Terms of Service

1. The Service

InvoiceFlow is a cloud-based invoicing and financial management tool designed for freelancers, sole traders, and small businesses primarily operating in the United Kingdom. The Service includes, but is not limited to:

• Invoice and quote creation, management, and delivery
• Expense tracking and categorisation
• Client management
• Financial reporting (Profit & Loss, client reports)
• Making Tax Digital (MTD) VAT return preparation support
• Bank transaction reconciliation (via Open Banking)
• Client Portal for invoice viewing and online payment
• Data backup and export functionality
• AI-assisted features (financial insights, auto-fill, payment reminders)

Features may vary by subscription plan. We reserve the right to add, modify, or remove features at any time with reasonable notice.

2. Eligibility and Account Registration

To use InvoiceFlow, you must:

• Be at least 18 years of age
• Have the legal capacity to enter into binding contracts under the laws of England and Wales
• Be acting on your own behalf or be duly authorised to act on behalf of a business
• Provide accurate, complete, and up-to-date information when registering

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately at electrictradesolutions@invoiceflow.uk if you suspect any unauthorised access to your account.

We reserve the right to refuse registration or terminate accounts at our discretion, particularly in cases of suspected fraud, abuse, or violation of these Terms.

3. Subscription Plans and Billing

3.1 Plans and Pricing

InvoiceFlow is offered on a paid subscription basis. Current plan:

• InvoiceFlow — £14.99/month

All prices are in GBP. VAT will be applied where required by UK law. Prices are subject to change with 30 days' notice.

3.2 Billing and Renewal

• Subscriptions are billed monthly in advance through Stripe
• Your subscription automatically renews each month unless cancelled before the renewal date
• By subscribing, you authorise us to charge your payment method on a recurring basis

3.3 Cancellation

• You may cancel your subscription at any time through the App's Settings page or by contacting us
• Cancellation takes effect at the end of the current billing period. You will retain full access until then
• No refunds are provided for unused portions of a billing period, except where required by the Consumer Rights Act 2015 or other applicable UK law

3.4 Failed Payments

If a payment fails, we will notify you and may suspend access to the Service until payment is successfully processed. After a reasonable period of non-payment, we reserve the right to terminate your account, with prior notice.

4. Licence to Use the Service

Subject to these Terms and payment of applicable subscription fees, Electric Trade Solutions Ltd grants you a limited, non-exclusive, non-transferable, revocable licence to access and use InvoiceFlow for your own internal business purposes during the term of your subscription.

You may not:

• Copy, reproduce, distribute, or publicly display the App or any part of it
• Reverse engineer, decompile, disassemble, or attempt to derive the source code of the App
• Modify, adapt, translate, or create derivative works based on the App
• Resell, sublicense, transfer, or share access to the Service with third parties
• Use the Service to develop a competing product or service
• Scrape, harvest, or extract data from the Service through automated means
• Attempt to circumvent, bypass, or interfere with any security measures or access controls

5. Your Data and Content

5.1 Ownership

You retain full ownership of all data, content, and information you input into InvoiceFlow ("Your Data"), including invoices, client details, expenses, and financial records.

5.2 Licence to Us

You grant us a limited, non-exclusive licence to store, process, and transmit Your Data solely as necessary to provide the Service. We will not access Your Data for any other purpose.

5.3 Your Responsibilities

You are solely responsible for:

• The accuracy, legality, and completeness of data you enter
• Ensuring you have a lawful basis to store your clients' personal data within the App
• Maintaining appropriate backups of Your Data independently of the App
• Ensuring your use of the App complies with all applicable laws, including UK GDPR obligations towards your clients

5.4 Data Portability and Export

You may export Your Data at any time using the App's built-in export and backup features. Upon account closure, we recommend downloading your data before termination.

6. Intellectual Property

InvoiceFlow® (registered UK trademark UK00004347223), including its design, code, branding, trademarks, logos, and all content created by us, is the exclusive intellectual property of Electric Trade Solutions Ltd and is protected by UK and international copyright and intellectual property laws.

Nothing in these Terms transfers any intellectual property rights to you beyond the limited licence expressly granted above. Any feedback, suggestions, or improvements you provide may be used by us without restriction or compensation to you.

7. Acceptable Use Policy

You agree to use InvoiceFlow only for lawful business purposes. You must not use the Service to:

• Engage in any unlawful, fraudulent, deceptive, or criminal activity
• Create or send fraudulent invoices or financial documents
• Upload, transmit, or distribute malicious code, viruses, or harmful content
• Violate any applicable law or regulation, including UK GDPR, the Computer Misuse Act 1990, or the Fraud Act 2006
• Impersonate any person, business, or entity
• Attempt to gain unauthorised access to any system, data, or account
• Conduct any activity that could damage, overload, or impair the Service's infrastructure
• Use the Service in any manner that could bring us or InvoiceFlow into disrepute

We reserve the right to immediately suspend or terminate your account without notice if we reasonably believe you have violated this Acceptable Use Policy. We may also report such activity to relevant authorities.

7A. User Responsibility and Assumption of Risk

By using InvoiceFlow, you acknowledge and assume full responsibility for:

• Accuracy of data: All information you input, including client details, financial figures, and tax data, is your sole responsibility. We do not verify the accuracy, completeness, or legality of any data you store
• Compliance with law: You warrant that your use of the Service complies with all applicable laws and regulations, including but not limited to UK GDPR, the Data Protection Act 2018, the Income Tax Acts, VAT Regulations, and Companies House filing requirements
• Tax obligations: You are solely responsible for ensuring all tax returns, VAT submissions, and statutory filings to HMRC are accurate and submitted on time. We provide tools only; we do not provide tax advice
• Professional advice: You acknowledge that InvoiceFlow is a software tool, not a substitute for professional accountancy, legal, or tax advice. You should consult qualified professionals for your specific circumstances
• Data security: You are responsible for protecting your login credentials and account security. We are not liable for unauthorised access due to your negligence
• Business decisions: You accept full responsibility for any business decisions made based on reports, analyses, or data generated by InvoiceFlow
• Regulatory compliance: If your jurisdiction requires specific handling of financial records, client data, or regulatory reporting, you are solely responsible for ensuring the App meets those requirements

8. Tax and Financial Advice Disclaimer

InvoiceFlow provides tools to help you manage your finances, generate invoices, track expenses, and prepare information for tax purposes. The App does not constitute professional financial, legal, accountancy, or tax advice.

• All financial reports, tax summaries, and MTD-related outputs are generated based on the data you input and are for informational purposes only
• You remain solely responsible for the accuracy of any tax returns, VAT submissions, or financial filings submitted to HMRC or any other authority
• Electric Trade Solutions Ltd accepts no liability for penalties, assessments, or losses arising from incorrect or incomplete data or reliance on outputs from the App
• You should always consult a qualified accountant or tax adviser for professional advice specific to your circumstances

9. Third-Party Integrations

The Service integrates with third-party services including Stripe (payments), Resend (email), OpenAI (AI processing), Google (AI processing), and HMRC's MTD API. Your use of these integrations is also subject to those providers' own terms and policies. We are not responsible for the performance, availability, or conduct of third-party services.

10. Service Availability and Modifications

We aim to keep InvoiceFlow available 24 hours a day, 7 days a week, but we do not guarantee uninterrupted or error-free access. We may:

• Carry out scheduled or emergency maintenance, which may cause temporary unavailability
• Modify, update, add, or remove features, with reasonable notice where possible
• Discontinue the Service with at least 30 days' written notice to active subscribers (during which data export will remain available)

We are not liable for any loss caused by unavailability or modification of the Service, except to the extent required by law.

11. Limitation of Liability

To the maximum extent permitted by applicable UK law:

• The Service is provided "as is" and "as available", without warranties of any kind, express or implied, including fitness for a particular purpose, merchantability, or non-infringement
• We make no warranty that the Service will be uninterrupted, error-free, secure, or meet your specific business requirements
• We are not liable for any indirect, incidental, special, consequential, or punitive loss arising from your use of or inability to use the Service, including (but not limited to) loss of profits, loss of revenue, loss of data, loss of goodwill, business interruption, cost of substitute services, or reputational harm
• Our total aggregate liability to you in any 12-month period shall not exceed the total subscription fees you paid to us in that same period. If you have paid nothing, our liability is £0
• These limitations apply whether the liability arises in contract, tort (including negligence), statute, or otherwise, and whether or not we have been advised of the possibility of such loss

Nothing in these Terms excludes or limits our liability for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation by us
• Any other liability that cannot be excluded or limited under UK law

12. Indemnification

You agree to indemnify, defend, and hold harmless Electric Trade Solutions Ltd and its directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including legal fees) arising from: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any third-party rights, including privacy rights; or (d) any content or data you submit to the Service.

13. Termination

By you: You may close your account and cancel your subscription at any time via the Settings page or by contacting us.

By us: We may suspend or terminate your access immediately and without notice if you breach these Terms, engage in illegal activity, or fail to pay subscription fees. We may also terminate the Service on 30 days' notice for any other reason.

On termination, your licence to use the Service ends. You should export any data you wish to retain before closure. We will retain your data in accordance with our Privacy Policy and applicable legal obligations.

14. Changes to These Terms

We may update these Terms from time to time. For material changes, we will provide at least 14 days' notice by email and/or in-app notification before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms. If you do not agree to the changes, you must cancel your subscription before the effective date.

15. Governing Law and Disputes

These Terms are governed by the laws of England and Wales. Any disputes arising from or relating to these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before pursuing formal legal action, we encourage you to contact us at electrictradesolutions@invoiceflow.uk to seek an informal resolution.

16. General Provisions

• Entire Agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and us regarding the Service
• Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force and effect
• Waiver: Failure to enforce any provision does not constitute a waiver of that right
• Assignment: You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations without restriction
• No Partnership: Nothing in these Terms creates any partnership, joint venture, agency, or employment relationship between you and us

17. Contact Us

• Electric Trade Solutions Ltd
• Company Number: 17055534
• Trademark: InvoiceFlow® (UK00004347223)
• Email: electrictradesolutions@invoiceflow.uk
• Support: electrictradesolutions@invoiceflow.uk
• Website: www.invoiceflow2026.uk