Terms & conditions.

1. Who Can Use PaidInvoice

You must be at least 18 years old and able to form a legally binding contract to use the Service. If you are using PaidInvoice on behalf of a business, you confirm that you have the authority to bind that business to these Terms, and “you” refers to both you and that business.

2. Your Account

• You must provide accurate, current and complete information when creating an account, and keep it up to date.
• 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 support@paidinvoice.com if you suspect unauthorised use of your account.
• We may suspend or terminate accounts that provide false information, violate these Terms, or are used for fraudulent or unlawful activity.

3. Description of the Service

PaidInvoice is a software tool that helps freelancers, agencies and small businesses create, send and track invoices. Features may include (depending on your plan): invoice creation via forms, voice input or AI assistance; invoice templates; client management; payment links and online payment collection; recurring invoices; quotes and estimates; status tracking (paid, viewed, sent, overdue); reporting; and data export for accounting purposes. Not all features are available on every plan, and features may be added, changed or removed over time as described in Section 15.

4. The Free Invoice Generator

We provide a free invoice generator that can be used without creating an account. Invoices created this way are generated in your browser for your convenience; we do not guarantee that data entered into the free generator is stored, backed up, or recoverable, and we recommend downloading or saving your invoice immediately. Using the free generator does not create a PaidInvoice account and does not entitle you to features reserved for registered users.

5. Plans, Subscriptions & Billing

• Free plan: A free-forever tier is available with limited monthly invoices and features, as described on our pricing page at the time.
• Paid plans (Starter, Pro, Business): Paid subscriptions are billed in advance on a monthly or annual basis, as selected at checkout, via our third-party payment processor.
• Free trials: We may offer a free trial period (e.g. 14 days) for paid plans. Unless you cancel before the trial ends, your subscription will automatically convert to a paid subscription and your chosen payment method will be charged.
• Automatic renewal: Subscriptions renew automatically at the end of each billing period unless cancelled before the renewal date.
• Price changes: We may change subscription prices from time to time. We will give you reasonable advance notice before any price increase takes effect on your next renewal.
• Taxes: Prices may be exclusive of applicable taxes (such as VAT), which will be added where required by law.

6. Cancellations & Refunds

You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of your current billing period, and you will retain access to paid features until that date. Except where required by law, fees already paid are non-refundable, including for partial billing periods, unused features, or early cancellation. We may, at our discretion, offer refunds on a case-by-case basis.

7. AI-Generated Content & Accuracy

PaidInvoice offers optional AI-assisted and voice-assisted invoice creation tools that interpret your input (typed or spoken) to pre-fill invoice details such as client information, line items, quantities and amounts. These tools are provided to save you time, but they are not infallible.

• You are responsible for reviewing every AI-generated or voice-generated invoice for accuracy — including amounts, client details, tax and totals — before sending it or relying on it.
• We do not guarantee that AI-generated content will be error-free, complete, or suitable for your specific legal, tax or accounting requirements.
• Voice input is processed to generate your invoice and is not retained as an audio recording after processing, as described in our Privacy Policy.

8. Payments & Third-Party Payment Processors

Where you use PaidInvoice to accept online payments from your clients, payment processing is provided by third-party payment processors (such as Stripe). We do not store your clients' full card details on our servers. Your use of online payment features is also subject to the applicable payment processor's own terms and policies. We are not responsible for the acts, omissions, or availability of any third-party payment processor.

9. Your Content & Responsibilities

“Your Content” means any information you input into the Service, including business details, client details, invoice line items, logos, templates and notes. You retain ownership of Your Content. By using the Service, you grant us a limited licence to host, store, process and display Your Content solely to provide and improve the Service.

• You warrant that you have the right to use and share any client data, logos, or other material you upload.
• You are solely responsible for the accuracy, legality and appropriateness of the invoices and content you create and send using the Service.
• You are responsible for complying with any laws applicable to your own invoicing, tax and record-keeping obligations. PaidInvoice is a tool, not a substitute for professional accounting or legal advice.

10. Acceptable Use

You agree not to use the Service to:

• Send fraudulent, misleading, or fictitious invoices, or issue invoices for goods or services not actually provided;
• Violate any applicable law or regulation, including tax, consumer protection, and anti-money-laundering laws;
• Infringe the intellectual property, privacy, or other rights of any third party;
• Upload viruses, malicious code, or attempt to gain unauthorised access to the Service or other users' data;
• Reverse engineer, scrape, or resell the Service without our written permission;
• Use the Service to harass, defraud, or spam any person.

We reserve the right to suspend or terminate any account used in violation of this section, without refund.

11. Referral Program

Where we offer a referral or affiliate program, participation is subject to any additional referral terms published in-app (such as commission rates, eligibility and payout conditions). We may change, suspend, or end the referral program, or adjust rewards, at any time. We reserve the right to withhold or reclaim referral rewards obtained through fraudulent, abusive, or self-referral activity.

12. Intellectual Property

The Service, including its software, design, templates, mascot, branding, and underlying technology, is owned by PaidInvoice or its licensors and is protected by intellectual property laws. Except for the limited licence to use the Service as intended, nothing in these Terms transfers any intellectual property rights to you. You may not copy, modify, distribute, sell, or lease any part of the Service without our prior written consent.

13. Third-Party Services

The Service may integrate with or link to third-party services (such as payment processors, accounting software, or communication providers). We are not responsible for the content, accuracy, or practices of third-party services, and your use of them is subject to their own terms and privacy policies.

14. Data Protection & Privacy

Our collection and use of personal data is described in our privacy policy, which forms part of these Terms. By using the Service, you also agree to our Privacy Policy and Cookie Policy.

15. Changes to the Service

We are constantly improving PaidInvoice. We may add, change, or discontinue features, or impose limits on certain features, at any time. We will use reasonable efforts to notify you of material changes that significantly affect your use of a paid plan.

16. Termination

You may stop using the Service and delete your account at any time. We may suspend or terminate your access to the Service, with or without notice, if we reasonably believe you have breached these Terms, engaged in fraudulent or unlawful activity, or if required to do so by law. On termination, your right to use the Service ends immediately; certain provisions of these Terms (including Sections 9, 12, 18, 19, 20 and 21) survive termination.

17. Service Availability

We aim to keep the Service available at all times but do not guarantee uninterrupted or error-free operation. The Service may be unavailable from time to time due to maintenance, updates, or factors outside our control.

18. Disclaimers

The Service is provided “as is” and “as available”, without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will meet your requirements, be error-free, or that any invoice, report, or AI-generated content will be accurate or complete. PaidInvoice is not a substitute for professional accounting, tax, or legal advice, and we recommend consulting a qualified professional for such matters.

19. Limitation of Liability

To the maximum extent permitted by law, PaidInvoice and its officers, employees and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or business opportunity, arising out of or in connection with your use of the Service. Our total aggregate liability arising out of or relating to these Terms or the Service shall not exceed the greater of (a) the amount you paid us in the 12 months preceding the claim, or (b) £100. Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for death, personal injury caused by negligence, or fraud.

20. Indemnification

You agree to indemnify and hold harmless PaidInvoice and its officers, employees and agents from any claims, damages, losses, liabilities and expenses (including reasonable legal fees) arising out of your use of the Service, your breach of these Terms, or your violation of any law or third-party right, including any dispute arising from an invoice you create or send using the Service.

21. Governing Law & Disputes

These Terms are governed by the laws of England and Wales, without regard to conflict of law principles. Any dispute arising out of or relating to these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales, save that we may seek injunctive relief in any competent jurisdiction to protect our intellectual property or confidential information.

22. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or via an in-app notice before the changes take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

23. General

• If any provision of these Terms is found unenforceable, the remaining provisions will remain in full effect.
• Our failure to enforce any right or provision of these Terms is not a waiver of that right or provision.
• You may not assign or transfer your rights under these Terms without our consent; we may assign these Terms in connection with a merger, acquisition, or sale of assets.
• These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire agreement between you and PaidInvoice regarding the Service.

24. Contact Us

If you have any questions about these Terms, please contact us at support@paidinvoice.com or write to us at [registered business address].