Terms of Service

1. Introduction & Agreement

Welcome to BillMate (bill-mate.app), operated by BillMate Trading. By accessing or using our platform and services, you agree to be bound by these Terms of Service. These terms constitute a legally binding agreement between you and BillMate.

BillMate is a software-as-a-service (SaaS) tool designed to assist Australian freelancers and small businesses with invoicing and expense management.

2. Not a Financial Advice Service

BillMate is not a registered tax agent, financial advisor, or accounting firm. The information provided by the platform, including tax estimates, GST calculations, and BAS reports, is for informational purposes only and does not constitute professional advice.

You are responsible for verifying the accuracy of all data and should consult with a qualified accountant or tax professional before making financial decisions or filing tax returns.

3. Data Ownership & Intellectual Property

Your Data remains your property. BillMate claims no ownership rights over the data, documents, or information you upload or input into the system ("User Data").

You grant BillMate a limited, non-exclusive license to use, host, and backup your data solely for the purpose of providing the service to you. You are responsible for the legality, reliability, and accuracy of your User Data.

4. User Accounts & Accountant Access

You are responsible for maintaining the security of your account and credentials. You must immediately notify us of any unauthorized use of your account.

Self-Managed Access: If you authorize third parties (such as your accountant) to access your account, you are solely responsible for their actions and for managing their access levels. BillMate is not liable for any data loss or unauthorized modifications made by your authorized third parties.

5. Subscriptions, Fees & Arrears

• Fees: Subscription fees are payable in advance and are non-refundable, except as required under Australian Consumer Law.
• Currency: All fees are in Australian Dollars (AUD) and are inclusive of GST for Australian residents.
• Arrears & Deletion: If your account remains in arrears for more than 28 days, BillMate reserves the right to suspend your access and permanently delete your account and all associated User Data without further notice.

6. Online Payments & Stripe Connect

BillMate offers an online payment feature through Stripe Connect Express, allowing your customers to pay invoices electronically via the "Pay Now" button included in invoice emails.

By enabling online payments through Stripe Connect:

• You agree to Stripe's Connected Account Agreement and Stripe's general Terms of Service.
• BillMate acts as a platform that facilitates payment processing between you and your customers through Stripe. BillMate does not directly process, store, or have access to credit card or bank account details.
• Processing fees apply to each transaction, including Stripe's standard processing fee (1.75% + A$0.30 per card payment) and BillMate's platform fee as outlined in your subscription plan.
• Funds from payments are deposited directly into the bank account linked to your Stripe Express account. BillMate does not hold or manage your funds at any point.
• You are responsible for any refunds, chargebacks, or disputes arising from payments received through the Pay Now feature. BillMate is not liable for payment disputes between you and your customers.
• BillMate reserves the right to disconnect your Stripe account or disable the Pay Now feature if your account is found to be in violation of these Terms, Stripe's Terms, or applicable law.
• By using the Pay Now feature, your customers acknowledge that their payment is processed by Stripe and is subject to Stripe's privacy policy and terms of service.

7. Account Activity and Deactivation

Account Activity Monitoring: Free plan accounts are monitored for activity. Activity includes creating invoices, adding customers, or any other business operations within the platform.

Inactivity Warning: If a Free plan account shows no activity (no invoices created, no customers added) for 30 consecutive days, BillMate will send a warning notification to the account owner's registered email address. The warning will provide 7 days to resume activity before account deactivation.

Automatic Deactivation: If no activity is detected within 7 days of the inactivity warning, the account will be automatically deactivated. Deactivated accounts cannot create invoices, send emails, or perform business operations.

Account Reactivation: Account owners may contact our support team to request reactivation of a deactivated account, subject to review.

Account Deletion: BillMate reserves the right to permanently delete deactivated accounts and all associated data after a reasonable period. System administrators may delete inactive accounts at their discretion.

Paid Plan Exemption: This inactivity policy applies only to Free plan accounts. Paid plan subscribers are not subject to automatic deactivation due to inactivity.

8. Tax Compliance & Liability

While BillMate assists in generating documents that comply with ATO requirements:

• You must indemnify BillMate against any loss, fine, or penalty resulting from inaccurate information provided to tax authorities.
• We do not warrant that the service will meet your specific legal or regulatory requirements.
• We are not responsible for any connection issues or technical failures when submitting data to the ATO or other authorities.

9. Limitation of Liability

To the maximum extent permitted by law, BillMate and its affiliates shall not be liable for any indirect, incidental, or consequential damages, including loss of profits, revenue, or data, arising from your use of the service.

10. Governing Law

These Terms are governed by the laws of Australia, specifically the state of Victoria. Any disputes shall be subject to the exclusive jurisdiction of the courts in Victoria.

11. Contact

For any questions regarding these terms, please contact us at support@jinstechstudio.com.au.