Terms of Service

The legal terms that govern your use of QuidBooks, with plain-English explanations alongside every section.

Last updated: March 2026

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between QuidBooks, a company registered in the United States ("QuidBooks," "we," "us," or "our"), and the business or individual ("Customer," "you," or "your") accessing or using the QuidBooks cloud-hosted financial management service ("Service").

By creating an account, accessing, or using the Service, you agree to be bound by these Terms in full. If you are accepting these Terms on behalf of a company or other legal entity, you represent and warrant that you have authority to bind that entity to these Terms.

If you do not agree to these Terms, do not use the Service.

💡 What this means By signing up and using QuidBooks, you're agreeing to these rules. If you're signing up for your company, you need to be authorised to do that.

2. Service Description

QuidBooks is a cloud-hosted financial management platform. The Service includes bank transaction import, receipt scanning and storage, AI-assisted categorization, financial reporting, PDF export, multi-currency support, and related features as described in our current product documentation.

QuidBooks is a software tool, not an accounting firm, tax advisor, or financial advisor. Nothing in the Service constitutes financial, tax, legal, or accounting advice. You are solely responsible for the accuracy of your financial data and for ensuring that any reports or outputs generated by the Service are reviewed by a qualified accountant or tax professional before use for any regulatory, tax, or legal purpose.

We reserve the right to modify, suspend, or discontinue features of the Service with reasonable notice, provided that we will not materially reduce core functionality during an active subscription period without offering a pro-rated refund.

💡 What this means QuidBooks helps you organise your finances — it imports your bank data, scans receipts, and generates reports. But we're not accountants. Always have a qualified professional review anything before you file taxes or make financial decisions based on our reports.

3. Account Registration

To use the Service, you must create an account. You agree to:

Provide accurate, current, and complete registration information.
Maintain and promptly update your account information to keep it accurate.
Maintain the security of your login credentials and enable multi-factor authentication (MFA) when prompted.
Accept responsibility for all activity that occurs under your account.
Notify us immediately at security@quidbooks.com if you suspect unauthorized access.

You may not create more than one account per individual. Business accounts may have multiple authorized users as permitted by your subscription plan.

💡 What this means Use real information when you sign up, keep your password safe, turn on two-factor authentication, and let us know straight away if you think someone else has accessed your account.

4. Subscription & Billing

4.1 Plans and Pricing

QuidBooks offers the following subscription plans:

Plan	Intro Price (first 3 months)	Standard Price
Free	Free	Free
Starter	€9/month	€12/month
Professional	€29/month	€39/month
Enterprise	Custom pricing — contact sales

Introductory pricing applies for the first 3 months of a new subscription. After the introductory period, your subscription automatically renews at the standard price. Feature limits and included resources vary by plan and are detailed on our pricing page.

4.2 Billing Cycle

Paid plans are billed monthly in advance. Your billing cycle begins on the date you subscribe and renews on the same date each month.

4.3 Payment Processing

All payments are processed by Stripe, Inc. By providing payment information, you authorize us to charge you through Stripe on a recurring basis. We do not store your raw payment card details — Stripe handles all card data in compliance with PCI-DSS.

4.4 Failed Payments

If a payment fails, Stripe will retry automatically. If payment is not resolved within 14 days, we reserve the right to suspend access to the Service. You will receive email notification before any suspension. Your data remains intact during suspension.

4.5 Auto-Renewal

All paid subscriptions automatically renew at the end of each billing period at the then-current standard price. You may cancel auto-renewal at any time through your account dashboard.

4.6 Price Changes

We will provide at least 30 days' written notice before increasing subscription prices. Price changes take effect at the start of your next billing period following the notice period.

💡 What this means You pick a plan — Free, Starter, Professional, or Enterprise. Paid plans get a discounted intro price for the first 3 months, then switch to the standard rate. Billing is monthly through Stripe. If your card fails, we'll retry for 14 days before pausing your account (your data stays safe). We'll always give you 30 days' notice before raising prices.

5. Free Tier

The Free plan provides access to core QuidBooks features with the following limitations:

Limited number of transactions per month
Limited file storage
Basic reporting only
Community support (no priority email support)

The Free plan is provided as-is and may be modified or discontinued with 30 days' notice. If we discontinue the Free plan, existing Free plan users will be given the option to upgrade or export their data before any changes take effect.

Free plan users are subject to the same data security and privacy protections as paid users.

💡 What this means The Free plan lets you try QuidBooks with some limits on usage. If we ever need to change or remove the Free plan, we'll give you 30 days to decide what to do — and your data is just as secure as on any paid plan.

6. Cancellation & Refunds

6.1 Cancellation

You may cancel your subscription at any time through your account dashboard or by emailing support@quidbooks.com. Cancellation takes effect at the end of your current billing period — you retain access until then.

6.2 Refunds

We do not provide refunds for partial months. If you cancel mid-cycle, you will continue to have access to the Service for the remainder of your paid period. Overage charges already billed are non-refundable.

6.3 Data Export Window

Following cancellation, your data will be retained for 30 days to allow you to export everything. After this 30-day window, all your data — including transactions, receipts, exports, and database contents — will be permanently and irreversibly deleted from our systems, including all backups.

We will send you a reminder email 7 days before permanent deletion. We strongly encourage you to export all data before or immediately after cancellation.

💡 What this means Cancel anytime — you keep access until your billing period ends, but no refund for the remaining days. After cancellation, you have 30 days to download your data. After that, it's gone permanently. We'll remind you a week before we delete everything.

7. Data Ownership

You own your financial data. All data you upload, create, or generate within QuidBooks ("Customer Data") remains your property at all times.

You grant QuidBooks a limited, non-exclusive, revocable licence to process and store your Customer Data solely for the purpose of providing and operating the Service. This licence terminates when your account is closed and your data is deleted.

We will never:

Sell your data to any third party.
Use your data for advertising or marketing purposes.
Share your data with other QuidBooks customers.
Use your raw financial data to train AI models.

You may export your Customer Data at any time in standard formats (CSV, PDF) through the Service's export functionality.

💡 What this means Your books are your books. We never sell your data. We never use it for ads. We never share it with other customers. We only touch it to make QuidBooks work for you. You can export everything whenever you want.

8. AI & Categorization

QuidBooks uses artificial intelligence (currently Google Gemini) to suggest transaction categories, extract receipt data, and provide other automated assistance. By using these features, you acknowledge and agree that:

AI suggestions are not financial advice. Categorization suggestions are provided as a convenience and may not be accurate. You are responsible for reviewing and approving all categorizations before using them for reporting or tax purposes.
Data anonymization. Before sending any data to third-party AI services, we strip all personally identifiable information (PII). No raw financial data — including names, account numbers, or business identifiers — is sent to Google or any other AI provider. Only anonymized transaction descriptions are processed.
No model training. Your data is not used to train any AI models, whether ours or third-party. We use AI services in inference mode only.
Continuous improvement. AI categorization accuracy improves over time as you approve, reject, and correct suggestions within your own account. This learning is private to your account.

💡 What this means Our AI helps sort your transactions into categories, but it's a suggestion — not gospel. Always review before filing anything with the tax office. When we send data to Google's AI, we strip out all identifying details first (no names, no account numbers). Your corrections help the AI learn, but only within your own account — never shared.

9. Data Security

We take the security of your financial data seriously. Our security measures include:

Encryption at rest: AES-256 encryption with per-tenant AWS KMS keys.
Encryption in transit: TLS 1.3 for all connections.
Tenant isolation: Each customer account has its own dedicated database, storage, and encryption key. No shared database tables between customers.
Access controls: QuidBooks engineers cannot access your data except through an audited, time-limited break-glass procedure.
Automated backups: Daily backups with point-in-time recovery.

For full details, see our Privacy Policy.

Data Residency

Your financial data is stored in the AWS region selected at signup. Default region is us-east-1 (Virginia). Professional and Enterprise plans may choose from additional regions including eu-west-1 (Ireland) and eu-west-2 (London). Data does not move between regions.

💡 What this means Your data is encrypted everywhere, isolated from every other customer, and stored in the region you choose. Our own engineers can't peek at it without a formal, logged access procedure. Professional plan users can pick where their data lives geographically.

10. Acceptable Use

You agree not to use the Service to:

Engage in any unlawful activity or process proceeds of illegal activity.
Scrape, crawl, or automated-harvest data from the Service.
Share your account credentials with unauthorized individuals.
Attempt to circumvent usage limits, rate limits, or access controls.
Interfere with or disrupt the integrity or performance of the Service.
Reverse-engineer, decompile, or disassemble any part of the Service.
Use the Service to store data unrelated to financial management (e.g., using file storage for general-purpose hosting).
Transmit malware, viruses, or any malicious code.

Violation of this section may result in immediate suspension or termination of your account.

💡 What this means Use QuidBooks for what it's for — managing your finances. Don't try to hack it, share your login, game the limits, or use it to launder money. If you do, we'll shut your account down.

11. API Usage

If we provide API access as part of your plan, the following terms apply:

Rate limits: API requests are subject to rate limits as documented in the API reference. Limits vary by plan.
Fair use: API access is intended for integration with your own business systems. Excessive or abusive usage patterns may be throttled.
Throttling: We reserve the right to throttle or temporarily restrict API access if usage patterns threaten service stability for other customers.
API keys: You are responsible for keeping API keys secure. Do not share keys or embed them in client-side code. Compromised keys must be rotated immediately.

We will provide reasonable notice before making breaking changes to the API.

💡 What this means If your plan includes API access, you can connect QuidBooks to your other tools. There are rate limits to keep things fair. Keep your API keys secret — treat them like passwords.

12. Intellectual Property

The Service, including all software, design, trademarks, logos, and documentation, is the exclusive property of QuidBooks. These Terms do not grant you any intellectual property rights in the Service beyond the limited right to use it as described herein.

You retain full ownership of all Customer Data. As described in Section 7, you grant QuidBooks only a limited licence to process your data for the purpose of providing the Service.

💡 What this means We own the software; you own your data. Simple as that.

13. Third-Party Services

The Service integrates with the following third-party services:

Service	Purpose	Data Shared
Stripe	Payment processing and subscription management	Email, billing information
Google Gemini	AI categorization and receipt extraction	Anonymized transaction descriptions only
Amazon Web Services	Infrastructure hosting (compute, storage, database)	All encrypted customer data, in your region
Amazon SES	Transactional email delivery	Email address, invoice details

Each third-party service is governed by its own terms and privacy policy. We select sub-processors carefully and ensure appropriate data processing agreements are in place. We will notify you at least 30 days before adding new sub-processors.

💡 What this means We use Stripe for payments, Google Gemini for AI features (with anonymized data only), and AWS for hosting. Each has their own terms. We'll let you know 30 days in advance if we add any new services that touch your data.

14. Limitation of Liability

14.1 No Financial or Tax Advice

QUIDBOOKS IS A SOFTWARE TOOL, NOT AN ACCOUNTANT, TAX ADVISOR, OR FINANCIAL ADVISOR. NOTHING IN THE SERVICE CONSTITUTES FINANCIAL, TAX, LEGAL, OR ACCOUNTING ADVICE. ALWAYS CONSULT A QUALIFIED PROFESSIONAL BEFORE MAKING FINANCIAL OR TAX DECISIONS.

14.2 Limitation of Damages

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, QUIDBOOKS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, LOSS OF DATA, LOSS OF GOODWILL, OR BUSINESS INTERRUPTION, ARISING OUT OF OR IN CONNECTION WITH THE SERVICE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

14.3 Cap on Liability

OUR TOTAL CUMULATIVE LIABILITY ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE TOTAL FEES YOU PAID TO US IN THE THREE (3) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

14.4 Essential Basis

The limitations in this section reflect a reasonable allocation of risk and are an essential basis of the agreement between the parties.

💡 What this means We provide software, not accounting advice. If something goes wrong, our maximum financial responsibility is limited to what you paid us in the last 3 months. We're not liable if you make a financial decision based on a report and it turns out badly — that's why you should always have an accountant review your numbers.

15. Indemnification

You agree to defend, indemnify, and hold harmless QuidBooks and its officers, directors, employees, and agents from any claims, damages, costs, and expenses (including reasonable legal fees) arising from:

Your use of the Service in violation of these Terms.
Your violation of any applicable law or third-party rights.
Your Customer Data.

QuidBooks agrees to defend, indemnify, and hold harmless you from claims that the Service infringes any third-party intellectual property right, provided that you promptly notify us of any such claim and cooperate in the defence.

💡 What this means If you break the rules and someone sues us because of it, you cover our costs. Conversely, if someone claims our software infringes their intellectual property, we'll handle it. This is mutual — both sides protect each other.

16. Modifications to Terms

We may update these Terms from time to time. For material changes, we will:

Notify you by email at least 30 days before the changes take effect.
Post the updated Terms at this URL with the new revision date.
Summarize the key changes in the notification email.

Continued use of the Service after the effective date constitutes acceptance of the updated Terms. If you do not agree with the changes, you may cancel your subscription before the effective date.

💡 What this means If we change these terms, we'll email you 30 days in advance with a clear summary of what changed. If you don't like the changes, you can cancel before they kick in.

17. Termination

17.1 Termination by You

You may terminate your account and these Terms at any time through your account dashboard or by contacting support@quidbooks.com.

17.2 Termination by Us

We may terminate or suspend your account immediately without notice if:

You materially breach these Terms and fail to cure within 7 days of written notice.
You use the Service for illegal activities.
You fail to pay amounts due for more than 14 days after notice.
We determine in good faith that continued service poses a security or legal risk.

17.3 Effect of Termination

Upon termination, your right to use the Service ceases immediately. The data retention and export provisions of Section 6.3 apply. Sections 7, 8, 12, 14, 15, 18, and 19 survive termination.

💡 What this means You can leave anytime. We can close your account if you break the rules, do something illegal, or don't pay. Either way, you get 30 days to export your data after closure.

18. Governing Law

These Terms are governed by and construed in accordance with the laws of the State of New Jersey, United States, without regard to its conflict of law provisions.

💡 What this means US law (specifically New Jersey) applies because QuidBooks is a US company.

19. Dispute Resolution

19.1 Good Faith Negotiation

Before initiating formal proceedings, both parties agree to attempt in good faith to resolve any dispute informally by notifying the other party in writing and allowing 30 days for resolution.

19.2 Courts of the United States

If good faith negotiation fails, any dispute arising out of or relating to these Terms or the Service shall be submitted to the exclusive jurisdiction of the state and federal courts located in New Jersey, USA.

💡 What this means If there's a problem, let's try to sort it out between ourselves first. If that doesn't work after 30 days, disputes go to the courts in New Jersey, USA.

20. Severability

If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, the remaining provisions remain in full force and effect. The unenforceable provision will be modified to the minimum extent necessary to make it enforceable while preserving its intent.

💡 What this means If a court says one part of these terms doesn't hold up, the rest still applies.

21. Entire Agreement

These Terms, together with the Privacy Policy, constitute the entire agreement between the parties regarding the Service and supersede all prior agreements, representations, and understandings.

💡 What this means This document plus our Privacy Policy is the complete deal between us. No side promises or earlier conversations override what's written here.

22. Contact

QuidBooks, United States

General inquiries: support@quidbooks.com
Legal notices: legal@quidbooks.com
Security concerns: security@quidbooks.com
Privacy requests: privacy@quidbooks.com