Terms and conditions

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1. Services

Invoice Universe is an online service for creating quotes and invoices, collecting signatures and payments, and tracking what you are owed. We may improve, change or withdraw features. If a change removes something important you pay for, we will tell you at least 30 days before, and you may cancel without charge.

2. Free trial

New accounts get 30 days of the Premium plan free. No payment is taken during the trial. We email you 7 days and 1 day before it ends. If you don't choose a plan, your account becomes read-only, so you can still view and download everything.

3. Plans, billing and minimum term

• Monthly plans are billed monthly in advance and have a minimum term of 12 months. After that they continue month to month.
• Yearly plans are paid for 12 months in advance.
• Prices are shown on our pricing page. [VAT is added at 20% where it applies.]
• You can upgrade at any time. The difference is charged for the rest of the current period. Downgrades take effect at the next renewal.

4. Automatic renewal and reminders

Your plan renews automatically at the end of each term so your quotes, invoices and client links keep working. Automatic renewal is switched on when you subscribe. You can turn it off at any time in Settings, Subscription, and your plan will then end at the end of the current term.

We email the account owner:

• 4 weeks and 1 week before a yearly plan renews, or before the 12-month minimum term of a monthly plan ends, with the date and the amount;
• once your plan has renewed, to confirm the new end date, with a receipt;
• 7 days and 1 day before a free trial ends;
• before any payment if a price is changing or your card is about to expire.

5. Price changes

• We review our prices once a year. Any increase takes effect no more than once in any 12-month period, on your plan's anniversary date or renewal date.
• An increase will not be more than [the UK Consumer Prices Index (CPI) rate published for the previous December plus 3 percentage points] / [10%].
• We will tell you by email, and in the app, at least 30 days before the new price applies.
• If you don't want to pay the new price, you can cancel before it takes effect. You won't pay the higher price or any early-exit charge, even during a minimum term.
• Promotional prices end on the date stated in the offer, after which the normal price applies.

6. Payment

• We take payment by [Direct Debit or card] on your billing date.
• If a payment fails, we will retry and email you. If it is still unpaid 14 days later, we may make your account read-only until it is paid. If it is unpaid after 30 days, we may close it.
• Fees are not refundable, except where this agreement or the law says otherwise.

7. Cancellation

a) Cooling-off period for consumers

If you are a consumer (not acting for your business), you can cancel within 14 days of subscribing, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. If you ask us to start the service during that time, we may charge for the days used.

b) How to cancel

Cancel online in Settings, Subscription, or email mail@invoiceuniverse.com. We confirm your cancellation by email within one working day.

c) When it takes effect

• Free trial: immediately, with no charge.
• Monthly plans in the 12-month minimum term: at the end of the minimum term. Monthly fees remain payable until then.
• Monthly plans after the minimum term: 30 days after you cancel.
• Yearly plans: at the end of the year you have paid for. If you turn off automatic renewal, there is nothing more to pay.
• After a price-rise notice: see section 5. No early-exit charge applies.

d) After cancelling

Your account becomes read-only for 90 days so you can download your quotes, invoices, accountant exports and a full backup. After 90 days we delete your data, except records we must keep by law, which are deleted when that duty ends.

8. Referral rewards

Referral rewards are only for yearly subscribers. If a business you refer registers with your link or code (entered when they sign up) and pays for a yearly plan, you and that business each receive [one] free month, added to your next renewal. Each business can receive no more than 2 referral rewards in any 12 months. Rewards have no cash value and can't be transferred. We may withhold rewards for self-referrals or misuse, and may change or end the scheme for future referrals with notice on this page.

9. Your responsibilities

• Keep your account details accurate and your password secure. Turn on two-step login where offered. You are responsible for everything done under your login and by the team members you add.
• Use the service lawfully and only for your business.
• Check that your quotes, invoices, VAT returns and other records meet the tax and legal rules that apply to you. You are responsible for what you create, approve and send, including anything prepared with the AI assistant or imported from a file.
• Check payment status against your bank. The dashboard and reports are a guide and are not a substitute for your accounts.
• Keep your own backups and business records for as long as the law requires (in the UK, usually at least 6 years).

10. Your data is confidential

• Everything you put into Invoice Universe (your clients, quotes, invoices, costs, price list, files and settings) is confidential to your company. Only you and the users you add to your account can see it.
• Nobody else can see your data, including Invoice Universe staff, unless you authorise it. If our support team needs to look at your account to help you, we ask first by email. Access is only given when an account administrator approves it, is read-only, lasts only for the days you choose and can be withdrawn at any time. Every access is logged and shown to you in Settings › Data and privacy.
• Our IT developer works on the service and can see technical logs and problem reports, but not your clients, quotes, invoices, costs or bank details.
• The only exceptions are where the law requires us to disclose information (for example a court order), and then only what is required. Where the law allows, we will tell you first.
• We do not sell your data, use it for advertising or use it to train AI models.

11. Your data and backups

• We store and back up your data in the UK. See GDPR and UK hosting.
• For data about your own clients, you are the data controller and we are your processor. Our privacy policy and data processing terms apply.
• We back up the service every night, but backups are a safeguard, not a guarantee. You must keep your own copies: download an encrypted backup regularly and, if you wish, connect your own drive. We are not responsible for data you have not backed up.
• Imports replace nothing without your confirmation, and a restore point is kept before each import, but you must check imported data.
• Automatic error reports are only sent if you allow them. They contain technical details, not your clients' or invoice details.

12. Service availability

We aim for the service to be available at all times, but cannot promise it will be uninterrupted or error-free. We plan maintenance outside UK working hours where possible and give notice of planned downtime.

13. Intellectual property

The software and website belong to us. Your content belongs to you. You give us permission to store and process it only to provide the service to you.

14. No professional advice; service provided as is

• Invoice Universe is a software tool. It does not give accounting, tax, legal or financial advice. VAT returns, tax packs, reports, templates, FAQs and guides are prepared from the information you enter and are for your convenience only. Check them with a qualified accountant or adviser before you rely on them or submit anything to HMRC or any other authority.
• Apart from the promises in these terms, the service is provided "as is" and "as available", and we exclude all other warranties and conditions to the extent the law allows.

15. AI assistant and third-party services

• The AI assistant and automatic reading of receipts and bank statements suggest answers and drafts. They can be wrong. Nothing is sent or recorded until you review and confirm it, and you are responsible for checking it.
• Payment providers (such as Stripe, PayPal or GoCardless), cloud drives, accounting software and other services you connect are provided by those companies under their own terms. We are not responsible for their services, fees, availability or for payments they handle. Money paid by your clients goes directly to your provider account; we never hold it.

16. Limitation of liability

As far as the law allows, we are not liable for: indirect or consequential loss; loss of profit, revenue, business, goodwill or opportunity; loss or corruption of data you have not backed up; errors in documents, returns or reports you create, import or approve; tax, penalties or interest charged to you; missed or late payments by your clients; or the acts of third-party services you connect. Our total liability in any 12 months is limited to the fees you paid us in the previous [12] months. Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot be limited by law. If you are a consumer, nothing in these terms affects your statutory rights.

17. Your indemnity

If you are a business, you agree to cover our reasonable losses and costs from claims by third parties (including your clients) arising from the content you create or send using the service, or from your breach of these terms or of the law.

18. Suspension and termination by us

We may suspend or close your account if you seriously breach these terms, fail to pay (see section 6) or misuse the service. Except in urgent cases, we will warn you first and give you the chance to put things right and download your data.

19. Complaints

If you are unhappy with our service, please follow our complaints procedure. We acknowledge complaints within 2 working days and give a full reply within 14 days.

20. Accepting these terms and changes

You accept these terms when you create your account, and again each time your plan renews (the version in force on the renewal date applies). We will email you at least 30 days before any important change and ask you to accept the new terms in the app. If you don't agree, you can cancel before the change takes effect without any early-exit charge.

21. Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. If you are a consumer living in Scotland or Northern Ireland, you may also bring a claim in your local courts. If you are a consumer outside the UK, you keep any protections that the law of your country says cannot be removed by contract.

Prices, currency and tax. Prices are charged in the currency you choose when you subscribe. Tax (VAT, GST or sales tax) is added where we must collect it.

Whole agreement. These terms, our privacy policy and data processing terms are the whole agreement between us. If any part is found unenforceable, the rest still applies.

22. Contact

[Registered company name], [registered office address]. Email mail@invoiceuniverse.com.