Terms of Service

Last updated: 5 October 2026

These terms are an agreement between you (the business using Upcraftly Accounts) and Upcraftly, 10 Pippin Court, IP28 8FX ("we", "us"). By creating an account you agree to them. The service is for business use, by sole traders and companies, not for personal use.

1. The service

Upcraftly Accounts lets you send invoices, send automatic payment reminders, record bills and payments, and see simple reports. We'll keep improving it, and features may change over time. If we remove something important you're paying for, we'll tell you first.

2. Free trial

New accounts get a 30-day free trial with all features. You don't need a card to start. If you don't choose a plan by the end of the trial, you can still sign in and see your records, but you won't be able to make changes until you choose a plan.

3. Plans and payment

• Plans are billed monthly or yearly in advance, by card through Stripe. Prices are shown on our website. We are not currently VAT registered, so no VAT is added. If that changes, we will tell you at least 30 days before VAT is added to your plan.
• Your plan renews automatically until you cancel.
• You can cancel any time from Settings. You keep access until the end of the period you've paid for. We don't refund part-used periods, unless the law requires it.
• If a payment fails, we'll ask you to update your card. If it isn't sorted within 14 days, your account becomes read-only until it is.
• We may change prices with at least 30 days' notice. Changes apply from your next renewal.

4. Your responsibilities

• Keep your login details safe, and only invite people you trust to your team.
• Check that the information you enter, and bills we read for you, are correct before relying on them. Bill reading is automated and can make mistakes.
• You're responsible for your own tax affairs, VAT returns and accounts. Upcraftly Accounts is a record-keeping tool. It isn't accounting, tax or legal advice.
• You're responsible for the content of your invoices, including making sure they show everything the law and HMRC require (for example your VAT number, if you're VAT registered).
• Invoices and payment reminders are sent in your name, to your customers. You're responsible for making sure the amounts are genuinely owed, that you're allowed to contact those people, for keeping invoices' paid, cancelled and on-hold status up to date so customers aren't chased by mistake, and for anything you add to the messages.
• Don't use the service for anything unlawful, to send spam, or to try to access other businesses' data.

4a. Figures, estimates and automatic features

• Estimates. Reports, profit and VAT figures are estimates worked out only from what's recorded in the app. They aren't accounts, a tax calculation or a VAT return, and they don't take account of anything you haven't recorded, or of allowances, reliefs or special VAT schemes. Don't rely on them to file or pay tax without checking them yourself or with an accountant.
• No filing with HMRC. The app doesn't submit VAT returns or any other information to HMRC.
• Bill reading. Bills you email to us are read automatically, which can make mistakes, for example in amounts, VAT, dates or bank details. You must check each one against the original before approving or paying it. We're not responsible for payments made on the basis of details you haven't checked.
• Emails. We send emails through third-party providers. We can't guarantee every email is delivered, read or not marked as spam, so don't rely on the app as your only way of contacting a customer about something important.
• Third-party services. Payments, emails, hosting and bill reading rely on providers such as Stripe, Resend, Cloudflare, Supabase and OpenAI. We're not responsible for their failures, but we'll do our best to keep the service running if one has a problem.

4b. Your customers' and suppliers' information

When you store information about your customers and suppliers in the app, you're the data controller and we process it on your behalf. We'll only use it to provide the service and follow your instructions, keep it secure and confidential, use only the providers listed in our Privacy Policy, help you respond to data protection requests, tell you without undue delay about any breach affecting it, and delete or return it when you close your account (apart from records the law requires us to keep). You confirm you have a lawful basis to give it to us and to let us email your customers on your behalf.

4c. Your responsibility to us

If someone makes a claim against us because of the content of your invoices or reminders, the amounts you've chased, or your use of the service in breach of these terms or the law, you'll cover our reasonable losses and costs from that claim.

5. Your data

Your records belong to you. We look after them as described in our Privacy Policy, and you can ask us for an export at any time. If you close your account, we keep financial records for as long as the law requires, then delete them.

6. Availability

We aim to keep the service running all the time, but we can't promise it will never be unavailable or error-free. We may need short breaks for maintenance, and we'll try to do these outside UK working hours.

7. Liability

Nothing in these terms limits liability that can't legally be limited, such as for fraud or for death or personal injury caused by negligence. Otherwise, we're not liable for indirect or consequential losses, such as loss of profit, business or data. We're also not liable for tax, penalties, interest or fees you have to pay, or for losses caused by relying on estimates, on bill details you haven't checked, or on emails that weren't delivered. Our total liability to you in any 12-month period is limited to the amount you paid us in that period.

8. Ending the agreement

You can stop using the service and cancel at any time. We can suspend or close an account that seriously or repeatedly breaks these terms, or doesn't pay. Unless it's urgent, we'll give you notice and a chance to put things right.

9. Changes to these terms

We may update these terms. If a change matters, we'll tell you at least 30 days before it applies. If you don't agree, you can cancel before then.

10. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales can decide any disputes.

Contact

Questions? Email info@upcraftly.co.uk.