents, this Agreement shall prevail with respect to the Services.

1. Description of Services

KNWTC provides consulting, implementation, and support services to help businesses achieve compliance with PEPPOL e-invoicing standards, including integration with Malaysia's MyInvois portal (mandatory for certain businesses by January 2026) and ASEAN equivalents such as Singapore's InvoiceNow and Thailand's ETA. The Services follow a five-phase roadmap:

• Phase 1: Assessment and Planning – Evaluation of your current setup, requirements analysis, and customized transition plan.

• Phase 2: System Setup and Integration – Deployment of secure cloud infrastructure (e.g., using PCoIP zero clients or secure browsers), integration with CRM/accounting tools (e.g., Xero, SAP), data migration, and blockchain/AI enhancements for automation and fraud detection.

• Phase 3: Registration and Configuration – Obtaining your unique PEPPOL ID, registration on the PEPPOL network and relevant portals, and configuration of UBL XML invoice formats.

• Phase 4: Testing and Training – End-to-end system testing, staff training, and change management to address adoption challenges.

• Phase 5: Go-Live and Monitoring – Launch of the e-invoicing system, ongoing optimization, real-time dashboards for performance tracking, and compliance audits (monthly portal checks and quarterly reviews).

Services are tailored for micro (1–5 users), small (6–10 users), medium (51–250 employees), large (501–50k+ employees), and mid-tier businesses in Malaysia and ASEAN, focusing on B2B/B2G transactions, cross-border royalties, SST compliance, and tax incentives (e.g., up to RM50,000 MSME deductions for 2024–2027).

Additional features include:

• AI-driven automation reducing errors by up to 90%.

• Blockchain for immutable records and enhanced security.

• Coordination with accredited Service Integrators (SIs) like Pagero or EDICOM to minimize API rejection risks (20–40%) and penalties (RM200–RM20,000 per invoice).

2. Acceptance of Services

To use the Services:

1. Complete the assessment form or schedule a free consultation via the Service Page.

2. Agree to this Agreement during registration.

3. Provide necessary business details for PEPPOL ID registration and system setup.

No technical expertise is required; our team handles configuration. Services commence upon execution of a Statement of Work (SOW) outlining scope, timelines, and deliverables for your specific engagement.

3. Fees and Payment

Fees for the Services are detailed in the applicable SOW and may include:

• One-time implementation fees (e.g., for Phases 1–4).

• Ongoing support subscriptions (comparable to standard SI rates of RM50–RM500/month, with optimizations for cost efficiency).

• Additional charges for custom CRM development, advanced analytics, or ad-hoc consulting.

All fees are exclusive of applicable taxes (e.g., SST). Payment terms: 50% upfront for implementation, balance upon go-live; monthly for subscriptions. Late payments accrue 1.5% interest per month. We reserve the right to suspend Services for non-payment after 30 days' notice.

Pricing is not listed on the Service Page and is provided post-assessment. Tax incentives and workflow optimizations may reduce effective costs.

4. Client Responsibilities

You agree to:

• Provide accurate information for registration and integration (e.g., business details, existing ERP data).

• Cooperate with our team during Phases 1–5, including participating in training and testing.

• Maintain compliance with applicable laws (e.g., PDPA for data protection, MyInvois mandates).

• Notify us promptly of any changes in your business structure or requirements.

• Use the Services only for lawful purposes and in accordance with PEPPOL guidelines.

You represent that you have the right to share any data provided to us and will obtain necessary consents.

5. Intellectual Property

KNWTC retains all rights, title, and interest in our tools, methodologies, dashboards, AI models, and any custom developments created under the Services (excluding your pre-existing data). You are granted a non-exclusive, non-transferable license to use the deliverables solely for your internal business operations during the term of this Agreement.

You grant us a limited license to use your data for providing the Services, compliance, and aggregated (anonymized) analytics.

6. Confidentiality

Each party agrees to protect the other's Confidential Information (e.g., business data, pricing, technical specs) disclosed during the engagement. This obligation survives termination for 3 years. Exceptions: information required by law or already public.

We use secure protocols (e.g., encryption, PCoIP) and comply with PDPA/ASEAN data standards.

7. Warranties and Disclaimers

We warrant that the Services will be performed in a professional manner consistent with industry standards and that any custom developments will substantially conform to the SOW for 90 days post-delivery.

EXCEPT AS EXPRESSLY STATED, THE SERVICES ARE PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. We do not guarantee 100% compliance with evolving regulations (e.g., MyInvois updates) or error-free performance, though we aim to minimize risks through audits and SI coordination.

You warrant that your use of the Services will not violate laws or third-party rights.

8. Limitation of Liability

To the maximum extent permitted by law, KNWTC's total liability under this Agreement shall not exceed the fees paid by you in the 12 months preceding the claim. Neither party shall be liable for indirect, consequential, incidental, or punitive damages, including lost profits, data loss, or business interruption, even if advised of the possibility.

We are not liable for penalties arising from your non-compliance (e.g., MyInvois fines) if due to your delay or inaccurate information.

9. Indemnification

You agree to indemnify and hold KNWTC harmless from claims arising from your misuse of the Services, inaccurate data provided, or violation of laws. We agree to indemnify you for claims that the Services infringe third-party intellectual property rights, subject to prompt notice and cooperation.

10. Term and Termination

This Agreement commences on the effective date and continues for the duration specified in the SOW (e.g., one-time project or annual subscription). Either party may terminate for material breach with 30 days' written notice if uncured. Upon termination:

• You shall pay all outstanding fees.

• We shall deliver any completed deliverables and cease using your data (subject to backups for 30 days).

Post-termination support may be available at standard rates.

11. Governing Law and Dispute Resolution

This Agreement is governed by the laws of Malaysia, without regard to conflict of laws principles. Any disputes shall be resolved exclusively in the courts of Kuala Lumpur, Malaysia. You agree to submit to such jurisdiction.

12. Miscellaneous

• Entire Agreement: This Agreement, including the SOW, constitutes the entire understanding and supersedes prior agreements.

• Amendments: Must be in writing and signed by both parties.

• Severability: Invalid provisions shall not affect the remainder.

• Force Majeure: Neither party liable for delays due to events beyond control (e.g., natural disasters, regulatory changes).

• Assignment: You may not assign without our consent; we may assign to affiliates.

• Notices: Sent via email or registered mail to the addresses provided.

• Cookies and Data: By using the Service Page, you consent to our use of cookies for analytics and user experience, as detailed in our Privacy Policy.

If you have questions, contact us at [Insert Contact Email/Phone, e.g., info@knw-technology-consulting.com].

Agreed and Accepted:

KNW Technology Consulting

By: _______________________________ Date: _______________

Name: [Authorized Signatory] Title: [e.g., Director]

Client

By: _______________________________ Date: _______________

Name: _____________________________ Title: ________________ Company: ________________________

This is a template Agreement tailored to the Services described on the specified page. It is provided for informational purposes and does not constitute legal advice. We recommend consulting a qualified attorney to customize it for your specific needs and ensure compliance with local laws. For a signed version or SOW, please contact KNWTC directly.

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