Terms of Use

Last updated: May 14, 2026

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

1. Accounts and roles

The Service supports four roles: employee, approver, accountant, and admin. The Customer is responsible for managing its users, role assignments, and approval chains. Each user must keep credentials confidential and is responsible for activity under their account.

2. Subscriptions and billing

• Plans are flat monthly or annual fees by team-size tier (Starter, Growth, Scale, Enterprise). Annual plans receive two months free.
• Approver seats count toward the tier cap. Accountant accounts are free and do not count.
• Optional add-ons, such as AI receipt scanning, are billed in addition to the base plan based on metered usage tier.
• Fees are non-refundable except where required by law. Customers may downgrade or cancel at the end of the current billing period.
• We may change pricing on prospective renewals with reasonable notice.

3. Customer data

Customer retains ownership of expense, receipt, and user data submitted to the Service ("Customer Data"). Customer grants us a limited license to host, process, and display Customer Data as needed to provide the Service, including duplicate detection, approval routing, and exports.

4. Acceptable use

You agree not to:

• Submit fraudulent, duplicate, or misrepresented expenses or receipts.
• Upload malware, attempt to breach security, or interfere with the Service.
• Reverse engineer, resell, or sublicense the Service.
• Use the Service to violate any applicable law or third-party right.

5. Attestations

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

6. AI add-on disclaimer

The optional AI receipt scanning add-on extracts data from images on a best-effort basis. Users must verify extracted information before submission. We are not liable for errors that result from accepting AI-extracted data without review.

7. Termination

Either party may terminate for convenience at the end of a billing period, or immediately for material breach. We may suspend access for non-payment, abuse, or risk to the Service. Upon termination, the Customer may export data for a reasonable period as described in our Privacy Policy.

8. 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.

9. 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 FOR THE TWELVE MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. WE WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.

10. 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, or fraudulent expense submissions.

11. Changes

We may update these Terms. Material changes will be communicated via the product or email and take effect on the date stated in the notice.

12. Governing law

These Terms are governed by the laws of the State of Delaware, USA, without regard to conflicts-of-law principles. Disputes will be resolved in the state or federal courts located in Delaware.

13. Contact

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