Terms of Service

Last Updated: 21 November 2025

1. Agreement to Terms

By accessing or using Xero Invoice SaaS (“Service”, “we”, “us”, “our”), you agree to be bound by these Terms of Service (“Terms”). If you disagree with any part of these terms, you may not use our Service.

2. Description of Service

Xero Invoice SaaS is an automated invoice processing service that:

• Parses invoice PDFs using AI (Claude by Anthropic)
• Matches suppliers to your Xero contacts
• Creates invoices in your Xero organization
• Attaches PDF receipts to Xero invoices

3. User Accounts

3.1 Registration

• You must provide a valid email address and password
• You are responsible for maintaining password confidentiality
• You must notify us immediately of any unauthorized access

3.2 Account Requirements

• You must be at least 16 years old
• You must provide accurate and complete information
• For business use: You must have authority to connect your organization's Xero account

3.3 Account Termination

• You may delete your account anytime (permanent and irreversible)
• We may suspend or terminate accounts that violate these Terms

4. Xero Integration

4.1 Authorization

You authorize us to access your Xero organization via OAuth and grant us permission to:

• Read organization details
• Read contacts (suppliers)
• Create invoices
• Attach files to invoices

4.2 Xero Data

• We store your Xero OAuth tokens securely (encrypted)
• We do NOT modify or delete existing Xero data (only create new invoices)

5. Acceptable Use Policy

5.1 Permitted Use

• Upload legitimate business invoices for processing
• Use the service for your own business purposes
• Connect your own Xero organization (not others')

5.2 Prohibited Use

You may NOT:

• Upload invoices that don't belong to you
• Connect to Xero organizations without authorization
• Attempt to access other users' data
• Reverse engineer or hack the service
• Use the service for illegal purposes
• Upload malware, viruses, or malicious code
• Resell or redistribute the service

6. Subscription & Payment

6.1 Subscription Tiers

• Free: 15 invoices per month
• Starter: 150 invoices per month at £29/month
• Professional: 500 invoices per month at £79/month
• Agent: 1,000 invoices per month at £139/month (multi-client)

6.2 Payment

• Processed via Stripe (PCI-compliant)
• Monthly billing on signup date anniversary
• VAT/sales tax may apply

6.3 Refunds

• No refunds for partial months
• Cancellation takes effect at end of billing period

7. Usage Limits and Overage Charges

7.1 Monthly Invoice Limits

Each subscription tier includes a monthly allowance of invoice processing:

• Free: 15 invoices per month
• Starter: 150 invoices per month
• Professional: 500 invoices per month
• Agent: 1,000 invoices per month

7.2 Overage Charges (Paid Tiers)

If you exceed your monthly invoice limit on a paid subscription, additional invoices will be processed and charged at the following overage rates:

• Starter: £0.30 per additional invoice
• Professional: £0.25 per additional invoice
• Agent: £0.20 per additional invoice

Overage charges accumulate throughout the billing period and are automatically added to your next subscription invoice at the end of each month.

7.3 Invoice Packs

As an alternative to overage charges, you may purchase invoice packs at discounted rates:

• Small Pack: 25 invoices for £5 (£0.20 per invoice)
• Medium Pack: 50 invoices for £8 (£0.16 per invoice)
• Large Pack: 100 invoices for £12 (£0.12 per invoice)

Invoice packs never expire and are consumed before overage charges apply. Packs are used on a first-in, first-out (FIFO) basis.

7.4 Free Tier Limits

Free tier users do not have automatic overage billing. When the monthly limit is reached, you must either purchase an invoice pack or upgrade to a paid subscription to continue processing invoices.

8. Intellectual Property

• Our IP: The Service, code, design, and branding are our property
• Your Data: You retain all rights to your invoice data
• AI Training: We do NOT use your data to train AI models

9. Data & Privacy

See our Privacy Policy for details. We are GDPR compliant and you have rights to access, export, and delete your data.

10. Service Availability

• We aim for 99.9% uptime (excluding maintenance)
• No guarantee of uninterrupted service
• Service requires Xero API, Anthropic Claude API, and Stripe API

11. Disclaimers & Limitations

11.1 No Warranty

THE SERVICE IS PROVIDED “AS IS” WITHOUT WARRANTIES OF ANY KIND, INCLUDING BUT NOT LIMITED TO MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR ACCURACY OF AI PARSING.

11.2 Accuracy

YOU MUST REVIEW parsed invoices before posting to Xero. AI parsing may not be 100% accurate. We are not responsible for incorrect data you approve.

11.3 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE SHALL NOT BE LIABLE FOR:

• Indirect, incidental, or consequential damages
• Loss of profits, data, or business opportunities
• Damages exceeding amount paid in last 12 months

11.4 Your Responsibility

You are responsible for:

• Backing up your own data
• Verifying invoice accuracy before posting to Xero
• Compliance with tax laws and accounting standards

12. Governing Law

These Terms are governed by the laws of England and Wales. Disputes are subject to jurisdiction of English courts.

13. Changes to Terms

We may update these Terms by posting revised Terms with a new “Last Updated” date and notifying you via email (if material changes).

14. Contact Us

Email: support@drakonsystems.com
Legal: support@drakonsystems.com
Response Time: Within 5 business days

15. Summary (TL;DR)

• You must: Be 16+, provide valid email, use service legally
• We provide: AI invoice parsing, Xero integration, PDF attachment
• You can't: Upload others' invoices, hack service, violate laws
• Pricing: Free (15/month), Starter (£29), Pro (£79), Agent (£139)
• Overages: Paid tiers auto-bill £0.20–£0.30/invoice beyond limit
• Invoice packs: Pre-buy 25–100 invoices at lower rates, never expire
• Your data: You own it, can export/delete anytime
• AI accuracy: Review invoices before posting (we're not perfect)