Terms & Conditions

1. Acceptance of Terms

The individual who submits the registration form on behalf of an Organization represents and warrants that they possess the legal authority to bind that Organization to these Terms.

Approvdit records the policies accepted, the policy version, and the date and time of acceptance at the moment of registration. This record constitutes evidence of the Organization's agreement.

If the Organization does not agree to these Terms, it must not register for, request access to, or use the Service.

2. Definitions

3. Description of the Service

The Service is a multi-tenant software-as-a-service platform for the submission, routing, and approval of bills and invoices. Core functionality comprises:

• Dynamic, multi-step approval workflows with version control
• Centralized vendor master data, including verified bank details
• Request submission with automated bank-detail population
• An approval engine with Approve, Reject, Hold, Ping, and Smart Revoke actions
• A tamper-evident, hash-chained audit trail
• Analytics dashboards, bottleneck alerts, and report exports
• Optional integrations (Section 5)

Approvdit may enhance, add, or modify features of the Service. Material reductions to core functionality shall be announced no fewer than thirty (30) days in advance. Current feature documentation is maintained in the Approvdit Knowledge Base.

4. Plans & Pricing

All prices are stated in United States Dollars (USD) and exclude applicable taxes and bank transfer charges.

Approvdit may modify pricing upon thirty (30) days' advance written notice. Price modifications shall not apply to billing periods already paid. Where Approvdit increases Subscription fees by more than fifteen percent (15%) in a single change, the Organization may terminate the Subscription without penalty during the notice period, and access shall continue until the end of the then-paid billing period.

5. Integrations & Add-Ons

The Service supports the following integrations, delivered through Approvdit's secure in-house architecture:

• Native Google Sheets Sync — in-house integration, +$49/month, activated from Organization Settings
• Accounting platform integrations — QuickBooks, Zoho, Odoo, and similar platforms, delivered through Approvdit's secure webhook architecture; priced by custom quote
• Webhook API — direct, secure integration with the Organization's internal systems

The Organization's responsibilities with respect to integrations:

• The Organization shall maintain its own accounts with third-party platforms (Google, QuickBooks, Zoho, Odoo) and is responsible for all associated fees
• The Organization shall comply with the terms of service of such third-party platforms
• The Organization is responsible for the OAuth credentials and connections it authorizes
• Data is transmitted to an integrated platform only upon the Organization's express instruction, as described in the Privacy Policy

Approvdit does not operate or control third-party platforms. Where a third party modifies, restricts, or discontinues its interfaces, Approvdit shall use commercially reasonable efforts to restore integration functionality but shall not be liable for the acts or omissions of third parties.

6. Billing & Payment

• Invoices. Approvdit shall issue an invoice, with a PDF copy attached, on the final calendar day of each Billing Month (the 30th or 31st, or the final day of February) to the registered owner email address
• Payment deadline. Payment is due no later than the fifth (5th) day of the following calendar month
• Method. Payment shall be made by bank transfer using the payment details stated on the invoice. Card payments via Stripe may be introduced upon notice
• Undelivered invoices. The Organization is responsible for maintaining a valid billing email address and shall report non-receipt of any monthly invoice within three (3) business days of the expected issue date
• Grace period. Where payment fails due to a demonstrable bank error, transfer delay, or documented system issue, the Organization may request a grace period of up to ten (10) days by notifying [email protected] within three (3) business days of learning of the payment failure. Approvdit shall grant such grace periods in good faith
• Taxes. Applicable taxes and bank transfer charges are borne by the Organization
• Annual plans. Annual Subscriptions are invoiced and payable in advance for the full year. Approvdit shall issue a renewal notice to the registered owner email address no fewer than thirty (30) days before the end of the annual period; renewal terms carry the refund window set out in Section 14 and the Approvdit Refund Policy

7. Free Trial

Approvdit offers a three (3) day free trial. No payment method is required, and no obligation to subscribe arises from trial use.

Upon expiry of the trial period, the account shall be deactivated unless a Subscription is activated. Approvdit reserves the right to delete trial data following deactivation.

Trial accounts may be subject to functional limitations relative to paid Subscriptions.

8. Accounts, Users & Security

• The Organization shall provide accurate and complete registration information and shall maintain its accuracy
• The Organization is responsible for all actions taken by its Users
• Two-factor authentication (TOTP) is mandatory for all accounts
• Login credentials and 2FA devices shall remain confidential
• The Organization shall notify [email protected] without undue delay upon becoming aware of any unauthorized access to any account
• User invitation links expire seven (7) days after issuance

9. Acceptable Use

The Organization and its Users shall not:

• Use the Service for any unlawful purpose or in violation of applicable law
• Reverse engineer, decompile, or attempt to derive the source code of the Service
• Share a single account or credentials between multiple individuals
• Scrape, resell, or commercially offer the Service to third parties
• Interfere with, overload, or circumvent the security of the Service
• Upload malicious files or content

Approvdit may investigate suspected violations and may suspend accounts where a violation has occurred or is reasonably suspected, subject to the notice and cure provisions of Section 14.

10. Customer Data, Ownership & Intellectual Property

The Organization retains all right, title, and interest in its data, including requests, invoices, vendor records, bank details, and audit trails. Approvdit processes such data solely in its capacity as Data Processor under the Privacy Policy.

The Organization grants Approvdit a limited, non-exclusive, non-transferable license to host and process its data for the sole purpose of delivering the Service.

Approvdit retains all right, title, and interest in the Service, including its software, design, documentation, workflows, and trademarks. No ownership rights are transferred to the Organization; the Organization receives only the limited right to use the Service during an active Subscription or trial.

11. Audit Trail Integrity

Every action taken on a request within the Service is permanently recorded in a hash-chained audit trail. Under normal operations, these records cannot be edited or deleted by any party, including the Organization's Administrators and Approvdit personnel. The Smart Revoke function preserves the original record and appends a corrective entry; the trail remains unbroken.

The Organization acknowledges and accepts this immutable design, which exists to preserve compliance and evidentiary integrity.

Where Approvdit is compelled by law, court order, or regulatory mandate to delete or modify audit records, Approvdit shall: (a) provide written notice to the Organization unless legally prohibited from doing so; (b) document the reason and legal authority for the action; (c) preserve cryptographic evidence of the deletion or modification; and (d) cooperate with affected regulatory authorities as required.

12. Service Levels & Availability

• Uptime commitment. Approvdit commits to a monthly Service uptime of 99%, measured on a calendar-month basis. Scheduled maintenance, third-party infrastructure failures, force majeure events, and failures attributable to the Organization's own systems or connectivity are excluded from the calculation
• Scheduled maintenance. Maintenance windows shall be announced at least forty-eight (48) hours in advance by email or in-app notice and shall, wherever practicable, be scheduled outside standard business hours
• Service credits. Where monthly uptime falls below 99%, the Organization shall be entitled to a service credit equal to five percent (5%) of the monthly Subscription fee for each full 0.1% by which uptime fell short of the commitment, up to a maximum of one hundred percent (100%) of that month's fee. Credits shall be applied to the next invoice or issued as a refund where the Subscription is ending
• Sole remedy. Service credits constitute the sole and exclusive remedy for failure to meet the uptime commitment, subject to the carve-outs set out in Section 15
• Backups. Organization data is backed up weekly using GPG-encrypted off-site storage

13. Security & Breach Notification

Approvdit maintains the following security measures in respect of the Service:

• TLS encryption on all connections; AES encryption at rest for bank details, OAuth tokens, and 2FA secrets, with key separation
• Hash-chained, tamper-evident audit trail
• Mandatory two-factor authentication and brute-force lockout protection
• Instant session termination upon account deactivation
• Seven (7) day invitation link expiry and new-device login alerts
• Role-based access control (Administrator, Auditor, User)
• Weekly GPG-encrypted off-site backups

In the event of a confirmed security breach affecting Organization data, Approvdit shall:

• Assess the severity of the incident within twenty-four (24) hours of detection
• Notify affected Organizations within seventy-two (72) hours of initial detection of a confirmed security breach
• Provide the nature of the incident, the categories of data involved, the remediation measures undertaken, and recommended corrective actions

This section supplements, and is consistent with, Section 11 of the Privacy Policy.

14. Suspension & Termination

Suspension for non-payment. Where payment has not been received by the deadline stated in Section 6, and no grace period applies, Approvdit may suspend the account. A suspended account loses all access to the Service until the outstanding amount is received.

Termination for cause. Approvdit may terminate the Subscription for material breach of these Terms. "Material Breach" means: (a) non-payment of Subscription fees for more than five (5) days beyond the deadline stated in Section 6; (b) repeated violations of Section 9 (Acceptable Use) within a twelve (12) month period; or (c) a security breach, malware, or illegal activity attributable to the Organization or its Users. "Repeated violations" means two (2) or more substantive breaches within a twelve (12) month period, following written notice of the first violation. Before termination or suspension for breach, Approvdit shall provide the Organization with five (5) business days' written notice and an opportunity to cure, except where the violation involves illegal activity, a security breach, or malware attributable to the Organization or its Users.

Termination for convenience. The Organization may cancel at any time. Access shall continue until the end of the then-paid billing period.

Refunds. Approvdit's Refund Policy is available at https://approvdit.com/refunds and is incorporated into these Terms by reference. In summary: monthly Subscription fees are non-refundable. Annual Subscriptions are eligible for a full refund within fifteen (15) days of the start of the annual term; after the fifteen (15) day window, annual Subscription fees are non-refundable, as set out in the Refund Policy.

Data retention following termination. Following termination, Organization data is retained for thirty (30) days and is thereafter permanently deleted. Encrypted backup copies shall be purged within a further thirty (30) days, consistent with the Privacy Policy.

Data export. A complete export of Organization data in JSON or CSV format shall be provided within five (5) business days of a written request to [email protected]. Exports remain available for one hundred eighty (180) days following account termination. After one hundred eighty (180) days, Approvdit may delete exports, provided that the underlying Organization data has been purged in accordance with the data retention provisions of this section.

15. Disclaimers & Limitation of Liability

Disclaimer of warranties. The Service is provided on an "as is" and "as available" basis. To the fullest extent permitted by applicable law, Approvdit disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

Approval decisions and fraud. Approvdit assumes no responsibility for verifying, validating, auditing, or detecting fraud related to Organization data, including but not limited to: invoice accuracy, vendor legitimacy, payment instruction authenticity, bank account verification, or detection of fraudulent payments. The Organization is solely responsible for: (a) implementing segregation of duties and internal controls; (b) verifying all vendor identity and payment instructions; (c) detecting and preventing fraud, forgery, and payment manipulation; and (d) authorizing all payments executed through the Service. Approval decisions and all payments made pursuant to the Organization's workflows remain the sole responsibility of the Organization and its Users.

Limitation of liability. Subject to the carve-outs below, Approvdit's aggregate liability arising out of or relating to the Service shall not exceed the total Subscription fees paid by the Organization in the twelve (12) months preceding the event giving rise to the claim. Neither party shall be liable for indirect, incidental, special, or consequential damages, including lost profits or lost data, subject to the carve-outs below.

The limitations and exclusions in this section shall not apply to claims arising from the four uncapped categories listed above. Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law.

Claim deadline. All claims arising out of these Terms or the Service must be brought within twelve (12) months of the event giving rise to the claim, or within the minimum period permitted by applicable law, whichever is longer. Claims brought after this deadline are permanently barred.

16. Indemnification

By the Organization. The Organization shall indemnify, defend, and hold harmless Approvdit from and against third-party claims arising out of: (a) the Organization's data or content; (b) acts or omissions of the Organization's Users; or (c) the Organization's breach of these Terms.

By Approvdit. Approvdit shall indemnify, defend, and hold harmless the Organization from and against third-party claims that the Service, as provided by Approvdit and used in accordance with these Terms, infringes any patent, trademark, or copyright, provided that the Organization: (a) notifies Approvdit in writing within thirty (30) days of becoming aware of the claim; (b) grants Approvdit sole control of the defense and settlement; and (c) provides reasonable cooperation at Approvdit's expense. This obligation does not apply to claims arising from modifications to the Service made by parties other than Approvdit, or from use of the Service in violation of these Terms.

17. Changes to These Terms

Approvdit may update these Terms from time to time. Material changes shall be notified by email to the registered owner email address no fewer than fourteen (14) days before taking effect.

Continued use of the Service after the effective date constitutes acceptance of the updated Terms. Earlier versions are available upon written request.

18. General Provisions

Severability. If any provision of these Terms is found invalid or unenforceable, it shall be reformed to the minimum extent necessary to make it valid, or, if reformation is impossible, severed from these Terms. The remaining provisions shall survive and continue in full force.

Entire agreement. These Terms, together with the Approvdit Privacy Policy, the Approvdit Refund Policy, and any executed Data Processing Addendum, constitute the entire agreement between the parties with respect to the Service. No purchase orders, statements of work, or prior agreements shall override these Terms.

Confidentiality. Each party shall maintain the confidentiality of the other party's proprietary information. Approvdit shall treat Organization data as confidential. The Organization shall protect Approvdit's platform architecture, source code, and security design as trade secrets.

19. Contact & Governing Law