Terms of Use

Last updated: October 7, 2026

Welcome to EasyBill Flow ("Service", "Platform", "we", "us", or "our"). These Terms of Use ("Terms") govern your access to and use of our platform, including any content, functionality, and services offered. By registering for an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. Account Registration & Eligibility

You must be at least 18 years of age or the legal age of majority in your jurisdiction to use this Service. By creating an account, you represent that the information you provide is accurate, complete, and current. If you use the Service on behalf of a company or other organization, you represent that you are authorized to accept these Terms on its behalf, and "you" refers to both you and that organization.

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account, whether or not you authorized them. You must notify us promptly if you suspect any unauthorized use of your account. We are not liable for any loss arising from your failure to keep your credentials secure.

We reserve the right to refuse registration, and to suspend or terminate accounts that violate these Terms, contain fraudulent information, or are used for unauthorized purposes.

2. Service Description

EasyBill Flow is a software-as-a-service (SaaS) platform for managing bills, invoices, and receipts. Its features include, but are not limited to, workspace and team management, AI-assisted document data extraction, bill categorization and reporting, staff expense, mileage, and toll claims, file storage and sharing, and optional integrations with third-party accounting and property management platforms.

The Service is provided on a subscription basis. A subscription plan includes a credit allowance for each billing period and a storage quota; additional credits and storage can be purchased separately. Credits are consumed as you use the platform's AI-powered features.

3. AI-Powered Features

The Service uses artificial intelligence to extract and organize data from documents you upload (for example: vendor names, amounts, dates, and line items), to detect and split documents that contain more than one bill, to suggest accounting codes for bill lines, and to generate spending insights. By using these features, you acknowledge and agree that:

Output may contain errors. AI-generated data is produced automatically and may be inaccurate, incomplete, or misattributed. You are responsible for reviewing and verifying all extracted and suggested data — including amounts, splits, categories, account codes, and billing details — before relying on it for any financial, accounting, or business decision, and before sending it to a connected third-party platform.
No guarantee of results. We do not warrant that AI-powered features will successfully read every document, language, layout, handwriting, or image quality, or that any processing level will produce a particular level of accuracy.
Third-party processing. Content you submit for AI processing is processed by third-party AI providers (currently OpenAI) as described in our Privacy Policy. We may change the providers and models we use at any time.
Credit consumption. AI processing consumes credits from your balance. The number of credits depends on the processing level you select and the size of the document, as displayed on the platform. Credits are consumed when processing is performed and are generally not refunded because the output was inaccurate or incomplete.
No professional advice. The Service's output does not constitute accounting, tax, or legal advice. You remain solely responsible for your own books, records, tax filings, and regulatory obligations.

4. User Content, Storage & Sharing

Ownership. You retain all rights to the documents and files you upload to the Service ("User Content"). By uploading User Content, you grant us a limited, non-exclusive license to host, store, process (including AI-based processing), and display it solely as necessary to provide the Service to you and your workspace members.

Responsibility. You are solely responsible for your User Content and represent that you have the necessary rights to upload it — including any personal information of other people that it contains — and that it does not violate any law or third-party rights. We may remove or disable access to any User Content that we reasonably believe violates these Terms or applicable law.

Your own copies. The Service is not a backup or archival service. You are responsible for keeping your own copies of your User Content, including any records you are required by law to retain. Content that is deleted — by you, by another member of your workspace, or under these Terms — cannot be recovered.

Storage limits. Each plan includes a storage quota, which covers every bill file and uploaded document across all workspaces owned by the subscribing account. We may notify the account owner as usage approaches the quota, but you are responsible for monitoring your usage. When the quota is exceeded, we may restrict further uploads until space is freed or additional storage is purchased.

Sharing. Content uploaded to a workspace is accessible to other members of that workspace according to their roles. If you create a public share link, anyone with the link can — depending on the options you choose — view and download the shared content, upload files to the shared folder, or both, without signing in. You are responsible for the links you create, for the files received through them, and for disabling links you no longer wish to be accessible.

5. Workspaces, Members & Claims

Workspaces. The person who creates a workspace is its owner. The owner controls who is invited, the roles and permissions of each member, which integrations are connected, and whether the workspace is deleted. The owner is responsible for the activity of the members they invite and for ensuring that workspace content may lawfully be shared with them. Deleting a workspace permanently deletes its bills, files, and related data.

Claims. Where the claims feature is enabled, members can submit expense, mileage, and toll claims with supporting documents for review by the workspace's approvers. The Service records and routes claims only: we do not verify claims, make or guarantee any reimbursement payment, and are not a party to any arrangement between a workspace and its members. Any dispute about a claim, its approval, or its payment is solely between the workspace and the member concerned. Payout details that a member provides for reimbursement are shared with that workspace's approvers for that purpose.

6. Payment Terms

6.1 Payment Methods & Card Storage

To use paid features of the Service, you must provide a valid payment method. We use Stripe as our third-party payment processor. When you save a payment method, your card details are tokenized and stored securely by Stripe — we never store your full card number, CVV, or other sensitive card data on our servers. We store only a reference token, your card's brand, last four digits, and expiration date for display purposes.

6.2 Authorization for Recurring & Off-Session Charges

By saving a payment method to your account, you expressly authorize EasyBill Flow to initiate charges to your saved payment method for the following purposes:

Subscription payments: The initial charge and recurring renewal charges for the subscription plan you have chosen, including any storage add-on.
Plan changes: Charges for a plan, billing cycle, or storage change that you confirm.
Credit top-ups: When you purchase additional credits.
Auto top-up (when enabled): If you enable the automatic top-up feature, we will automatically charge your default payment method when your credit balance falls below your configured threshold. You may disable auto top-up at any time from your billing settings.

These charges may be initiated without requiring you to be actively logged in to the platform ("off-session" charges). Your bank may require additional verification (such as 3D Secure authentication) for certain transactions. In such cases, we will attempt to notify you via email with a secure link to complete the verification. You are responsible for completing it; a charge that is not verified is treated as a failed payment.

6.3 Plans & Pricing

An active subscription plan is required to use the Service; there is no free plan. We may, at our discretion, grant a trial period with a limited credit allowance and storage quota. When a trial ends, a paid plan is required to continue using the Service.

Plans are offered on monthly and annual billing cycles. Prices are displayed on the platform at the time of purchase and are quoted and charged in US dollars (USD). Where Malaysian Service Tax (SST) applies, displayed prices are inclusive of it; you are responsible for any other taxes, duties, or levies that apply to your purchase. Your card issuer may apply currency conversion or foreign transaction fees, which are outside our control and are not refundable by us.

We reserve the right to modify pricing with reasonable notice. A price change does not affect a billing period you have already paid for; it applies from your next renewal or purchase.

6.4 Credits & Expiry

Credits expire. How long a credit remains valid depends on how it was obtained:

Plan credits: The credits included with a plan are valid for the billing period that granted them. They are replaced when the plan renews and do not roll over.
Purchased credits: Credits bought through a top-up or auto top-up are valid for 180 days from the date of purchase.
Trial and promotional credits: Valid until the end of the trial, or until the expiry date stated when they are granted.

When credits are consumed, those closest to expiry are used first. Expired credits are removed from your balance and are not refunded, extended, or reinstated. It is your responsibility to keep track of when your credits expire; any reminder we send is a courtesy, and not receiving one does not extend their validity. Credits have no cash value, cannot be exchanged for money, and are non-transferable between accounts unless otherwise specified.

6.5 Auto Top-Up Limits

To protect against fraud and unintended charges, automatic top-up charges are limited to 3 per payment method per day. If the limit is reached, auto top-up resumes the following day; you may still purchase credits manually or add an alternative payment method to continue.

6.6 Failed Payments

If a payment fails (due to insufficient funds, card expiry, bank decline, or other reasons), we may retry the payment or notify you to update your payment method. A failed renewal charge may be retried daily until the end of the current billing period. If payment has not been received by then, the plan ends as described in Section 6.8. We are not responsible for any fees your bank or card issuer charges in connection with failed or retried payments.

6.7 Subscription Renewal, Changes & Cancellation

Renewal. Subscription plans renew automatically for a further billing period of the same length. The renewal charge is made to your default payment method 3 days before the end of the current billing period, so that a failed payment can be retried before your access is interrupted. We aim to send you a reminder email before each renewal charge, but not receiving one does not affect the renewal or your obligation to pay for it.

Plan changes. You may change your plan, billing cycle, or storage from your billing settings. Depending on the change, it takes effect either immediately or at your next renewal, and the amount due — including any adjustment for the unused part of your current period — is shown for your confirmation before you are charged. Unless that confirmation states otherwise, amounts already paid for the plan you are leaving are not refunded.

Cancellation. You may disable auto-renewal or cancel your subscription at any time from your billing settings or by contacting support; your subscription will then remain active until the end of the current billing period and will not renew. You may turn auto-renewal back on at any time before that date. Fees already paid for the current period are non-refundable except as described in our Refund Policy.

6.8 When a Plan Ends

When a plan or trial ends without being renewed, your workspaces are locked: bills cannot be opened, uploaded, or sent to connected platforms until a plan is active again. Your stored files are kept for 90 days after the plan ends, and subscribing again within that time restores access to them. After 90 days, stored files may be permanently deleted and cannot be recovered. Purchased credits remain on your account, subject to their own expiry dates — which continue to run while no plan is active — and become usable again once a plan is active.

It is your responsibility to download any content you need before your plan ends or within that 90-day period. We have no obligation to retain, return, or provide a copy of your content after it.

6.9 Disputed Charges

If you believe a charge is incorrect, please contact us before raising a dispute with your bank or card issuer so that we can investigate. If a charge is disputed or reversed (a "chargeback"), we may suspend your account while it is open, and may remove the credits or plan benefits that the disputed payment purchased.

7. Refund Policy

Except as expressly stated in these Terms or required by applicable law, all payments are final and non-refundable, including where you stop using the Service part-way through a billing period.

Refund requests are handled on a case-by-case basis. If you believe you have been charged in error or wish to request a refund, please contact our support team within 14 days of the charge. We reserve the right to approve or deny refund requests at our discretion based on the circumstances. Refunds, when approved, will be issued to the original payment method.

Credits that have already been consumed or that have expired are not eligible for refund, and the amount of an approved refund may be reduced to reflect credits or plan benefits already used.

8. Acceptable Use

You agree to use the Service only for lawful purposes and in compliance with all applicable laws and regulations. You shall not:

Use the Service for any fraudulent, deceptive, or illegal activity, including submitting false or altered documents or claims.
Upload content that you do not have the right to upload, or that contains malware or other harmful code.
Attempt to gain unauthorized access to other users' accounts or our systems.
Interfere with or disrupt the integrity or performance of the Service.
Reverse engineer, decompile, or disassemble any part of the Service.
Use automated scripts, bots, or other tools to access the Service in a manner that exceeds reasonable usage.

9. Third-Party Integrations

The Service allows you to connect optional third-party services, such as accounting platforms (e.g., Xero, Bukku) and property management platforms (e.g., EasyRenz). By connecting an integration, you authorize us to:

Transmit the relevant data (such as bill details, line items, and the bill document) to that service on your behalf, and to update or remove what we have sent when you change or delete it in the Service.
Read reference data from that service (such as your chart of accounts, tax rates, contacts, properties, and existing purchase bills) in order to map your bills correctly and to suggest how they should be recorded.
Store the authorization tokens required to maintain the connection.

Where you enable automatic sending for an integration, bills that meet your configured rules are transmitted without further confirmation; you remain responsible for the data sent, and for checking that it has been recorded correctly in the third-party service.

Your use of any third-party service is governed by that service's own terms and policies. We do not control third-party services and are not responsible for their availability, accuracy, or conduct, or for any incorrect, duplicated, or missing records in a third-party service that result from data sent on your instruction or under your rules. Integrations depend on interfaces provided by the third party, which may change; we may modify or discontinue an integration at any time. You may disconnect an integration at any time from your workspace settings.

10. Intellectual Property

The Service, including its design, logos, text, graphics, software, and other content, is the property of EasyBill Flow or its licensors and is protected by intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to use the Service for its intended purpose. You may not copy, modify, distribute, sell, or lease any part of the Service without our prior written consent.

11. Data & Privacy

Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect your personal information. By using the Service, you consent to the practices described in the Privacy Policy.

12. Service Availability & Modifications

We strive to maintain high availability of the Service but do not guarantee uninterrupted, timely, or error-free access, and no service level is promised. The Service may be unavailable from time to time for maintenance, upgrades, or reasons outside our control, and it depends on third-party providers (including hosting, payment, and AI providers) whose outages or changes may affect it. Document processing times are not guaranteed.

We may modify, suspend, or discontinue any part of the Service — including any feature, plan, or integration — at any time, with or without notice. We are not liable for any loss or inconvenience caused by such changes or by any unavailability of the Service.

13. Disclaimer of Warranties

To the maximum extent permitted by applicable law, the Service is provided on an "as is" and "as available" basis, without warranties of any kind, whether express, implied, or statutory, including any implied warranties of merchantability, satisfactory quality, fitness for a particular purpose, accuracy, and non-infringement. Without limiting this, we do not warrant that the Service will meet your requirements, that it will be uninterrupted, secure, or free of errors, that any data extracted, generated, or suggested by it will be accurate or complete, or that content stored in it will not be lost or damaged.

14. Limitation of Liability

To the maximum extent permitted by applicable law, EasyBill Flow and its officers, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to 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.
Unauthorized access, use, or alteration of your data or transmissions.
Your reliance on data extracted, generated, suggested, or organized by AI-powered features without independent verification.
Data sent to, or received from, a third-party service you have connected.
The expiry of credits, or the deletion of content when a workspace is deleted, an account is closed, or the retention period after a plan ends has passed.
Any tax, penalty, interest, or accounting error arising from your use of the Service.
Any suspension, interruption, or discontinuation of the Service.

Our total aggregate liability for all claims relating to the Service, whether in contract, tort (including negligence), or otherwise, shall not exceed the amount you paid us in the 12 months preceding the event giving rise to the claim.

These limitations apply even if we have been advised of the possibility of such damages. Nothing in these Terms excludes or limits any liability that cannot be excluded or limited under applicable law; where a limitation is not permitted in full, it applies to the greatest extent the law allows.

15. Indemnification

You agree to indemnify, defend, and hold harmless EasyBill Flow and its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in any way connected with:

Your access to or use of the Service, or that of anyone using your account or a workspace you own.
Your User Content, including any claim that it infringes or misuses the rights or personal information of another person.
Any claim, reimbursement, or other dealing between a workspace and its members.
Data sent to a third-party service on your instruction or under your rules.
Your violation of these Terms or of any applicable law.

16. Termination

You may close your account at any time from your profile settings or by contacting support. Before an account can be closed, you must delete the workspaces you own and leave any workspaces you have joined.

We may suspend or terminate your access to the Service immediately, without prior notice, if we reasonably believe that you have violated these Terms, if a payment is overdue, disputed, or reversed, if your use poses a security or legal risk to us or to others, or if we are required to do so by law.

Upon termination, your right to use the Service ceases immediately, and we may delete your content subject to the retention periods described in these Terms and in our Privacy Policy. Any remaining credit balance is forfeited, and fees already paid are not refunded, unless otherwise required by applicable law. Provisions of these Terms that by their nature should survive termination — including those on payment, disclaimers, limitation of liability, indemnification, and dispute resolution — continue to apply.

17. Dispute Resolution

If you have a dispute relating to these Terms or the Service, you agree to contact us first and to attempt to resolve it through good-faith negotiation for at least 30 days. If it cannot be resolved in that time, the dispute shall be submitted to the exclusive jurisdiction of the courts of Malaysia. Nothing in this section prevents us from seeking urgent injunctive relief or from recovering unpaid fees in any court of competent jurisdiction.

18. Governing Law

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

19. Changes to These Terms

We reserve the right to modify these Terms at any time. If we make material changes, we will endeavour to notify you by email or through the Service at least 14 days before the changes take effect. Changes that are required by law, or that are needed to address a security or fraud risk, may take effect immediately. Your continued use of the Service after the effective date constitutes your acceptance of the revised Terms; if you do not agree to them, you must stop using the Service.

20. General

Entire agreement. These Terms, together with our Privacy Policy and the prices and plan details shown on the platform at the time of purchase, are the entire agreement between you and us regarding the Service.
Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions continue in full effect.
No waiver. Our failure to enforce a provision is not a waiver of our right to do so later.
Assignment. You may not assign or transfer your rights under these Terms without our prior written consent. We may assign ours, including in connection with a merger, acquisition, or sale of assets.
Events outside our control. We are not liable for any failure or delay in performing our obligations caused by events beyond our reasonable control, including outages of third-party providers, network or power failures, natural disasters, and acts of government.
Notices. We may give you notice by email to the address on your account or through the Service. You are responsible for keeping that address current.

21. Contact Us

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

Email: [email protected]

Back