Terms of Use

These Terms of Use (“Terms”) govern access to and use of the Veridbooks (the “Platform”). The Platform is provided by Veridbooks (veridbooks.com) for accounting and bookkeeping firms (tenants) and their authorized staff. By signing in, completing signup, or using the Platform, you agree to these Terms and the Privacy Policy.

1. Eligibility and accounts

Access is for authorized platform or firm users, or invited end-customer portal users, with an active account. Firm staff may be invited by an administrator. When self-serve firm signup is enabled, a firm admin may create a workspace by completing Stripe Checkout and signing in with Google using the same email used at Checkout. Bootstrap platform admins may also be limited by an allowlisted email domain. You are responsible for safeguarding your credentials and for activity under your account.

2. Permitted use

Firm staff may use the Platform to perform authorized bookkeeping work for customers assigned to them, including running agents, editing ledgers, exporting reports, and Ask-the-books within role permissions. Invited end customers may use the portal to upload documents, connect a bank account, and answer clarify questions. You must not:

• Attempt to access customers, firms, files, or admin controls outside your authorization
• Probe, disrupt, or overload the service, or bypass rate limits, caps, or security controls
• Upload malware or unlawful content, or misuse customer personal information
• Share API keys, Drive tokens, payment credentials, or other secrets outside approved operations
• Circumvent subscription, document, or page allowances except as the Platform allows

3. Customer data and confidentiality

Bookkeeping records belong to each firm’s customers (or the firm as custodian). Treat all ledger data, source documents, and outputs as confidential. Use them only for legitimate bookkeeping purposes and in line with your firm’s internal policies and applicable law (including Canadian privacy expectations for business records).

4. AI and assistive outputs

Agent-extracted ledgers, reports, tax-form aids, and Ask-the-books answers are assistive only. Firm staff remain solely responsible for reviewing, correcting, and approving all figures before filing with tax authorities, importing into QuickBooks, or sending anything to customers. The Platform does not provide legal, tax, or accounting advice.

5. Fees, subscription, and overage

When self-serve firm billing is enabled, the firm pays Veridbooks a platform SaaS subscription through Stripe (typically billed per active customer under the firm, subject to a firm minimum and plan allowances for documents and pages). Trials, if offered, may require a payment method on file. Taxes may apply as shown at Checkout or on invoices.

Document and page allowances are metered from fresh extracts (cached unchanged files do not consume allowance). On Firm → Billing, a firm admin may choose whether exceeding allowance stops further agent runs for that customer or invoices extras at the Platform’s published overage rates via Stripe invoice items. Unpaid or canceled subscriptions may limit new runs or new customers after any stated grace period. Firm→customer service invoices inside the product (fees a firm charges its own clients) are separate from platform SaaS fees.

Fees are generally non-refundable except where required by law or expressly agreed in writing. You authorize Stripe to charge the payment method on file for subscription and overage amounts. Payment method updates and cancellations are available through Stripe’s Customer Portal when linked from Firm → Billing.

6. Third-party services

The Platform may integrate Google sign-in, Google Drive, Microsoft OneDrive, Plaid, QuickBooks Online, Stripe, Document AI or other OCR, and configured LLM providers. Your use of those services is also subject to their terms. Availability and pricing of third-party APIs are outside the Platform operator’s control.

7. Intellectual property

The Platform software, branding, and documentation remain the property of their respective owners. Customer source documents and books remain subject to the rights of each firm and its customers. You receive a limited, revocable right to use the Platform while authorized and, for paying firms, while subscription terms are met.

8. Suspension and termination

Platform admins may suspend users, customers, firms, or global executions for security, abuse, billing, or operational reasons. Caps, subscription status, and overage settings may block further agent runs. Upon deactivation you must stop using the Platform and return or delete confidential materials as instructed by your firm or the platform operator. Cancellation of a paid subscription does not automatically delete bookkeeping data; contact the platform operator for export or deletion requests.

9. Disclaimers

THE PLATFORM IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, VERIDBOOKS AND PARTICIPATING FIRMS DISCLAIM WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. AI OUTPUTS MAY BE INCOMPLETE OR INCORRECT.

10. Limitation of liability

To the maximum extent permitted by law, Veridbooks and participating firms are not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, data, or business interruption arising from use of the Platform or reliance on AI-generated materials. Aggregate liability for claims relating to the Platform is limited to the fees paid for the Platform hosting services in the three months before the claim, if any.

11. Governing law

These Terms are governed by the laws of the Province of Nova Scotia and the federal laws of Canada applicable therein, without regard to conflict-of-law rules, unless a written order between Veridbooks and your firm states otherwise.

12. Changes

We may update these Terms by posting a revised version with a new “Last updated” date. Continued use after changes constitutes acceptance of the updated Terms. Material billing changes for paid firms may also be communicated through the product or email on file.

13. Contact

Questions about these Terms: contact your firm or platform administrator, or email hello@veridbooks.com for hosting-related matters.