Neurathm Payment and Delivery Process

Last Updated: May 31, 2025

1. Introduction

This document outlines the standard payment and delivery procedures for services provided by Neurathm Inc. ("Neurathm," "we," or "our") to customers. This document supplements our Terms of Service and should be read in conjunction with it.

2. Payment Methods

2.1 Accepted Payment Methods

Neurathm accepts the following payment methods:

• Credit/Debit Cards: Visa, Mastercard, American Express, UnionPay
• Bank Transfers/Wire Transfers: Available for enterprise customers and large payments
• Third-party Payment Processors: All online payments are processed through Stripe

2.2 Supported Currencies

We primarily accept payments in the following currencies:

• United States Dollar (USD)
• Chinese Yuan (CNY)
• Euro (EUR)

Other currencies may incur conversion fees, depending on your payment method and banking institution.

3. Payment Processes by Service Type

3.1 AI PaaS/SaaS Subscriptions

3.1.1 Payment Timing

• Monthly Subscriptions: Charged at the beginning of the subscription period and every 30 days thereafter until canceled
• Annual Subscriptions: Charged for the full year at the beginning of the subscription period and every 12 months thereafter until canceled

3.1.2 Automatic Renewal

• All subscriptions are set to not automatically renew by default
• You may opt-in to enable automatic renewal in your account settings
• We will send renewal reminders at least 7 days before the renewal date

3.1.3 Service Activation

• After successful payment processing, SaaS services are typically activated within minutes
• You will receive a confirmation email with access instructions

3.1.4 Usage-Based Billing

• Components beyond subscription limits (e.g., API calls, data storage) are billed in arrears or require pre-purchased credits
• Detailed package structures and overage fees are specified in your subscription agreement

3.2 AI Strategy and Consulting Services

3.2.1 Standard Payment Structure

For consulting services, we typically employ the following payment structures:

• Small Projects (valued under $10,000 USD):

  • 50% upfront payment, prior to project commencement
  • 50% final payment, upon submission of final deliverables

• Medium Projects (valued $10,000 - $50,000 USD):

  • 30% upfront payment, prior to project commencement
  • 40% mid-term payment, upon reaching major milestone(s)
  • 30% final payment, upon submission of final deliverables

• Large Projects (valued over $50,000 USD):

  • Payment according to specific milestones defined in the Statement of Work (SOW)
  • Typically includes an initiation payment and multiple milestone payments associated with deliverables

3.2.2 Delivery Timeline

• Initial Analysis and Recommendations: Typically within 2-4 weeks after project initiation
• Mid-term Reports and Assessments: Depending on project size, typically within 4-8 weeks after project initiation
• Final Deliverables: Depending on project complexity and scope, typically within 8-16 weeks after project initiation

All specific delivery dates will be clearly defined in the Statement of Work (SOW).

3.3 Custom AI Model Development

3.3.1 Milestone Payment Structure

Custom AI model development projects typically follow this milestone payment structure:

1. Project Initiation (20%): After SOW signing, before project commencement
2. Requirements Analysis & Design Completion (15%): After requirements documentation and model architecture approval
3. Data Collection & Preparation Completion (20%): After dataset preparation and approval
4. Initial Model Prototype (15%): After first working prototype demonstration
5. Model Optimization & Testing (15%): After performance test report submission
6. Final Delivery & Deployment (15%): After model deployment and acceptance testing

3.3.2 Delivery Timeline

Typical timeline for custom AI model development includes:

• Requirements Analysis & Design: 2-4 weeks
• Data Collection & Preparation: 4-8 weeks (depending on data availability and complexity)
• Model Development & Initial Training: 6-12 weeks
• Testing, Optimization & Fine-tuning: 4-8 weeks
• Deployment & Integration: 2-4 weeks

Overall project duration is typically 4-8 months, depending on model complexity, data availability, and project scope.

3.4 Data Analysis, Processing, and Annotation Services

3.4.1 Payment Options

• Project-based Pricing: Fixed fee for defined scope, potentially with milestone-based payments
• Time-based Pricing: Hourly or daily rates for ongoing or variable scope work
• Unit-based Pricing: Per-item pricing (e.g., per annotated image, per processed record)

3.4.2 Payment Schedule

Payment schedule depends on project size and duration:

• Small Projects: 50% upfront, 50% upon completion
• Medium/Large Projects: Milestone-based payments aligned with deliverables
• Ongoing Services: Monthly billing based on time spent or units processed

3.5 Enterprise Services and Custom Agreements

For enterprise customers, we offer customized payment and delivery terms, which will be detailed in Master Service Agreements (MSA) and Statements of Work (SOW). These may include:

• Customized payment schedules and terms
• Specific Service Level Agreements (SLAs)
• Extended support and maintenance terms
• Custom intellectual property arrangements

4. Invoicing Process

4.1 Invoice Generation

• SaaS Subscriptions: Invoices are automatically generated at the time of each payment processing
• Consulting and Development Projects: Invoices are generated prior to each payment milestone

4.2 Invoice Delivery

All invoices will be sent via email to your registered email address and will be available for viewing in your customer portal.

4.3 Payment Terms

Unless otherwise specified, standard payment terms for all invoices are:

• SaaS Subscriptions: Immediate payment (via automated billing)
• Consulting and Development Projects: Within 15 days of invoice date

4.4 Invoice Content

All invoices include:

• Service description and period
• Itemized fees and charges
• Applicable taxes
• Payment instructions
• Reference numbers

5. Delivery Processes by Service Type

5.1 AI Strategy and Consulting Services

Delivery typically includes:

• Reports and presentations as defined in the SOW
• Workshops and training sessions
• Strategic recommendations and implementation roadmaps

Delivery methods include:

• Secure portal downloads
• Email (for non-sensitive materials)
• On-site presentations

5.2 Custom AI Model Development

Delivery typically includes:

• Model code and APIs as defined in the SOW
• Documentation and training materials
• Knowledge transfer sessions

Access is provided through:

• Secure repositories (e.g., Git)
• API keys and access credentials
• Deployment to customer environments

5.3 Data Analysis, Processing, and Annotation

Delivery typically includes:

• Processed data sets
• Analysis reports
• Annotated data sets

Delivery methods include:

• Secure file transfer protocols (SFTP)
• Secure cloud storage links
• APIs for automated data exchange

5.4 AI PaaS/SaaS

Access is provided upon successful payment/registration through:

• Web interfaces
• API access keys
• Downloadable software components (if applicable)

Ongoing service delivery is governed by the applicable Service Level Agreement (SLA).

6. Acceptance Standards and Process

6.1 Deliverable Acceptance Criteria

Acceptance criteria for all deliverables will be clearly defined in the relevant agreement (SOW or subscription terms). These typically include:

• Functional requirements
• Performance metrics
• Quality standards
• Compatibility requirements
• Documentation requirements

6.2 Acceptance Process

1. Delivery: Neurathm submits deliverables
2. Acceptance Period: Customer has 5-10 business days (depending on deliverable complexity) for review
3. Feedback: Customer provides written acceptance or detailed modification requests
4. Revisions: If needed, Neurathm makes necessary modifications
5. Final Acceptance: Customer confirms final acceptance

6.3 Acceptance Delays

If the customer does not provide feedback within the acceptance period, deliverables will be deemed accepted unless an extension to the acceptance period has been agreed upon in writing beforehand.

7. Milestone Management (for Projects)

7.1 Milestone Definition

Clear definition of milestones with Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) criteria is essential for project success. Each milestone includes:

• Specific deliverables and outcomes
• Measurable success criteria
• Timeline and dependencies
• Responsible parties

7.2 Milestone Tracking

We use project management tools (potentially leveraging AI-enhanced tracking capabilities) to monitor milestone progress. Regular updates are provided according to the communication plan established at project initiation.

7.3 Milestone Changes

Any changes to milestones must be documented and approved by both parties through a formal change control process. Impact on timeline, cost, and scope will be assessed before approval.

8. Key Considerations and Compliance

8.1 Critical Importance of Milestone Definition

For project-based services (consulting, custom development), poorly defined milestones are a leading cause of payment and delivery disputes. Milestones must be specific, verifiable, and mutually agreed upon in the SOW. Vague milestones (such as "Phase 1 Complete") lead to disagreements about whether work is truly complete and whether payment should be triggered.

8.2 Alignment of Payment and Delivery

Payment schedules should closely track value delivery, especially in longer-term projects. Milestone payments accomplish this, reducing risk for both Neurathm (ensuring payment for completed work) and customers (paying according to progress). Large upfront payments increase customer risk, while payment only upon final completion increases Neurathm's risk. Milestone billing aligns cash flow with project progress, builds trust, and provides checkpoints to address issues before they escalate.

8.3 Automation for Scalability

For SaaS and potentially standardized data services, automated invoice generation, payment processing, and service provisioning are critical for scalability and efficiency. Manual billing and service configuration for large numbers of subscription customers is inefficient and error-prone. Automated systems (integrated billing/payment gateways, cloud provisioning) effectively handle volume, ensure timely collections, and provide a smoother customer experience.

9. Contact Us

If you have any questions about our payment or delivery processes, please contact us:

Neurathm Inc.
30 N Gould St Ste N
Sheridan, WY 82801
United States

Email:

• Billing inquiries: [email protected]
• Delivery inquiries: [email protected]