Terms of Service

1. Definitions

• Customer — the business that subscribes to the Service.
• Users — the Customer's owner account, sub-accounts and any other individuals the Customer allows to use the Service.
• Vendors — suppliers the Customer invites to submit invoices, estimates or information through the vendor portal or by email.
• Customer Data — all data and documents submitted to the Service by or for the Customer, its Users or its Vendors, including invoices, purchase orders, goods receipts, vendor records and accounting setup.
• Third-Party Services — software not provided by BillsLinked that the Customer connects to the Service, such as an ERP or accounting system (for example QuickBooks Online or ERPNext) or email providers.

2. The Service

BillsLinked helps businesses receive, extract, match, approve and export supplier invoices. Depending on the plan and configuration, the Service may include an email inbox for invoices, automated extraction of invoice data from documents, purchase-order and goods-receipt matching, approval workflows, a vendor portal, and integration with the Customer's ERP or accounting system.

BillsLinked is not a payment platform and does not process or send payments.

We may change, improve or discontinue features from time to time. If we remove a feature that is material to your subscription, we will give reasonable notice where practical.

3. Accounts and access

1. Business accounts are set up by BillsLinked during onboarding. The Customer is responsible for all activity under its accounts.
2. Keep login credentials confidential and tell us promptly at [email protected] if you suspect unauthorized access.
3. The Customer is responsible for the Users and Vendors it invites, the permissions it grants them, and for removing access when it is no longer needed.
4. We may suspend access that we reasonably believe is compromised or is being used in breach of these Terms.

4. Subscriptions, trials and fees

1. Fees, plan limits and billing terms are set out in the Customer's order form, quote or subscription plan ("Order").
2. Unless the Order says otherwise, fees are payable in advance, are non-refundable, and exclude taxes, which the Customer is responsible for.
3. If payment is overdue, we will notify the Customer. If the overdue amount is not paid within 14 days of that notice, the Customer's account may be suspended and made inaccessible until payment is received.
4. Free trial access is provided as-is, for evaluation only, and may be ended by either party at any time.

5. Customer Data

1. Ownership. The Customer owns its Customer Data. These Terms do not transfer any ownership of Customer Data to BillsLinked.
2. Licence to us. The Customer grants us a limited licence to host, process, transmit and display Customer Data only as needed to provide, secure and support the Service and as instructed by the Customer.
3. Responsibility. The Customer is responsible for the accuracy and lawfulness of Customer Data and for having the rights and consents needed to submit it, including data about Vendors and their staff.
4. Automated extraction. The Service reads invoice documents using one of three invoice extraction tools, one of which uses AI. The tool used for a Customer depends on the Customer's country and data retention requirements. Extracted data can contain errors. The Customer must review extracted data before saving, approving or exporting it.
5. Export and deletion. Approved invoices can be exported to the Customer's ERP or accounting system during the subscription, and the Customer may ask us for a copy of its Customer Data before the subscription ends. If the Customer's subscription is cancelled, its account and all Customer Data stored in it will be deleted within 1 day of cancellation, except where we must keep it by law.

6. ERP and accounting integrations (including QuickBooks Online)

1. The Customer may connect the Service to a Third-Party Service such as QuickBooks Online or ERPNext. A connection is authorized by the Customer through the Third-Party Service's own sign-in or credentials, and can be disconnected at any time from the Customer's Business Profile in BillsLinked or from the Third-Party Service.
2. When connected, the Service accesses only the data needed to provide its features — for example vendors, chart of accounts, tax codes and purchase orders — so that records stay consistent between the two systems. From the connected system, BillsLinked stores purchase order numbers and their line item details, goods receipts, and chart of accounts (GL) codes and names, so that invoices can be matched and exported to the correct accounts. The Service creates draft bills or purchase invoices in the Customer's system only for approved invoices that are exported, either manually by a User or automatically if the Customer turns on auto-export. The Customer remains responsible for reviewing and posting those drafts.
3. Authorization tokens and credentials for Third-Party Services are stored encrypted and used only to operate the integration.
4. Use of a Third-Party Service is governed by that provider's own terms. We are not responsible for the availability, accuracy or changes of Third-Party Services, or for data once it is in them.
5. BillsLinked is not affiliated with, endorsed or sponsored by Intuit Inc. QuickBooks and QuickBooks Online are trademarks of Intuit Inc. Other product names are trademarks of their respective owners.

7. Vendors

1. Vendors who use the vendor portal or send invoices to a BillsLinked address agree to use the Service only to exchange documents and information with the Customer that invited them, and to follow section 8 (Acceptable use).
2. Vendors can see only the information a Customer makes available to them for submitting invoices, such as purchase order numbers. Vendors have no access to the Customer's ERP or accounting data, chart of accounts, integration settings or mappings.
3. Each Vendor is responsible for the accuracy of the invoices and documents it submits.

8. Acceptable use

The Customer, its Users and Vendors must not:

• use the Service in breach of any law, or to submit fraudulent, infringing or malicious content;
• attempt to access another customer's data, or probe, scan or test the Service's security without our written permission;
• interfere with or overload the Service, or reverse-engineer it except where the law allows;
• resell or provide the Service to third parties except as agreed in an Order.

9. Intellectual property

We and our licensors own the Service, including its software, design and content. Subject to these Terms and payment of fees, we grant the Customer a non-exclusive, non-transferable right to use the Service for its internal business purposes during the subscription. If you send us feedback, we may use it without obligation to you.

10. Confidentiality

Each party will keep the other's non-public information confidential, use it only to perform under these Terms, and protect it with at least reasonable care. This does not apply to information that is public through no fault of the receiving party, already known to it, independently developed, or that must be disclosed by law.

11. Privacy and security

Our handling of personal data is described in our Privacy Policy. We use reasonable technical and organizational measures to protect Customer Data, including encryption of integration credentials and separation of each customer's data.

12. Availability and support

We aim to keep the Service available and to provide support at [email protected] on business days. Planned maintenance and events outside our reasonable control may cause interruptions. Any service-level commitments apply only if set out in an Order.

13. No professional advice

The Service is a software tool. It does not provide accounting, tax or legal advice. Tax amounts, matching results and exported drafts should be reviewed by the Customer or its advisers.

14. Disclaimers

Except as expressly stated in these Terms, the Service is provided "as is" and "as available". To the extent permitted by law, we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement, and we do not warrant that the Service will be error-free or uninterrupted.

15. Limitation of liability

To the extent permitted by law:

1. neither party is liable for indirect, incidental, special or consequential damages, or for lost profits, revenue or data, however caused; and
2. each party's total liability arising out of these Terms is limited to the fees paid or payable by the Customer for the Service in the 12 months before the event giving rise to the claim.

These limits do not apply to the Customer's payment obligations, the Customer's obligations under section 16 (Indemnity), or liability that cannot be limited by law.

16. Indemnity

The Customer will defend and indemnify BillsLinked against third-party claims arising from Customer Data or from the Customer's use of the Service in breach of these Terms or the law.

17. Term and termination

1. These Terms apply for as long as the Customer uses the Service. Subscriptions run for the term in the Order and renew as stated there.
2. Either party may terminate for material breach that is not cured within 30 days of written notice.
3. The Customer may cancel its subscription at any time. Fees already paid are not refunded, unless the Order says otherwise.
4. On cancellation or termination, access to the Service ends and Customer Data is deleted as described in section 5.5. Download or export anything you need before cancelling. Sections 5.5, 9, 10 and 13 to 20 survive termination.

18. Changes to these Terms

We may update these Terms. We will post the updated version on this page with a new "Last updated" date and, for material changes, notify Customers by email or in the Service at least 30 days before they take effect. Continued use after that date means acceptance of the updated Terms.

19. General

These Terms, together with any Order and the Privacy Policy, are the entire agreement between the parties about the Service. If an Order conflicts with these Terms, the Order prevails. Neither party may assign these Terms without the other's consent, except to a successor of its business. If any provision is unenforceable, the rest remains in effect. Failure to enforce a provision is not a waiver.

20. Governing law

These Terms are governed by the laws of Pakistan, and the courts of Pakistan have exclusive jurisdiction, unless the Customer's Order says otherwise.

21. Contact

Questions about these Terms can be sent to [email protected] or through our Contact Us page. Our Privacy Policy is available at billslinked.com/privacy.