Terms of Service

Agreement

These Terms of Service ("Terms") govern access to and use of Expenz ("Service") provided by Providence Society ("we," "us," or "our"). By creating an account, accepting an invitation, or using the Service, you agree to these Terms.

If you use the Service on behalf of a company or other legal entity, you represent that you have authority to bind that entity, and "you" refers to that entity.

Service description

Expenz v1 provides web and mobile tools for expense capture, receipt upload, approval workflows, and posting approved expenses to QuickBooks Online as Purchase transactions.

Features not included in the current release — such as live card feeds, bank reconciliation, embedded payments, email or AI receipt intake, and full accounting reporting — are not part of the Service unless separately agreed in writing.

Accounts and workspaces

• Access is provided through authenticated accounts tied to a workspace (organization).
• Workspace owners and administrators are responsible for inviting users, assigning roles, and managing integrations such as QuickBooks Online.
• You are responsible for safeguarding your login credentials and for activity under your account.
• You must provide accurate information and keep account details current.

Acceptable use

You agree not to:

• Use the Service in violation of applicable law or third-party rights
• Upload malicious code, unlawful content, or material you lack rights to use
• Attempt to access another workspace's data or bypass security controls
• Reverse engineer, scrape, or abuse the Service in ways that impair reliability for others
• Misrepresent expenses, receipts, or approval actions

We may suspend or terminate access for conduct that risks the Service, other customers, or our providers.

Customer data and privacy

You retain ownership of expense records, receipts, and other content you submit ("Customer Data"). You grant us a limited license to host, process, and transmit Customer Data solely to provide and improve the Service, including syncing approved expenses to QuickBooks Online when authorized.

Our Privacy Policy describes how we handle personal information. For pilot and production workspaces, you are responsible for informing your users how their data is processed inside your organization.

QuickBooks and third-party services

QuickBooks Online and other third-party services are not controlled by us. Your use of those services is subject to their terms and pricing. We are not responsible for outages, API changes, or data handling by third parties, though we will use reasonable efforts to maintain compatible integrations.

Approved expenses are posted to QuickBooks as Purchase transactions. Corrections in QuickBooks after sync may require manual adjustment in QuickBooks unless a future release provides automated update support.

Fees

If you subscribe to a paid plan, fees and billing terms will be presented at purchase or in an order form. Unless otherwise stated, fees are non-refundable except where required by law. We may change pricing with reasonable notice for renewal periods.

Availability and support

We strive to keep the Service available and secure but do not guarantee uninterrupted or error-free operation. Maintenance, provider outages, or force majeure events may cause downtime. Support channels and response expectations for paid workspaces will be described in your onboarding materials or order form.

Disclaimer of warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT EXPENSE POSTING, TAX TREATMENT, OR ACCOUNTING OUTCOMES IN QUICKBOOKS WILL MEET YOUR REQUIREMENTS.

Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL, ARISING FROM OR RELATED TO THE SERVICE. OUR TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF THESE TERMS OR THE SERVICE WILL NOT EXCEED THE AMOUNTS YOU PAID US FOR THE SERVICE IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR ONE HUNDRED U.S. DOLLARS ($100) IF NO FEES WERE PAID.

Indemnification

You will defend and indemnify us against claims arising from your Customer Data, your use of the Service in violation of these Terms, or your violation of applicable law or third-party rights, except to the extent caused by our gross negligence or willful misconduct.

Term and termination

These Terms remain in effect while you use the Service. You may stop using the Service at any time. We may suspend or terminate access if you materially breach these Terms or if required for security or legal reasons. Upon termination, your right to access the Service ends; provisions that by nature should survive (including limitations of liability and indemnity) will survive.

Governing law

These Terms are governed by the laws of the State of Delaware, United States, without regard to conflict-of-law rules. Courts located in that jurisdiction will have exclusive venue for disputes arising from these Terms, except where prohibited by law.

Changes

We may modify these Terms from time to time. We will post the updated version on this page and update the effective date. Continued use after changes become effective constitutes acceptance of the revised Terms.

Contact

Questions about these Terms: support@expenz.app.