Terms of Service

1. Acceptance of Terms

By accessing or using ExpensePro ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these Terms, you may not access the Service.

These Terms apply to all visitors, users, and others who access or use the Service. By using the Service, you also agree to our Privacy Policy.

If you are using the Service on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms, and "you" refers to both you individually and the organization.

2. Description of Service

ExpensePro is an expense tracking and management platform that provides:

• Receipt capture and optical character recognition (OCR) processing
• Expense categorization and reporting
• Mileage tracking and reimbursement calculations
• Team expense management and approval workflows
• Budget tracking and alerts
• Data export and integration capabilities

Features may vary based on your subscription plan. We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time with reasonable notice.

3. Account Registration & Eligibility

3.1 Eligibility

You must be at least 18 years old to use the Service. By using ExpensePro, you represent and warrant that you meet this age requirement and have the legal capacity to enter into these Terms.

3.2 Account Registration

To access certain features, you must create an account. You agree to:

• Provide accurate, current, and complete information
• Maintain and promptly update your account information
• Keep your password secure and confidential
• Accept responsibility for all activities under your account
• Notify us immediately of any unauthorized access

3.3 Account Security

You are responsible for maintaining the confidentiality of your login credentials. We are not liable for any loss or damage arising from your failure to protect your account information.

4. User Responsibilities

4.1 Acceptable Use

You agree not to:

• Use the Service for any illegal purpose or in violation of any laws
• Upload fraudulent, false, or misleading information
• Attempt to gain unauthorized access to the Service or other users' accounts
• Interfere with or disrupt the Service or servers
• Use automated systems to access the Service without permission
• Reverse engineer, decompile, or disassemble any part of the Service
• Use the Service to transmit malware, viruses, or harmful code
• Resell, sublicense, or commercially exploit the Service without authorization

4.2 Data Accuracy

You are responsible for verifying the accuracy of all data you enter or that is extracted from your receipts. While our OCR technology strives for accuracy, you acknowledge that automated data extraction may contain errors.

4.3 Legal Compliance

You are responsible for ensuring your use of the Service complies with all applicable laws, regulations, and tax requirements in your jurisdiction.

5. Subscription & Billing

5.1 Subscription Plans

ExpensePro offers various subscription plans, including free and paid tiers. Features and limits vary by plan. Current pricing and plan details are available on our website.

5.2 Free Trials

We may offer free trials for paid plans. At the end of the trial period, your subscription will automatically convert to a paid subscription unless you cancel before the trial ends. We will notify you before the trial expires.

5.3 Billing & Payment

Paid subscriptions are billed in advance on a monthly or annual basis. By subscribing to a paid plan, you authorize us to charge your payment method for recurring fees until you cancel.

• All fees are non-refundable except as described below
• Prices may change with 30 days' notice
• You are responsible for all applicable taxes
• Failed payments may result in service suspension

5.4 Refund Policy

If you cancel your subscription, you will receive a pro-rated refund for the unused portion of your current billing period. Refunds are processed within 5-10 business days.

• Monthly subscriptions: Pro-rated refund for remaining days
• Annual subscriptions: Pro-rated refund for remaining months
• Free trial conversions: No charge if cancelled during trial

5.5 Cancellation

You may cancel your subscription at any time through your account settings. Upon cancellation:

• You will retain access until the end of your current billing period
• Your data will be preserved and accessible in read-only mode on the free plan
• You can reactivate your subscription at any time

6. Intellectual Property

6.1 Our Intellectual Property

The Service, including its original content, features, functionality, design, and branding, is owned by ExpensePro and is protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or create derivative works without our express written permission.

6.2 Feedback

If you provide feedback, suggestions, or ideas about the Service, you grant us a non-exclusive, royalty-free, perpetual license to use and incorporate such feedback without obligation to you.

7. User Content & Data

7.1 Ownership

You retain all ownership rights to the content and data you upload to the Service, including receipts, expense data, and other materials ("User Content"). We do not claim ownership of your User Content.

7.2 License to Process

By uploading User Content, you grant us a limited, non-exclusive license to process, store, display, and transmit your User Content solely to provide the Service to you. This license terminates when you delete your content or account.

7.3 Data Export

You may export your data at any time through the Service. We provide data export functionality to ensure you maintain access to your information.

7.4 Prohibited Content

You agree not to upload content that:

• Violates any laws or regulations
• Infringes on intellectual property rights
• Contains malicious code or viruses
• Is fraudulent, deceptive, or misleading

8. Third-Party Services

The Service integrates with third-party services including payment processors, email providers, AI services, and mapping services. Your use of these third-party services is subject to their respective terms and privacy policies.

We are not responsible for the availability, accuracy, or content of third-party services. Links to third-party websites do not constitute endorsement.

9. Disclaimers & Limitations

9.1 Service Provided "As Is"

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR COURSE OF PERFORMANCE.

9.2 No Financial or Tax Advice

ExpensePro is a tool for expense tracking and management only. We do not provide financial, tax, legal, or accounting advice. The Service is not a substitute for professional advice from qualified accountants, tax professionals, or financial advisors.

You are solely responsible for determining the tax implications of your expenses and ensuring compliance with applicable laws. We recommend consulting with qualified professionals for financial and tax matters.

9.3 OCR Accuracy

Our optical character recognition (OCR) technology uses artificial intelligence to extract data from receipts. While we strive for accuracy, OCR is not perfect and may produce errors.

You are responsible for reviewing and verifying all extracted data before using it for financial reporting, tax filing, or other purposes. We are not liable for errors in OCR-extracted data.

9.4 Service Availability

We do not guarantee uninterrupted or error-free access to the Service. The Service may be temporarily unavailable due to maintenance, updates, or factors beyond our control. We will make reasonable efforts to notify you of planned downtime.

9.5 Data Loss

While we implement robust data backup procedures, we cannot guarantee against data loss. We recommend maintaining your own backups of important data through our export features.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL EXPENSEPRO, ITS DIRECTORS, EMPLOYEES, PARTNERS, AGENTS, SUPPLIERS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING WITHOUT LIMITATION, LOSS OF PROFITS, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM:

• Your access to or use of (or inability to access or use) the Service
• Any conduct or content of any third party on the Service
• Any content obtained from the Service
• Unauthorized access, use, or alteration of your transmissions or content
• Errors or inaccuracies in OCR processing or data extraction
• Financial decisions made based on Service data

OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR $100, WHICHEVER IS GREATER.

11. Indemnification

You agree to defend, indemnify, and hold harmless ExpensePro and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses, including reasonable attorney's fees, arising out of or in any way connected with:

• Your access to or use of the Service
• Your violation of these Terms
• Your violation of any third-party rights
• Your User Content
• Your violation of any applicable laws or regulations

12. Termination

12.1 Termination by You

You may terminate your account at any time through your account settings. Upon termination, your right to use the Service will immediately cease.

12.2 Termination by Us

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

• Violate these Terms
• Engage in fraudulent or illegal activity
• Fail to pay applicable fees
• Create risk or legal exposure for us

12.3 Effect of Termination

Upon termination, you will lose access to your account and data. We may delete your data in accordance with our Privacy Policy. Provisions that should survive termination (such as intellectual property, limitation of liability, and indemnification) will remain in effect.

13. Governing Law & Disputes

13.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia, United States, without regard to its conflict of law provisions.

13.2 Dispute Resolution

Any disputes arising from these Terms or your use of the Service shall be resolved through the following process:

1. Informal Resolution: Contact us first to attempt to resolve the dispute informally
2. Mediation: If informal resolution fails, parties agree to attempt mediation
3. Arbitration/Litigation: Unresolved disputes shall be subject to binding arbitration or litigation in the courts of Virginia

13.3 Class Action Waiver

You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action.

14. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by posting the new Terms on this page and updating the "Last updated" date. For significant changes, we may also send you an email notification.

Your continued use of the Service after changes become effective constitutes acceptance of the revised Terms. If you do not agree to the new Terms, you must stop using the Service.

15. Contact Information

If you have questions about these Terms, please contact us: