Terms of Use

Last updated: May 17, 2026

These Terms of Use ("Terms") govern access to and use of the ApproveExpense website and services (the "Service"). By creating an account or using the Service, you agree to these Terms on behalf of yourself and, if you are using the Service on behalf of an organization, that organization ("Customer").

1. The Service

ApproveExpense lets Customer employees submit expenses with receipt photos, routes them for approval through Customer-defined rules, and exports approved expenses for reimbursement and accounting. The Service is delivered as a hosted, multi-tenant web application.

2. Accounts and roles

Each User belongs to one or more companies and holds one or more of the following roles per company: employee, approver, accountant, admin. The Customer is responsible for assigning roles, configuring approval chains, and managing user lifecycle (invites, removals, role changes). Users must keep credentials confidential and are responsible for activity under their account. Email verification is required to sign in.

3. Subscriptions and billing

• Base plans are flat fees by team-size tier, charged monthly or annually via Stripe. Annual plans receive a published discount.
• Approver and admin seats count toward the tier cap. Accountant seats do not count toward the cap.
• Optional AI receipt scanning is sold as a metered add-on with a monthly scan quota; top-ups are charged as one-time purchases. Unused quota does not roll over.
• Fees are non-refundable except where required by law. The Customer may downgrade or cancel for the end of the current billing period via the admin billing screen.
• We may change prices for renewals on reasonable prior notice (at least 30 days). Current pricing always governs new subscriptions.
• If a charge fails, we may restrict access to billing-impacted features until payment is restored. Data is not deleted during a payment grace period.

4. Customer Data and license

Customer retains ownership of all expense, receipt, approval, and user data submitted to the Service ("Customer Data"). Customer grants us a worldwide, non-exclusive, royalty-free license to host, copy, process, and display Customer Data solely as needed to provide, secure, support, and improve the Service, including approval routing, exports, backups, and the optional AI receipt scanning when enabled.

5. Acceptable use

You agree not to:

• Submit fraudulent, duplicate, or misrepresented expenses or receipts.
• Upload malware, attempt to circumvent access controls, probe for vulnerabilities, or interfere with the Service or other Customers.
• Reverse engineer, resell, rent, sublicense, or build a competing product using the Service.
• Use automated means to scrape, mass-download, or harvest data beyond your own Customer's data.
• Use the Service to violate any applicable law or third-party right.

We may suspend or terminate access for material breach of this section.

6. User attestations

When an employee submits an expense, they attest that the information is accurate, the receipt is genuine, the amount has not been previously submitted for reimbursement, and the expense complies with Customer policy. The Customer is solely responsible for reimbursement decisions, tax treatment, and compliance with its own expense policy.

7. AI add-on disclaimer

The optional AI receipt scanning add-on extracts data from images on a best-effort basis. Output may be inaccurate, incomplete, or misclassified. Users must verify all AI-extracted fields before saving an expense. We are not liable for errors that result from accepting AI-extracted data without review.

8. Service availability

We aim for high availability but do not guarantee uninterrupted access. Planned maintenance and emergency work may briefly affect availability. We do not offer a contractual SLA in these Terms; enterprise SLAs may be available by separate written agreement.

9. Data retention and deletion

Our default retention schedule is described in the Privacy Policy. In summary: expense records and receipts are retained for 7 years to support tax-record obligations; email send logs are retained for 180 days; authentication and access logs are retained for up to 90 days. On termination, Customer may request export of Customer Data within 30 days, after which non-billing Customer Data is deleted; billing-related records are retained as required by tax law.

10. Termination

Either party may terminate for convenience at the end of a billing period. Either party may terminate immediately for material breach if not cured within 15 days of written notice. We may suspend access immediately for non-payment, security risk, or violation of Section 5. On termination, access to the Service ends and the deletion timeline in Section 9 begins.

11. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT PROVIDE TAX, ACCOUNTING, OR LEGAL ADVICE. CUSTOMER IS RESPONSIBLE FOR DETERMINING WHETHER THE SERVICE MEETS ITS RECORD-KEEPING OBLIGATIONS.

12. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE WILL NOT EXCEED THE FEES PAID BY THE CUSTOMER TO US FOR THE TWELVE MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. WE WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, OR DATA, EVEN IF ADVISED OF THE POSSIBILITY.

13. Indemnification

Customer will defend and indemnify us against third-party claims arising from Customer Data, Customer's use of the Service in violation of these Terms, fraudulent expense submissions, or Customer's misclassification of tax or reimbursement matters.

14. Changes to these Terms

We may update these Terms. Material changes will be communicated via the product or by email to the Customer admin and take effect on the date stated in the notice. Continued use after the effective date constitutes acceptance.

15. Governing law and disputes

These Terms are governed by the laws of the State of Delaware, USA, without regard to conflicts-of-law principles. The parties consent to the exclusive jurisdiction of the state and federal courts located in Delaware for any dispute that is not subject to binding arbitration under a separate written agreement.

16. Contact

Questions about these Terms? Email legal@approveexpense.com.