Terms of Service

Last Updated: February 23, 2026

1. Agreement to Terms

By accessing and using BookKeeper ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, please do not use our Service.

2. Description of Service

BookKeeper is a web-based bookkeeping application that helps freelancers and small businesses manage their financial records. The Service provides AI-powered receipt scanning and data extraction, bank statement imports, receipt-to-transaction matching, tax report generation, cloud storage integration (Google Drive, OneDrive, Dropbox), and CSV/PDF export capabilities.

3. User Accounts

When you create an account with us, you agree to:

  • Provide accurate and complete information
  • Maintain the security of your password
  • Notify us immediately of any unauthorized access
  • Be responsible for all activities under your account
  • Not share your account credentials with others

4. User Data and Privacy

Your use of the Service is also governed by our Privacy Policy. By using the Service, you consent to our collection and use of your data as described in the Privacy Policy.

We use industry-standard security measures to protect your data, including encryption and secure storage. However, no method of transmission over the internet is 100% secure.

5. Subscription & Billing

BookKeeper offers both free and paid subscription plans. Paid plans are billed through Stripe, our third-party payment processor.

  • Recurring Billing: Paid subscriptions are billed on a recurring monthly or yearly basis, depending on the plan selected. By subscribing, you authorize us to charge your payment method at each billing cycle.
  • Plan Changes: You may upgrade your plan at any time, with changes taking effect immediately. Downgrades take effect at the end of your current billing period.
  • Cancellation: You may cancel your subscription at any time through your account settings. Your access to paid features will continue until the end of your current billing period.
  • Refund Policy: We do not offer refunds for partial billing periods. If you cancel, you retain access to paid features until your current period ends.
  • Price Changes: We reserve the right to change subscription pricing. Existing subscribers will be notified at least 30 days before any price increase takes effect.

6. Credits & Usage

BookKeeper uses a credit-based system for AI-powered receipt processing.

  • Free Tier: New accounts receive a one-time allocation of free credits that never expire. Free credits are non-transferable.
  • Paid Credits: Paid plans include a monthly credit allocation that resets at the start of each billing period. Unused credits do not roll over.
  • Credit Usage: One credit processes one page. A single image (JPG, PNG) costs 1 credit. A multi-page PDF costs 1 credit per page (maximum 30 pages per file).
  • Exhausted Credits: When credits are exhausted, you may still view, edit, and export existing data, but you will be unable to process new receipts until credits reset or you upgrade.

7. Cloud Import

BookKeeper offers optional cloud import functionality that allows you to import receipt files directly from supported cloud storage providers.

  • Supported Providers: Google Drive, Microsoft OneDrive, and Dropbox.
  • OAuth Permissions: Cloud import requires you to grant BookKeeper read-only access to your cloud storage via OAuth. We only access files you explicitly select for import.
  • Data Access Scope: We do not browse, index, or store your cloud storage directory structure beyond what is necessary to display the file picker. Imported files are processed and stored within your BookKeeper account.
  • Revocation: You may revoke BookKeeper's access to your cloud storage at any time through your cloud provider's account settings.

8. Free Tier

The BookKeeper free tier provides limited access to the Service at no cost. Free tier accounts include a one-time credit allocation, access to core features (receipt scanning, transaction management, basic exports), and standard support. Free tier limitations include reduced credit allocation, no priority support, and limited access to premium features. We reserve the right to modify or discontinue the free tier at any time with reasonable notice.

9. Acceptable Use

You agree not to:

  • Upload content that is illegal, harmful, or violates any rights
  • Attempt to gain unauthorized access to our systems
  • Use the Service to distribute malware or spam
  • Interfere with or disrupt the Service or servers
  • Use automated means to access the Service without permission
  • Reverse engineer or attempt to extract source code

10. AI-Powered Features

Our Service uses artificial intelligence (Google Gemini) to extract data from receipts and bank statements. While we strive for accuracy, AI-extracted data may contain errors. You are responsible for reviewing and verifying all extracted data before relying on it for financial decisions.

11. Data Retention and Deletion

You retain ownership of all data you upload to the Service. You may delete your data at any time through the Service interface. Upon account deletion:

  • All your receipts, transactions, and associated data will be permanently deleted
  • Uploaded files in storage will be removed
  • Backups will be purged within 30 days

12. Service Availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

13. Intellectual Property

The Service, including its original content, features, and functionality, is owned by BookKeeper and is protected by international copyright, trademark, and other intellectual property laws.

14. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW, BOOKKEEPER SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, WHETHER INCURRED DIRECTLY OR INDIRECTLY, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES.

15. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.

16. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify users of any material changes via email or through the Service. Continued use of the Service after changes constitutes acceptance of the new Terms.

17. Termination

We may terminate or suspend your account and access to the Service immediately, without prior notice or liability, for any reason, including breach of these Terms. Upon termination, your right to use the Service will cease immediately.

18. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Province of British Columbia, Canada, without regard to its conflict of law provisions.

19. Contact Information

If you have any questions about these Terms, please contact us at:

Email: support@bookkeepers.cloud