LedgerBee Terms & Conditions

Last updated: 6 July 2026

The following terms apply when you use LedgerBee's services. They are written in clear language 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 from time to time and will notify you before material changes take effect. If a change is materially adverse to you, you may terminate your subscription with effect from the end of the current term by giving written notice within 30 days of our notification; until then, the previous terms apply to you. Updates to the DPA follow the same mechanism, except changes to sub-processors (which follow Annex B of the DPA) and changes required by applicable law, which take effect as required.

LedgerBee is the trading name of LedgerBee Technologies A/S, a Danish company, CVR 36958723 (VAT DK36958723), Edison Park 4, st., DK-6715 Esbjerg N, Denmark.

Service means the cloud-based accounting, finance and related platform provided by LedgerBee.

User means you and anyone you authorise to access your account. Users are unlimited and free.

Order Form means the signed subscription order or an electronic confirmation (e.g. via LedgerBee.com or another approved ordering system) listing the modules selected, usage allowances, billing frequency and pricing. It forms part of this Agreement and takes precedence over general pricing information.

Order of precedence. If there is any conflict between documents: the Data Processing Agreement prevails for data-protection matters; the Order Form (including any customer-specific addendum attached to it) prevails for pricing, selected modules and other commercial details; these Terms apply otherwise; and any other policy referenced by them ranks last.

Modules ("Blocks")

The Service is one platform: a metered Core keeps the books and the Hivey AI layer runs across every module. Modules are also referred to as Blocks in our product and pricing materials — the two terms mean the same thing. You can take any combination of modules, and each module scales on its own meter — never per user. Large enterprises can take a custom bundle.

• Core Platform — invoicing and e-invoicing, bookkeeping, bank reconciliation, VAT, dimensions, accruals, and accounts payable and receivable. Metered by Document (incoming invoices and receipts); postings imported from integrations are not counted. Includes unlimited free users and, except on the entry tier, one free holding company.
• Hivey (AI layer) — auto-booking that posts documents and applies accounting policies, and HiveyChat, which answers questions and produces analyses from your live ledger. Every plan includes an AI-credit allowance shared with HiveyChat (a simple document typically uses one to two AI credits; a typical HiveyChat turn counts as one AI credit); usage beyond the allowance is metered per AI credit, the per-credit price decreasing with volume.
• Subscription Management — recurring billing, usage-based invoicing, revenue recognition and SaaS metrics. Metered by Monthly Recurring Revenue (MRR).
• Spend & Corporate Cards — corporate cards, bill pay and purchase orders. Metered by cardholders; card-scheme and payment-processing fees are separate and pass through.
• Payroll & People — payroll, HR, ATS and employer-of-record (EOR). Metered by payslips or employees (per person paid or managed per period).
• Budgets, Cash Flow & FP&A — planning, forecasting and liquidity. Priced by feature tier.
• Projects & Field — project and field-service management. Priced by feature tier and field users; office users are free and unlimited.
• Operations — warehouse and production. Metered by volume.
• Group & Consolidation / Advisor — multi-entity consolidation and the advisor workspace. Metered by entities.
• Approval Workflows — approval and authorisation flows across the platform.
• MCP (AI-agent access) — connectivity is free on every plan, including the free tier; you pay only for the AI intelligence that agents trigger (metered by AI credits). Extreme programmatic volume is governed by fair use, with an enterprise API agreement available for outliers.
• Onboarding — migration and training services, charged as one-off services where applicable.
• Extended Bank Integration — an add-on offering richer reconciliation data and vendor payments directly from LedgerBee. It requires a separate agreement with your bank, which may charge additional fees that you are responsible for.
• We may introduce new modules over time and will update this section accordingly.

Metrics (how each module is measured)

• Document — an incoming invoice or receipt (Core Platform). Documents imported from integrations that do not require scanning are not counted.
• AI credit — the unit that meters Hivey and MCP usage. An AI credit is consumed by a discrete automated action performed by the Service, such as creating a journal entry, creating a vendor, posting an accrual, executing a payment or performing a reconciliation; a HiveyChat turn also counts as one AI credit. A simple document typically involves one to two AI credits, while a complex document — booking, reconciliation and accrual — can involve four or more. Every plan includes an AI-credit allowance; usage beyond it is metered per AI credit.
• MRR — your recurring subscription income (Subscription Management).
• Cardholders — active corporate-card holders (Spend & Corporate Cards).
• Payslips / employees — employees paid per period (Payroll & People).
• Entities — legal entities / holding companies consolidated or managed (Group & Consolidation, Advisor).
• Volume — usage units such as fulfillment orders or production/warehouse throughput (Operations).
• Users are always free and unlimited and are never a billing metric.

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.

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. This right of suspension applies notwithstanding any continuity, availability or functionality commitments elsewhere in the Agreement, unless expressly waived in a signed Order Form or addendum.

3. Modules, metrics and fair usage

You may purchase modules individually or together; the Order Form specifies your modules and allowances.

Tier upgrades and re-banding. Usage-based modules start in the tier stated on your Order Form (or selected at signup). We monitor actual usage continuously; if your usage exceeds your tier, we automatically upgrade you to the applicable higher tier with effect from the date of upgrade, applying going forward. At each annual renewal, your tier is re-set based on your trailing twelve-month usage, so you may move down a tier at renewal if usage has decreased.

If you exceed the included number of documents in the Core Platform, additional per-document fees apply. Users remain free and unlimited.

Free plan. Where we offer a free tier, it is provided as-is, may be changed or discontinued with reasonable notice, and accounts may be terminated or archived after extended inactivity. Section 10 (data export) and the DPA's retention rules apply to free accounts as well.

Hivey and MCP usage beyond your included AI-credit allowance is metered per AI credit, at the rates in your Order Form, decreasing with volume. Extreme programmatic volume is governed by fair use; an enterprise API agreement is available for outliers.

Subscription Management fees are based on your MRR. If your MRR changes by more than ±10% versus the previous period, we may adjust your fee or tier.

The Extended Bank Integration add-on requires you to grant permission to connect to your bank; your bank may charge fees you are responsible for.

4. Subscription and payment terms

Your subscription begins on the date of order confirmation. If your Order Form states a later commissioning date, the subscription (including the binding term) runs from the commissioning date, and any use of the Service before then is governed by the Order Form.

The Order Form states whether you pay monthly, quarterly or annually. Annual prepay is the list price; quarterly billing carries a +10% surcharge and monthly billing a +20% surcharge, as stated on the Order Form. Other billing intervals may be agreed in the Order Form.

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 is adjusted accordingly for the next period.

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), and late payments accrue interest at the rate stated there. You may not set off claims against us in fees due under this Agreement.

Binding rolling 12-month contract. Every subscription is a binding contract with a minimum term of 12 months from the subscription start date (or the full prepaid period, if longer). At the end of each term it automatically renews for a further binding 12-month term, and so on, unless either party gives notice of non-renewal in accordance with Section 10. If you prepay for more than one year, that prepaid period is the binding term and the contract then rolls in equal 12-month terms. Except where this Agreement gives you an express exit right (materially adverse changes, Section 1; price changes, Section 5) or you terminate for our uncured material breach (Section 10), the subscription cannot be terminated with effect during a binding term, and the fees for the remainder of the binding term remain payable and are non-refundable.

5. Price adjustments

We may change general pricing or package contents with reasonable written notice. For existing subscriptions, changes other than the annual indexation below take effect no earlier than your next renewal.

Each year we adjust fees in line with the Danish net price index (nettoprisindekset) published by Danmarks Statistik (or a comparable official benchmark), with a minimum increase of 2%. Our industry has made a habit of large, sudden price jumps — we deliberately do not follow it: beyond ordinary indexation, we will not raise the price of your existing modules and tiers during a binding term, and any structural price or packaging change takes effect no earlier than your next renewal, with prior written notice.

If you do not accept a price change, you may terminate your subscription at the end of the current term.

6. Service levels, support and availability

Availability. We target 99.5% monthly uptime for the production Service, measured excluding scheduled maintenance and events beyond our reasonable control (Section 13).

Maintenance. We may perform scheduled maintenance, which we aim to carry out outside normal Danish business hours and to announce in advance where practicable.

Support. All plans include free support by phone, chat and e-mail, together with access to our online knowledge base. Support is available Monday–Thursday 09.00–16.00 and Friday 09.00–15.00 (Danish time), excluding Danish public holidays. Target first-response times are set out in your plan or Order Form (for example, next-business-day for standard support and a shorter target for priority support). Additional or extended support hours can be purchased separately as a support package.

Roadmap, beta and preview features. Features or modules marked as roadmap, beta, preview or similar are provided as-is, may change materially or be withdrawn before general availability, and are excluded from the availability target and any service-credit remedies until they are generally available. They should not be relied on for go-live planning without written confirmation of a release date.

Any service-credit remedies, where offered, are stated in your Order Form or our support policy and are your sole remedy for availability shortfalls. We are not liable for interruptions caused by events beyond our control (see Section 13).

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.

You must enter into our Data Processing Agreement (DPA) at ledgerbee.com/data-processing-agreement. By signing the Order Form or completing online signup, you agree to the DPA, which forms part of these Terms.

The Service is not designed or intended for special categories of personal data, including patient or health data; see Section 2 of the DPA for the data types we do not process.

Our AI features (Hivey and MCP) run within the EU/EEA. We will never use your identifiable data to train third-party models without your consent, and your inputs and outputs are not used to train the AI providers' foundation models. Anonymised service-improvement data. As an integral part of providing and maintaining the Service — in particular its automatic functions — we use data in anonymised and aggregated form, from which no person and no customer is or can be identified, to operate, analyse and improve the Service, its automatic functions and our own AI models, where permitted by law. For example, we learn how a given supplier's charge typically appears in bank and payment-provider (PSP) transaction text so that the Service can recognise it and suggest the correct account and VAT code — such learning data contains no personal data and no customer-identifiable information. This applies to all subscriptions, and our right to use effectively anonymised data survives termination. Because this anonymised learning is technically integral to the automatic functions, your use of Hivey or other automatic functions (for example automatic bank reconciliation) constitutes acceptance of this anonymised data use; if you opt out by signed addendum, the automatic functions will not be available to you. The corresponding processing instruction is set out in Annex D of the DPA.

Hivey may produce suggestions that require human review. You remain responsible for verifying the correctness of accounting entries.

Acceptable use of AI. You will not use Hivey or the MCP interface to (a) process data you have no right to process, (b) attempt to extract, copy or reverse-engineer the underlying models or their training data, or (c) generate unlawful content. Hivey outputs are suggestions that may contain errors and are not legal, tax or accounting advice.

8. Confidentiality

Both parties agree to keep confidential information secret. Confidential information includes non-public business, technical and financial information.

We may disclose confidential information if required by law or 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 to provide the Service and as otherwise described in Section 7 (anonymised and aggregated data).

10. Cancellation and termination

You may cancel by giving written notice no later than the end of the current month plus three calendar months before the end of the then-current term. For example, for a 1 August renewal, notice must be received by 30 April; later notice takes effect at the end of the following term.

Termination for cause. Either party may terminate the Agreement with immediate effect if the other party commits a material breach and fails to remedy it within 30 days of receiving written notice describing the breach. We may additionally terminate for repeated late payment or misuse. On termination, access ends at the close of the current billing period (or immediately, in the case of termination for cause by us).

Data export. You can export your data — master data (customers and suppliers), postings and ledger entries, invoices and invoice lines, subscription data, payment status, and attached documents/vouchers — in a structured, machine-readable format via the Service's built-in export functions at any time during the term, at no charge. At termination, and for four weeks thereafter (see the DPA), the same export remains available, and we will provide one assisted full export on request at no charge. Bespoke export formats or additional assisted exports may be charged as additional services.

We will delete your data after termination in accordance with the DPA, except where we are legally required to retain it (including the Danish Bookkeeping Act).

11. Limitation of liability and indemnification

Subject to the exceptions below, each party's total aggregate liability for all claims in any 12-month period is limited to the fees you paid for the Service in the three months immediately preceding the event giving rise to the claim.

Higher cap for data protection. For liability arising from a breach of data-protection law or the DPA, the cap is the fees paid in the 12 months preceding the claim.

Excluded from the cap (no limit, to the extent permitted by law): death or personal injury caused by negligence; fraud; gross negligence or wilful misconduct; breach of confidentiality; infringement of the other party's intellectual-property rights; and your obligations to pay fees and to indemnify us.

Neither party is liable for indirect or consequential losses such as lost profits, lost revenue or lost data, regardless of cause.

You agree to indemnify us against third-party claims arising from your misuse of the Service, your illegal activity, your data, or your infringement of third-party rights.

12. Third-party services

The Service relies on third-party providers (e.g. banks, payment and card providers, e-invoicing, e-signature, and EU-based AI providers such as Microsoft Azure and Amazon Web Services). These are listed in Annex B of the DPA.

We are not responsible for issues caused by third-party services, and separate terms may apply between you and a third party (such as your bank for the Extended Bank Integration).

Regulated partner services. Card issuing and payment services within Spend & Corporate Cards are provided by regulated partners under the card schemes' and partners' own terms; onboarding is subject to know-your-business (KYB) and anti-money-laundering (AML) checks, and the partner may decline or terminate card services independently of this Agreement. Employer-of-record (EOR) services within Payroll & People are delivered by partners under separate terms presented before activation. LedgerBee is not a bank, payment institution or employer of record.

The Service may include third-party or open-source components licensed under their own terms.

13. Force majeure

Neither party is liable for delays or failures caused by events outside its reasonable control, such as natural disasters, war, strikes, pandemics or internet outages.

If 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 shall be brought before the competent Danish courts (first instance: Retten i Esbjerg).

15. Assignment and subcontractors

LedgerBee may transfer or assign this agreement, or any of its rights and obligations, to a successor entity (for example, in a merger or sale of business), or use subcontractors to provide the Service.

You may not assign or transfer your rights or obligations without our prior written consent.

16. Customer responsibilities

You must ensure the data you enter is accurate and complete, and you remain responsible for your own accounting, tax and legal compliance. LedgerBee provides tools but does not provide legal, tax or accounting advice.

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 errors or disputes with your bank.

17. Notices

Notices under this Agreement must be in writing. Notices to LedgerBee go to Edison Park 4, st., DK-6715 Esbjerg N, Denmark, and info@ledgerbee.com; notices to you go to the contact details on your Order Form. Email notice is effective when sent, provided no delivery failure is received.

18. Language, entire agreement and severability

Where we provide this Agreement in both Danish and English, the Danish version prevails in the event of inconsistency.

This Agreement — together with the Order Form, the DPA and the policies it references — is the entire agreement between the parties and supersedes prior discussions. If any provision is unenforceable, the remaining provisions stay in effect.