Terms & Conditions

These Terms and Conditions (the “Terms”) govern access to and use of the UTUMATE invoice approval platform and related services (the “Service”). By creating a workspace, registering an account, or otherwise using the Service, you accept and agree to these Terms on behalf of yourself and the organization you represent.

• Service — UTUMATE’s web and mobile applications, APIs, and related services for invoice capture, approval workflows, audit logging, and payment tracking.
• Workspace — an organizational account created within the Service for use by a company or other legal entity.
• Administrator — a user designated by the organization with the ability to invite users, assign roles, and manage workspace settings.
• User Content — invoices, documents, attachments, metadata, and other content uploaded or submitted by you or your users.

Administrators create and manage workspaces. Administrators are responsible for inviting users, assigning roles (Admin, Supervisor, Team Member), and configuring access controls. You must provide accurate information when creating an account and keep login credentials confidential. You are responsible for all activity that occurs under your account and must promptly notify UTUMATE of any unauthorized access or security breach.

• Billing: Paid plans are billed per seat on a recurring basis through our third‑party payment processor. Pricing, billing cycles, and seat counts are described on the pricing page and in your subscription agreement.
• Trials: Free trials convert to paid subscriptions unless cancelled before the trial ends. Trial duration and features are set at signup.
• Refunds and cancellations: Fees are charged in advance and are non‑refundable except as required by law or stated in a written agreement. You may cancel at any time; access continues until the end of the current billing period.

You agree not to misuse the Service. Prohibited activities include, without limitation:

• Attempting to access data belonging to other workspaces;
• Reverse engineering the Service or attempting to discover source code or APIs;
• Uploading malware or malicious files;
• Using the Service to process unlawful transactions;
• Scraping or bulk exporting data without authorization;
• Reselling access without UTUMATE’s prior written consent.

UTUMATE may investigate suspected misuse and take appropriate action, including suspension or termination.

Ownership: You retain ownership of User Content you upload. UTUMATE does not claim ownership of your User Content.

License to operate the Service: By uploading User Content you grant UTUMATE a limited, worldwide, royalty‑free license to host, store, reproduce, modify, and display that content solely as necessary to provide and improve the Service (including automated extraction and processing of invoice fields).

No sale of data: UTUMATE will not sell your User Content to third parties.

• Security measures: UTUMATE implements administrative, technical, and physical safeguards designed to protect User Content against unauthorized access, disclosure, alteration, and destruction. Details are available in our Security Overview and Privacy Policy.
• Subprocessors: UTUMATE may use subprocessors (third‑party service providers) to host, process, or store data. A list of subprocessors is available on request.
• Your responsibilities: You are responsible for configuring role‑based access controls, user permissions, and internal processes to protect your data.

The Service may use automated processing (including OCR and machine learning) to extract invoice fields and suggest values. These suggestions are provided for convenience only and may be inaccurate. You remain solely responsible for reviewing, validating, and approving invoices before any payment is initiated.

UTUMATE aims to provide high availability but does not guarantee uninterrupted operation. Scheduled maintenance, third party outages, and events beyond UTUMATE’s control may affect availability. UTUMATE performs routine backups but is not responsible for data loss caused by your actions, misconfiguration, or events outside our control. Maintain your own backups as appropriate.

UTUMATE may suspend or terminate access for non payment, suspected misuse, violation of these Terms, or where required by law. You may close your workspace at any time via account settings. Upon termination or account closure, UTUMATE will make your data available for export for a reasonable period; thereafter data may be deleted in accordance with our data retention policy.

• Free trial: New workspaces start with a 3‑day free trial. A reminder is sent to the workspace owner approximately 12 hours before the trial ends.
• Read-only access: If no valid payment method is added before the trial ends, the workspace becomes read‑only. Existing data can still be viewed and exported, but invoices cannot be created, edited, approved, or marked as paid. Administrators retain access to billing so a payment method can be added at any time to restore full access.
• 60-day retention period: The read‑only period lasts 60 days from the date the trial or subscription ends. During this period your data remains stored and available for export.
• Deletion after 60 days: After the 60‑day period ends, access to the workspace is blocked and UTUMATE may permanently erase your workspace data, including invoices, attachments, comments, approval history, and audit records. A CSV archive may be generated at the end of the period, but UTUMATE does not guarantee its retention or availability, and no data recovery is offered once deletion has occurred. You are responsible for exporting any data you wish to keep before the 60‑day period expires.
• Reactivation: Adding a valid payment method before deletion restores full access to the workspace and its data.

UTUMATE and its licensors retain all rights, title, and interest in and to the Service, including software, documentation, trademarks, and other intellectual property. You may not remove, obscure, or alter UTUMATE’s trademarks, logos, or legal notices.

No warranties: THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, UTUMATE DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON‑INFRINGEMENT.

No professional advice: UTUMATE is a workflow tool and does not provide accounting, tax, legal, or financial advice.

Liability cap: TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, UTUMATE’S AGGREGATE LIABILITY FOR ANY CLAIM ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE IS LIMITED TO THE FEES YOU PAID TO UTUMATE IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

You agree to indemnify, defend, and hold harmless UTUMATE and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys’ fees) arising from: (a) your breach of these Terms; (b) your User Content; or (c) your violation of applicable law.

You will comply with all applicable export control and economic sanctions laws and regulations and will not use the Service in violation of such laws.

UTUMATE may modify or discontinue features of the Service at any time. UTUMATE may update these Terms from time to time. Material changes will be communicated to workspace Administrators by email or in product notice. Continued use of the Service after the effective date of changes constitutes acceptance of the updated Terms.

These Terms are governed by the laws specified in your subscription agreement or, if none, by the laws of the State/Country you select. Any dispute arising out of or relating to these Terms will be resolved as set forth in your subscription agreement. If no agreement exists, disputes will be resolved in the courts located in the venue you select, and each party consents to personal jurisdiction there.

• Every workspace gets a referral code. If a business starts a new workspace through that link, it receives 20% off its first month and the referring workspace receives a non-cash subscription credit toward its future UTUMATE invoices. Credits belong to the workspace, not to the individual who shared the link.
• The credit is sized by the number of paid users the referred workspace activates at its first successful payment, and that size is locked at that moment: 1–3 users earns $20, 4–10 users earns $50, 11–30 users earns $100, 31–100 users earns $200, and 100 or more users earns $300 in subscription credit.
• A referral only counts once the referred workspace makes its first successful payment. Sign-ups and trials do not earn rewards.
• Credits stack across referrals and expire 12 months after they are earned. They are applied automatically to the workspace's subscription invoices, and no single invoice can be reduced by more than 20% through referral credit — any remainder stays on the workspace balance for future invoices. Credits are a discount, not income: they have no cash value, cannot be redeemed for cash, refunded, or transferred to individuals or other workspaces, and end with the workspace.
• Fraud policy: you may not refer yourself, create additional accounts or workspaces to claim rewards, or use paid advertising, spam, or misleading claims to distribute your link. Referrals that share a device or network with the referrer, or that otherwise look automated, are placed on hold for review.
• If a qualifying payment is refunded or disputed, the related credit is cancelled and any amount already applied is reclaimed. We may withhold, void, or reclaim rewards, and close the referral account, where we reasonably believe this policy has been broken.
• We may adjust the tiers, caps, or expiry of the program with 30 days' notice; credits already earned keep their original expiry date.

Workspace Administrators may download invoice data in formats intended for third‑party accounting software (such as QuickBooks Online, Xero and Sage) or as a generic spreadsheet. Exports are provided as a convenience and "as is". You are responsible for reviewing each file before importing it into any other system.

UTUMATE does not provide accounting, tax or legal advice. Account codes, tax treatment and the way bills are recorded in your books remain the responsibility of the workspace and its advisers.

QuickBooks, Xero and Sage are trademarks of their respective owners. UTUMATE is not affiliated with or endorsed by them and does not guarantee that their import formats will remain compatible.

• If any provision of these Terms is held invalid or unenforceable, the remaining provisions remain in full force and effect.
• No waiver of any breach will be deemed a waiver of any subsequent breach.
• These Terms, together with any subscription agreement, privacy policy, and other documents expressly incorporated by reference, constitute the entire agreement between you and UTUMATE regarding the Service.

Questions about these Terms? Reach us through the Contact page.