LedgerBee Terms & Conditions

The following terms apply when you use our services.
They are written in clear, concise language and arranged in bullet points for easier reading.

1. Acceptance and definitions

• By using our services, you accept these terms and any documents referenced by them.
• We may update the terms occasionally.
  We will notify you before changes take effect.
• LedgerBee is the trading name of LedgerBee Technologies A/S, a Danish company (insert CVR number and address).
• Service means the cloud‑based accounting and subscription platform provided by LedgerBee.
• User means you and anyone you authorise to access your account.
• Order Form  means the signed subscription order or an electronic confirmation (e.g. via LedgerBee.com, HubSpot or other approved ordering system) that lists the modules selected, usage allowances, billing frequency and pricing. It forms part of this Agreement and takes precedence over general pricing information.
• Modules – the key components of the Service.
  • Billing & Finance Module provides invoicing, e‑invoicing, quotes, payment status, bookkeeping, bank reconciliation, VAT reporting, dimensions, accruals, accounts payable and receivable.
  • Subscription Management Module automates subscription creation, usage‑based billing, invoicing, revenue recognition, SaaS metrics and integrations.
  • Unico is our AI accounting service that posts documents, applies accounting policies, learns from your chart of accounts and automates workflows.
  • Extended Bank Integration is an add‑on that offers richer reconciliation data and vendor payment services directly from LedgerBee.
    To use this add‑on, you must have a separate agreement with your bank.
    Your bank may charge additional fees, and you are responsible for those fees.
    We may introduce new modules over time and will update this section accordingly.
• Metrics – the measurements used to calculate your fees.
  • Document means an incoming invoice or receipt.
    Documents imported from integrations that do not require scanning are not counted.
  • Job means a single step executed by Unico, such as posting a receipt or creating an accrual.
  • Monthly Recurring Revenue (MRR) refers to your recurring subscription income used to calculate fees for the Subscription Management Module.

2. Access and use

• We grant you a non‑exclusive, non‑transferable licence to use the Service for your internal business purposes.
• You are responsible for all activity on your account, including actions by authorised users.
• Do not share login credentials or resell access to others.
• You may not reverse‑engineer, disrupt, overload, scrape or use the Service for illegal purposes.
• We may suspend or terminate access if you breach these obligations or fail to pay fees.

3. Modules, metrics and fair usage

• You may purchase modules individually or together.
• The Order Form specifies which modules you have selected and the usage allowances for documents, users and MRR.
• If you exceed the included number of documents or users in the Billing & Finance Module, additional per‑document and per‑user fees will apply.
• Subscription Management fees are calculated based on your MRR.
  If your MRR changes by more than ±10 % compared with the previous period, we may adjust your fee or move you to a different tier.
• Unico requires a monthly fee for maintaining the AI accounting policy.
  You also pay a per‑job rate, which decreases as the volume of jobs increases.
• The Extended Bank Integration is an add‑on.
  It provides deeper bank feeds for reconciliation and allows vendor payments directly from the Service.
  To enable this add‑on, you must grant us permission to connect to your bank.
  Your bank may charge additional fees, and you are responsible for those fees.

4. Subscription and payment terms

• Your subscription begins on the date of order confirmation.
• The Order Form states whether you pay monthly, quarterly or annually.
• You may lock your price by paying annually upfront.
  The locked price applies to the agreed usage and package; if your usage exceeds the allowance or you add modules, the price will be adjusted accordingly for the next year.
• Fees are billed in advance and are non‑refundable once the service period has started.
• You must maintain a valid payment method.
• Payment is due within the period stated on your invoice (typically eight days).
• Late payments accrue interest at the rate stated on your invoice.
• Repeated non‑payment allows us to suspend access until all amounts are settled.
• When you add modules or exceed your allowances, we will update your Order Form and apply new fees from the next billing period.

5. Price adjustments

• We may change our general pricing or package contents with reasonable notice.
  Notice will usually run to the end of your current billing period.
• Each year we adjust fees using the Danish net price index (or a comparable inflation benchmark) with a minimum increase of 2 %.
  We commit to avoid large increases like the 8–12 % annual raises seen at some competitors.
• Changes to your specific Order Form take effect only after we notify you.
• If you do not accept a price change, you may terminate your subscription at the end of the current term.

6. Support and service availability

• We provide support according to your subscribed plan.
• We aim to maintain high availability but may perform scheduled maintenance.
• We are not liable for interruptions caused by events beyond our control (see force majeure).

7. Data and privacy

• You are the data controller for the personal data you enter into the Service.
• LedgerBee acts as a data processor and processes data only to provide the Service.
• ou must enter into our Data Processing Agreement (DPA) at https://ledgerbee.com/dpa. By signing the Order Form or completing online signup, you agree to the DPA, which forms part of these Terms.
• We may use anonymised and aggregated data to improve our services and train our AI models, unless you opt out where permitted by law.
  We will never use your identifiable data to train third‑party models without your consent.
• For Unico, AI models may produce suggestions that require human review.
  You remain responsible for verifying the correctness of accounting entries.

8. Confidentiality

• Both parties agree to keep confidential information secret.
• Confidential information includes non‑public business, technical or financial information.
• We may disclose confidential information if required by law or a court order.

9. Intellectual property

• All intellectual property rights in the Service remain with LedgerBee and its licensors.
• You may not copy, modify or create derivative works of the Service.
• You retain ownership of your data and grant us a licence to use it for the purpose of providing the Service.

10. Cancellation and termination

• You may cancel a monthly subscription with one month’s notice or an annual subscription with three months’ notice before renewal.
• We may terminate the agreement for material breach, repeated late payment or misuse.
• Upon termination, your access will end at the close of the current billing period.
• We will delete your data 90 days after termination unless we are legally required to keep it.

11. Limitation of liability and indemnification

• Our total liability for any claim is limited to the fees you have paid in the three months immediately preceding the claim.
• We are not liable for indirect or consequential losses such as lost profits or data.
• You agree to indemnify us against claims arising from your misuse of the Service, illegal activities or infringement of third‑party rights.

12. Third‑party services

• The Service may rely on third‑party providers (e.g., banks, payment gateways, AI providers).
• We are not responsible for issues caused by third‑party services.
• Separate terms may apply between you and a third‑party provider, such as your bank for the Extended Bank Integration.
• The Service may include third‑party or open‑source software components. These components are licensed under their own terms, and by using the Service you agree to comply with those licence terms.

13. Force majeure

• Neither party is liable for delays or failures caused by events outside their reasonable control, such as natural disasters, war, strikes, pandemics or internet outages.
• If an event of force majeure lasts more than thirty days, either party may terminate the agreement.

14. Governing law and disputes

• This agreement is governed by Danish law.
• Disputes must be brought before the courts of Denmark, venue Herning.
• If any provision is unenforceable, the remaining provisions stay in effect.

15. Brand transition notice

LedgerBee Technologies A/S trades under the name LedgerBee.
This notice clarifies that all references to LedgerBee in these terms refer to the same legal entity.
The rights and obligations of both parties remain unchanged.

16. Assignment and subcontractors

• LedgerBee may transfer or assign this agreement, or any of its rights and obligations, to a successor entity – for example, in connection with a merger or sale of business – or may use subcontractors to provide the Service.
• You may not assign or transfer your rights or obligations under this agreement without our prior written consent.

17. Customer responsibilities

• You must ensure that all data you enter into the Service is accurate and complete, and you remain responsible for your own compliance with accounting, tax and legal obligations.
• LedgerBee provides tools to assist with accounting and automation but does not provide legal, tax or accounting advice.
• You must keep your login credentials secure, use strong passwords and manage user permissions appropriately.
• Notify us immediately if you suspect unauthorised access or a security breach.
• When using the Extended Bank Integration, you are responsible for resolving any errors or disputes with your bank.