Terms of Service

Last updated: 8 April 2026

1. Introduction and Acceptance

These Terms of Service ("Terms") form a binding agreement between Core Stack Systems Pte Ltd (UEN: 202552936E), a company incorporated in Singapore with its registered office at 1 Jurong East Street 32, #08-01, The Mayfair, Singapore 609477 ("ExpenseFlow", "we", "us", "our"), and the person or entity accessing or using the Services ("Customer", "you", "your").

By creating an account, accessing, or using the Services, you confirm that you have read, understood, and agree to be bound by these Terms. If you are entering into these Terms on behalf of an organisation, you represent that you have authority to bind that organisation, and references to "you" mean that organisation.

If you do not agree to these Terms, you must not access or use the Services.

You can contact us at [email protected] for general enquiries and at [email protected] for legal notices. We may contact you at the email address associated with your account.

2. The Services

ExpenseFlow provides an AI-powered platform that helps bookkeepers and accounting professionals process expense documents on behalf of their small and medium business clients. The Services include receipt and invoice ingestion (including via direct upload and via email forwarding to a unique address at the fwd.expenseflow.ai domain), optical character recognition, data extraction, GST/VAT/sales tax classification, categorisation, and synchronisation with supported accounting systems including Xero and QuickBooks Online (collectively, the "Services").

The Services combine deterministic tax logic for jurisdictions where rules are unambiguous with AI judgment for cases involving genuine interpretive ambiguity. The Services are designed for use by professional bookkeepers managing client ledgers in Australia, New Zealand, the United Kingdom, Canada, the United States, and other jurisdictions we may support from time to time. They are not designed for, and should not be relied upon by, end consumers managing personal finances.

We may modify, add to, or remove features of the Services at any time. We will provide reasonable advance notice of material changes that adversely affect existing functionality.

3. Closed Beta

The Services are currently offered as a closed beta. During the beta period:

You acknowledge that the Services are pre-release software and may contain bugs, errors, incomplete features, and unexpected behaviour. Beta access is granted on an invitation basis and may be revoked at any time at our sole discretion. Free trial durations are agreed individually with each beta participant and communicated in writing. Beta features may be modified or discontinued without notice. Service level commitments, where any apply, are best-effort only during the beta period.

You agree to provide reasonable feedback on the Services during the beta. Any feedback you provide may be used by us without restriction or compensation, as further described in Section 11.

4. Eligibility and Account Registration

To use the Services you must be at least 18 years of age and capable of entering into a binding contract under the laws of your jurisdiction. You must register for an account by providing accurate, current, and complete information, and you must keep this information up to date.

The Services use magic-link authentication delivered to your registered email address rather than passwords. You are responsible for maintaining the security of your email account, and any person with access to that email account will be able to sign in to your ExpenseFlow account. You must notify us promptly at [email protected] if you become aware of any unauthorised access to or use of your account.

If you are a bookkeeping firm or other organisation, you may invite team members to access your account. You are responsible for the acts and omissions of your team members as if they were your own, including their compliance with these Terms. You must ensure team members are authorised to access the Customer Data made available to them.

We reserve the right to suspend or terminate any account that we reasonably believe has been registered with false information, is being used in violation of these Terms, or poses a security risk to the Services or other users.

5. Customer Data and the AI Processing Pipeline

5.1 Definitions

"Customer Data" means all data, files, documents, images, and information that you or your authorised users upload to, transmit through, or generate using the Services, including receipts, invoices, statements, ledger entries, client records, and any personal data contained within these. "Output" means the structured data, classifications, tax determinations, and categorisations produced by the Services from Customer Data.

5.2 Ownership

As between you and us, you retain all right, title, and interest in Customer Data and Output. We do not claim ownership of Customer Data.

5.3 Limited Licence to Process

You grant us a worldwide, non-exclusive, royalty-free licence to host, store, copy, transmit, display, process, and otherwise use Customer Data solely to the extent necessary to provide and support the Services, ensure their security and integrity, comply with legal obligations, and improve the Services as permitted in Section 5.4.

5.4 Use for Service Improvement

We may use Customer Data in aggregated and de-identified form to monitor, evaluate, and improve the Services, including the performance and accuracy of our AI models. We will not use identifiable Customer Data to train third-party general-purpose AI models. We will not sell Customer Data.

5.5 You Are Responsible for the Data You Upload

You represent and warrant that you have all rights, consents, and authorisations necessary to upload Customer Data to the Services and to permit us to process it on the terms set out here. This includes any consents required from your underlying clients whose financial information you upload. If you are a bookkeeper or accounting professional processing data on behalf of an SMB client, you represent that you have informed the client that you use the Services and have obtained any consent required under applicable law or your engagement agreement. You are responsible for ensuring that Customer Data does not infringe the rights of any third party or violate any applicable law.

5.6 Email Forwarding Ingestion

The Services may assign your account a unique email address at the fwd.expenseflow.ai domain. Any document sent to this address will be received, processed, and stored by the Services as Customer Data, and Output will be generated and made available within your account.

You are solely responsible for controlling who has access to your forwarding address and for ensuring that only authorised parties send documents to it. Any document received at your forwarding address will be treated as having been uploaded by you, and you accept all consequences of processing such documents, including any associated credit consumption or charges. We are not responsible for verifying the identity or authority of senders, and we will not filter or reject documents on the basis of their origin except where required by law or our security policies.

If you suspect your forwarding address has been disclosed to or is being used by an unauthorised party, you should contact us at [email protected] so we can rotate the address.

6. Data Processing and Privacy

6.1 Roles

In respect of personal data contained within Customer Data, you act as the data controller (or equivalent role under applicable law) and we act as the data processor (or equivalent). We will process such personal data only on your documented instructions, which include these Terms and your ordinary use of the Services.

6.2 Cross-Border Transfers

The Services are operated primarily from Singapore. Where we have a choice, we host the components we control in the Asia-Pacific region. Some sub-processors are based in the European Union or the United States, and Customer Data may be transferred to and processed in those jurisdictions. By using the Services, you consent to this transfer and processing. Where the General Data Protection Regulation, the UK GDPR, the Australian Privacy Act 1988, the New Zealand Privacy Act 2020, or Canada's PIPEDA apply to your use of the Services, we will rely on appropriate transfer mechanisms (including Standard Contractual Clauses where required) and apply commercially reasonable safeguards. Our Privacy Policy describes our hosting locations and transfer mechanisms in further detail.

6.3 Sub-processors

We use third-party sub-processors to deliver the Services, including providers of AI inference, hosting and database, object storage, transactional email, payment processing, error tracking, secrets management, and the accounting platforms you choose to connect. The current list of sub-processors, with their roles and locations, is published in our Privacy Policy and is also available on request to [email protected]. We may add or replace sub-processors from time to time. We will impose data protection obligations on each sub-processor that are no less protective than those in these Terms, and we remain responsible for the acts and omissions of our sub-processors.

6.4 Security

We will implement and maintain appropriate technical and organisational measures designed to protect Customer Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. No system is perfectly secure, and we do not warrant that the Services will be free from intrusion or compromise.

6.5 Data Subject Requests and Breaches

If we receive a request from an individual seeking to exercise rights in relation to personal data we process on your behalf, we will, where possible, redirect that individual to you. We will notify you without undue delay and, where feasible, within 72 hours of becoming aware of any personal data breach affecting Customer Data, providing the information required to enable you to meet your own notification obligations.

6.6 Privacy Policy

Our Privacy Policy at expenseflow.ai/privacy describes in further detail how we collect and process personal data, and forms part of these Terms.

7. AI Output, Tax Determinations, and Professional Responsibility

7.1 The Services Are a Tool, Not Tax or Accounting Advice

The Services are software tools that assist qualified bookkeepers and accounting professionals in processing expense documents and applying tax rules. The Services do not constitute tax, accounting, legal, or financial advice. Output is generated by a combination of deterministic logic and probabilistic AI models, both of which can produce errors, omissions, or incorrect classifications.

7.2 You Remain Responsible for Filings and Records

You acknowledge and agree that you, as the bookkeeper or accounting professional using the Services, remain solely responsible for: reviewing all Output before relying on it, verifying the accuracy of any tax determination before submitting it to a tax authority or posting it to a client ledger, ensuring compliance with all applicable accounting standards and tax laws in the relevant jurisdiction, and maintaining the underlying source documents in accordance with applicable record-keeping requirements.

7.3 No Warranty of Accuracy

While we work to make the Services as accurate as possible, we do not warrant that Output will be free from errors, that AI extractions will correctly capture every field, or that tax classifications will match the determinations a human professional would reach in every case. You should treat Output as a draft to be reviewed, not as a final filing.

7.4 Integrations with Accounting Systems

When you connect the Services to a third-party accounting system such as Xero or QuickBooks Online, you authorise us to read from and write to that system on your behalf within the scope of permissions you grant. We post entries by default in a draft or review state intended for human verification before posting to the live ledger. We are not responsible for errors, downtime, data loss, or syncing failures arising from the third-party system itself, nor for any consequences of you posting unreviewed entries.

8. Acceptable Use

You agree not to:

use the Services in violation of any law or regulation;
upload Customer Data that you do not have the right to upload;
attempt to reverse engineer, decompile, or extract the source code or underlying models of the Services, except to the extent this restriction is prohibited by applicable law;
use the Services to build a competing product or to benchmark the Services for the benefit of a competitor;
introduce viruses, malware, or other harmful code into the Services;
circumvent or attempt to circumvent any access controls, rate limits, or security measures;
use automated means to scrape or extract data from the Services other than through documented APIs;
use the Services to process data in violation of any applicable data protection or financial services law; or
impersonate any other person or entity, or misrepresent your affiliation with any person or entity.

We may suspend access to the Services without notice if we reasonably believe you are violating this Section.

9. Fees, Payment, and Billing

9.1 Pricing Model

The Services are offered on a subscription basis with usage-based components. A subscription includes a recurring base fee and an allowance of document processing credits. Each document processed by the AI pipeline consumes credits at the rates published in the Services or your order form. Documents processed in excess of your included allowance are charged as overage at the per-document rate then in effect for your plan.

By subscribing, you authorise us to charge your nominated payment method for the base fee on each renewal and for any overage charges incurred during the billing period.

9.2 Currency and Payment Processing

All fees are denominated and payable in United States Dollars (USD) unless we agree otherwise in writing. Payments are processed by Stripe, our third-party payment processor. By providing payment information, you authorise us and Stripe to charge your nominated payment method on the terms set out here.

9.3 Subscriptions and Renewal

Subscriptions renew automatically at the end of each billing cycle (monthly or annual, depending on your plan) unless cancelled before the renewal date.

9.4 Free Trials and Beta Access

Free trial periods during the closed beta are agreed individually with each customer and may include a fixed allowance of document credits. Trial terms, including duration and credit allowance, are communicated in writing at sign-up. Unless otherwise agreed, no payment is required during a free trial, and the trial converts to a paid subscription only with your express consent.

9.5 Taxes

Fees are exclusive of any applicable sales tax, GST, VAT, or similar taxes, which will be added where required by law.

9.6 Price Changes

We may change subscription fees, credit allowances, or overage rates on at least 30 days' advance notice. If you do not agree to a change, your sole remedy is to cancel your subscription before the change takes effect.

9.7 Cancellation and Refunds

You may cancel your subscription at any time from within the Services or by emailing [email protected]. Cancellation takes effect at the end of the current billing period, and you retain access until that date. Except as required by applicable consumer protection law, fees paid are non-refundable, and no refund or credit is issued for unused portions of a billing period or for unused document credits.

10. Term, Termination, and Effect of Termination

These Terms apply from the date you first accept them and continue until terminated.

You may terminate these Terms at any time by cancelling your account from within the Services or by emailing [email protected]. We may terminate or suspend your access immediately if you materially breach these Terms, fail to pay fees when due, or engage in conduct that we reasonably believe poses a risk to the Services or other users. Either party may terminate for convenience on 30 days' written notice.

On termination, your right to access and use the Services ends. We will make Customer Data available for export through the Services or on reasonable request for a period of 30 days following termination, after which we may delete Customer Data from active systems. Backups may persist for a further period in line with our standard retention practices.

Sections that by their nature should survive termination, including Sections 5.2, 7, 11, 12, 13, 14, 15, and 16, will survive.

11. Feedback

If you provide us with suggestions, ideas, feature requests, bug reports, or other feedback about the Services, you grant us a perpetual, irrevocable, worldwide, royalty-free licence to use that feedback for any purpose, including incorporating it into the Services, without any obligation or compensation to you. You waive any moral rights you may have in such feedback to the extent permitted by law.

12. Intellectual Property

We and our licensors retain all right, title, and interest in and to the Services, including all software, models, algorithms, interfaces, documentation, trademarks, and other intellectual property. Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Services for your internal business purposes during the term.

Nothing in these Terms transfers ownership of any of our intellectual property to you.

13. Disclaimer of Warranties

To the fullest extent permitted by applicable law, the Services are provided "as is" and "as available", without warranties of any kind, whether express, implied, statutory, or otherwise. We specifically disclaim all implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement.

Without limiting the foregoing, we do not warrant that the Services will be uninterrupted, error-free, secure, or free from harmful components, or that Output will be accurate, complete, or suitable for any particular tax filing or accounting purpose.

Nothing in these Terms excludes or limits any warranty, guarantee, or liability that cannot be excluded or limited under applicable law, including the Australian Consumer Law where it applies, the New Zealand Consumer Guarantees Act 1993 where it applies, or equivalent laws in other jurisdictions.

14. Limitation of Liability

To the fullest extent permitted by applicable law:

Neither party will be liable to the other for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, goodwill, business opportunity, or anticipated savings, arising out of or in connection with these Terms or the Services, even if advised of the possibility of such damages.

Our total aggregate liability arising out of or in connection with these Terms, whether in contract, tort (including negligence), statute, or otherwise, is limited to the total fees paid by you to us under these Terms in the six (6) month period immediately preceding the event giving rise to the claim.

Where no fees have been paid, including during a free trial or beta period, our total aggregate liability is limited to one hundred United States Dollars (USD 100).

These limitations apply in the aggregate and not per incident, and apply even if any limited remedy fails of its essential purpose.

15. Indemnification

You agree to defend, indemnify, and hold harmless ExpenseFlow and its officers, directors, employees, and agents from and against any third-party claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with: your Customer Data, including any claim that Customer Data infringes the rights of a third party or was uploaded without proper authority; your use of Output, including any tax filing, ledger entry, or business decision made in reliance on Output; your breach of these Terms or any applicable law; or your violation of the rights of any third party.

We will promptly notify you of any such claim and may, at our option, participate in the defence at our own expense.

16. Governing Law and Dispute Resolution

These Terms are governed by the laws of Singapore, without regard to its conflict of laws principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Any dispute, controversy, or claim arising out of or in connection with these Terms, including any question regarding their existence, validity, or termination, will first be addressed through good-faith negotiation between the parties for a period of at least 30 days from the date written notice of the dispute is given.

If the dispute is not resolved through negotiation, it will be referred to and finally resolved by arbitration administered by the Singapore International Arbitration Centre (SIAC) in accordance with the SIAC Rules in force at the time. The seat of arbitration is Singapore. The tribunal will consist of one arbitrator. The language of the arbitration is English.

Notwithstanding the above, either party may seek urgent injunctive or equitable relief from the courts of Singapore at any time to protect its intellectual property rights or confidential information.

17. General

Entire agreement. These Terms, together with the Privacy Policy and any order form or written agreement signed by both parties, constitute the entire agreement between the parties and supersede all prior agreements and understandings on the subject matter.

Amendments. We may amend these Terms from time to time. We will notify you of material changes by email or through the Services at least 30 days before they take effect. Continued use of the Services after the effective date constitutes acceptance.

Assignment. You may not assign these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, reorganisation, or sale of all or substantially all of our assets.

Severability. If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

No waiver. A failure or delay by either party to enforce any right under these Terms is not a waiver of that right.

Force majeure. Neither party will be liable for any failure or delay in performance caused by circumstances beyond its reasonable control, including acts of God, war, terrorism, civil unrest, pandemic, government action, internet or telecommunications failures, or third-party service outages.

No agency. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between the parties.

Notices. Notices to us under these Terms must be sent to [email protected]. Notices to you may be sent to the email address associated with your account.

Electronic communications. You consent to receive communications from us electronically, and you agree that all agreements, notices, and other communications we provide electronically satisfy any legal requirement that they be in writing.

18. Contact

Core Stack Systems Pte Ltd

1 Jurong East Street 32

#08-01, The Mayfair

Singapore 609477

Legal notices: [email protected]

General enquiries and support: [email protected]