PAYMENT POLICY
Effective Date: 20 Sep 2026
Last Updated: 20 Sep 2026
This Payment Policy explains the payment terms applicable to orders placed with Urban Flame through urbanflame.net, phone, WhatsApp, email, quotation, purchase order, or any other mutually accepted business communication channel.
Urban Flame is a B2B manufacturer and wholesale supplier of candles, including designer candles, scented candles, decorative candles, pillar candles, soy wax candles, customised candles, private-label candles, and other gifting candle products.
By placing or confirming an order with Urban Flame, the customer agrees to the applicable payment terms communicated in the quotation, proforma invoice, order confirmation, or other written communication.
Our Payment Process
ADVANCE TO CONFIRM → PRODUCTION / PROCESSING → FULL PAYMENT → DISPATCH
Depending on the nature of the order, an advance payment may be required to confirm the order and/or begin production.
The complete remaining balance or full payment must be received and verified before goods are dispatched or released, unless Urban Flame has expressly agreed otherwise in writing.
1. Order Confirmation
An enquiry, discussion, product selection, quotation, or request for pricing does not by itself constitute a confirmed order.
An order may be considered confirmed after the required order details, commercial terms, product specifications and, where applicable, advance payment have been received and accepted by Urban Flame.
Urban Flame may request confirmation of quantities, designs, fragrances, colours, packaging, labels, delivery details, billing details, GST information, or other relevant requirements before accepting or processing an order.
For customised or private-label orders, additional approvals may be required before production begins.
2. Advance Payment
Urban Flame operates primarily on an advance-payment basis.
Depending on the product, quantity, customisation, order value, production requirements, or other commercial considerations, an advance payment may be required to confirm an order.
The amount of advance required, where applicable, will be communicated separately through the quotation, proforma invoice, order confirmation, or other written communication.
No fixed advance percentage should be assumed unless specifically stated by Urban Flame for the particular order.
Payment of an advance does not override any product specification, MOQ, production, availability, dispatch, or other terms applicable to the order.
Professional review recommended: The treatment of advances for accounting, GST, cancellation, and refund purposes should be reviewed by a qualified accountant or tax professional.
3. Balance Payment
Where an advance payment has been made, the remaining balance must be paid in accordance with the payment terms communicated for the order.
Unless Urban Flame expressly agrees otherwise in writing, the complete outstanding balance must be received and verified before the goods are dispatched, handed over, or otherwise released to the customer or their authorised transporter/representative.
Customers should arrange balance payments in sufficient time to avoid delays in dispatch.
4. Full Payment Before Dispatch
Urban Flame generally follows a strict full-payment-before-dispatch policy.
This means:
Order Confirmation / Required Advance → Production or Processing → Complete Balance Payment → Payment Verification → Dispatch
Goods will generally not be dispatched or released while any payment remains outstanding, unless Urban Flame has expressly approved different payment terms in writing.
Completion of production does not automatically mean that goods will be dispatched if payment is still pending.
Urban Flame may hold completed goods until the applicable full payment has been received and verified.
5. Customised Orders
Customised products are manufactured or prepared according to the customer’s specific requirements and may therefore have separate payment and approval conditions.
Customisation may include, without limitation, colours, fragrances, candle designs, shapes, jars or containers, labels, branding, packaging, gift presentation, or other customer-specific requirements.
Production of a customised order may begin only after:
- the required specifications and details have been provided;
- necessary designs, samples, artwork, labels, packaging, or other elements have been approved where applicable; and
- the required advance payment has been received and verified.
Customised orders may also be subject to minimum order quantities (MOQ), feasibility, material availability, packaging availability, production capacity, and other mutually communicated requirements.
The payment terms applicable to a customised order may differ depending on the product, quantity, design, materials, packaging, and level of customisation.
The complete applicable balance must be paid before dispatch unless otherwise expressly agreed by Urban Flame in writing.
Professional legal review recommended: Custom-made goods can involve specific cancellation, refund, and acceptance considerations. These provisions should be reviewed alongside Urban Flame’s Cancellation & Refund Policy.
6. Private Label Orders
Private-label orders may involve customer-specific branding, labels, packaging, artwork, product specifications, or other requirements.
Urban Flame may require the applicable advance payment and final approvals before beginning production, printing, labelling, packaging, procurement, or other order-specific work.
Payment requirements for private-label orders may vary depending on the nature and size of the order.
The customer is responsible for providing accurate and authorised branding, artwork, trademarks, text, declarations, and other materials supplied for private-label production.
Unless otherwise expressly agreed in writing, the complete outstanding payment must be received and verified before private-label goods are dispatched or released.
Professional legal review recommended: Trademark, labelling, packaging, regulatory compliance, and intellectual-property responsibilities for private-label products should be reviewed by an appropriate legal/regulatory professional.
7. Taxes / GST
Prices may be subject to applicable GST, taxes, duties, or other statutory charges as required under applicable law.
Whether a quoted price includes or excludes GST should be determined from the relevant quotation, invoice, or written commercial terms.
Customers requesting a GST invoice must provide complete and accurate billing and GST details, where applicable.
GST Details: [INSERT DETAILS, IF REQUIRED]
Professional accounting/tax review recommended: GST rates, invoicing requirements, place-of-supply rules, advances, transport charges, and other tax treatment should be confirmed by Urban Flame’s accountant or GST professional.
8. Quotation Validity
Prices, product availability, raw-material costs, packaging costs, freight, taxes, production schedules, and other commercial factors may change.
Each quotation will remain valid according to the validity stated on that quotation or as otherwise communicated by Urban Flame.
Quotation Validity: [INSERT DETAILS, IF YOU WANT A STANDARD PERIOD]
Where no validity period is specified, customers should reconfirm the price and availability with Urban Flame before making payment.
Payment made after a quotation has expired or after commercial conditions have changed does not automatically guarantee acceptance of the order on the previous terms.
9. Payment Verification
A payment may be treated as received only after it has been successfully credited and/or verified by Urban Flame.
Customers may be requested to provide transaction details, payment references, receipts, or other reasonable proof of payment.
Sharing a payment screenshot or transaction reference does not necessarily constitute final confirmation if the funds have not been successfully received or verified.
Production, processing, or dispatch may remain on hold until the applicable payment is verified.
Accepted Payment Methods: [INSERT DETAILS]
10. Failed or Delayed Payments
If a payment fails, is reversed, remains pending, is declined, or is otherwise not successfully received, Urban Flame may place the order, production, processing, or dispatch on hold.
Any production or dispatch timeline communicated may be affected by delays in receiving or verifying payment.
Urban Flame will not be responsible for delays resulting from payment-processing issues outside its reasonable control.
Where an outstanding balance remains unpaid, Urban Flame may continue to hold the goods and withhold dispatch until payment is completed, subject to the agreed terms and applicable law.
11. Bank / Transaction Charges
Any bank charges, transfer charges, payment-processing charges, intermediary bank charges, or similar transaction costs, where applicable, will be handled according to the payment terms communicated for the relevant order.
Applicable Transaction-Charge Terms: [INSERT DETAILS, IF APPLICABLE]
Customers should ensure that the amount received by Urban Flame satisfies the amount payable under the relevant invoice or agreed commercial terms.
No additional fee or charge should be assumed unless it has been communicated or is otherwise applicable under the agreed payment method or law.
12. Payment Disputes
If a customer believes there is an error in an invoice, payment amount, payment status, or outstanding balance, the customer should contact Urban Flame promptly with the relevant order and transaction information.
Urban Flame may request supporting documents such as invoices, payment receipts, transaction references, bank confirmation, or other relevant records.
Both parties should attempt to resolve payment discrepancies using their respective payment and order records.
A disputed payment does not automatically require Urban Flame to dispatch goods while an amount remains outstanding, unless otherwise agreed in writing or required by applicable law.
13. Cancellations, Refunds and Advance Payments
Payment of an advance does not automatically mean that the amount is refundable in every circumstance.
Whether an advance, balance payment, or other amount is refundable will depend on factors such as the nature of the order, production status, customisation undertaken, materials procured, approvals given, work already completed, applicable agreed terms, and applicable law.
Customised and private-label orders may have different cancellation and refund conditions because products, labels, packaging, materials, or other components may have been prepared specifically for the customer.
Any cancellation or refund request will be handled according to Urban Flame’s applicable Cancellation & Refund Policy, the specific order terms, and applicable law.
Customers are advised to review the Cancellation & Refund Policy before confirming customised or private-label orders.
Professional legal/accounting review recommended: The circumstances in which advances are refundable, non-refundable, adjustable, or subject to deductions should be clearly aligned with Urban Flame’s Cancellation & Refund Policy and applicable Indian law.
14. Changes to Payment Terms
Urban Flame may update its general payment terms from time to time.
However, payment terms specifically agreed in writing for an accepted order may continue to apply to that order, subject to the applicable agreement and law.
Where special credit, payment, or dispatch terms are agreed for a customer, such terms should be expressly confirmed by Urban Flame in writing.
No verbal statement should be treated as a modification of written payment terms unless subsequently confirmed by Urban Flame through an authorised written communication.
Professional legal review recommended: Review this clause against your actual quotation, invoice, purchase-order acceptance, and contract process.
15. Contact Us
For questions regarding payments, invoices, outstanding balances, order confirmation, or payment verification, please contact:
Urban Flame
Website: urbanflame.net
Email: [INSERT EMAIL ADDRESS]
Phone: [INSERT PHONE NUMBER]
WhatsApp: [INSERT WHATSAPP NUMBER]
Business Address: [INSERT BUSINESS ADDRESS]
Business Hours: [INSERT DETAILS, IF REQUIRED]
When contacting us regarding a payment, please provide your name/company name, order or invoice reference, payment date, amount, and transaction reference where applicable.
Important Summary
Urban Flame’s standard payment process is:
ADVANCE TO CONFIRM
↓
PRODUCTION / PROCESSING
↓
COMPLETE BALANCE / FULL PAYMENT
↓
PAYMENT VERIFICATION
↓
DISPATCH / RELEASE OF GOODS
Unless Urban Flame expressly agrees otherwise in writing, goods will generally not be dispatched or released with an outstanding payment balance.
Professional Review Notice
This Payment Policy is intended to communicate Urban Flame’s commercial payment practices in clear language. It should not be treated as a substitute for professional legal, tax, GST, or accounting advice.
Before publishing, Urban Flame should have the final policy reviewed by an Indian legal professional and, where relevant, a Chartered Accountant or GST professional, particularly the provisions relating to advance payments, GST on advances, customised/private-label orders, cancellations, refunds, outstanding payments, invoices, transaction charges, and dispute handling.