Terms of Service

TERMS OF SERVICE

1. Acceptance and Scope

These Terms of Service ("Terms") form a binding agreement between Quote To Invoice (Pty) Ltd ("Quote to Invoice", "Company", "we", "us" or "our") and each person or organisation that visits, registers for, accesses or uses the Platform ("User", "you" or "your"). The "Platform" includes https://www.quotetoinvoice.co.za/, https://www.quotetoinvoice.co.za/signup, https://app.quotetoinvoice.co.za/, and related Quote to Invoice services, features and document-sharing functions.

By creating an account, clicking an acceptance control, using the Platform or continuing to use it after a notified update, you agree to these Terms. If you act for a company or other organisation, you warrant that you have authority to bind that organisation. If you do not agree, do not use the Platform.

These Terms must be read with our Privacy Policy and PAIA Manual. Mandatory rights under South African law are not excluded.

2. Electronic Transactions and Supplier Disclosures

The Platform is supplied electronically. To support transparent electronic contracting and the disclosures contemplated by the Electronic Communications and Transactions Act 25 of 2002 ("ECTA"), the Company details are set out below and should also be made available on the public website.

2.1 Company and Contact Details

The Platform provides cloud-based business tools for creating and managing quotations, invoices, statements, expense records and related documents. Current product features and any applicable price are displayed on the Platform. Where a paid product or add-on is offered, the relevant price, billing basis and payment method will be disclosed before purchase.

3. Definitions

• Account means the User profile and credentials used to access the Platform.
• Client Data means information a User uploads or enters about its clients, customers or contacts.
• Content means information, text, data, logos, documents, attachments and materials uploaded, entered, generated or transmitted through the Platform.
• Generated Document means a quotation, invoice, statement, PDF, report or other document produced using the Platform.
• Service means the software, calculations, document generation, storage, delivery and related functionality made available through the Platform.

4. Eligibility, Authority and Account Security

You must have legal capacity to use the Platform and, if using it for an organisation, authority to act for that organisation. You must provide accurate account information and keep it reasonably current.

• Keep passwords, devices, email accounts and MFA methods secure and confidential.
• Do not share credentials in a way that allows unauthorised access.
• Notify us promptly if you reasonably suspect compromise, unauthorised access or misuse.
• You are responsible for activity performed through your Account unless the activity resulted from a security failure for which the Company is legally responsible.

5. Nature of the Service

Quote to Invoice is a software and document-management tool. It assists Users with preparing business documents, calculations, workflow and record organisation. It is not an accounting firm, tax practitioner, law firm, debt-collection agency, bank, payment institution or professional adviser.

Features may include automated calculations, templates, PDF rendering, email or messaging workflows, payment-status tracking, expense tools, statements, public document links and other functionality. A feature description is informational and does not create a warranty that every feature will always be available or suitable for every User.

6. User Data, Document Accuracy and Review

The Platform depends on information supplied by the User. You are responsible for checking all names, registration details, VAT status, client details, descriptions, quantities, prices, tax treatment, discounts, dates, banking details, payment terms and totals before issuing a Generated Document.

Automated calculations and templates reduce administrative work but do not replace professional review. Software, rounding, configuration, input or interpretation errors can occur. You must review every final document and correct any issue before relying on, sending or accounting for it.

7. Tax, VAT, Accounting and Legal Responsibility

The Platform does not determine whether you are required or entitled to register for VAT, charge VAT, claim input tax, issue a particular form of tax invoice, apply a zero rate or exemption, retain records for a specific period, or adopt a particular accounting or legal treatment. You remain solely responsible for complying with SARS requirements, the VAT Act, the Tax Administration Act and any other law applicable to your business.

Content on the public website, blog, guides, templates and help material is general information only and is not legal, tax, accounting or financial advice. Where a matter is important to your business, verify it with SARS, the relevant authority or a qualified professional.

8. Client Data and POPIA

When you upload or enter Client Data, you warrant that you are entitled to process it and instruct us to process it for the purposes of providing the Service. You remain the Responsible Party where POPIA treats you as such; we generally act as your Operator for that Client Data. You must provide required notices, obtain required consents or other lawful grounds, honour data-subject rights and avoid unnecessary collection.

Our handling of personal information is further described in the Privacy Policy. You must not use the Platform to create a database of unlawfully obtained personal information or to disclose personal information through public links without authority.

9. Acceptable Use

You may use the Platform only for lawful business and administrative purposes. You must not:

• Use the Platform for fraud, phishing, deception, harassment, unlawful debt collection, money laundering, sanctions evasion, tax fraud or another unlawful purpose.
• Impersonate another person or business, falsify material business details, or issue documents you are not authorised to issue.
• Upload malware, malicious code, unlawful content, infringing material or content that violates privacy or confidentiality rights.
• Attempt to bypass authentication, security controls, usage controls or access restrictions.
• Probe, scan, attack or interfere with the Platform, infrastructure or another User's account or data.
• Reverse engineer, decompile, scrape, copy, extract or reproduce protected source code, algorithms, interface logic or proprietary components except where a right cannot lawfully be excluded.
• Use automated tools in a way that places unreasonable load on the Service or circumvents intended functionality.
• Resell, sublicense or commercially exploit access to the Platform unless we have expressly authorised it in writing.

10. Intellectual Property

The Company and its licensors retain all rights in the Platform, software, source code, calculation logic, database structures, workflow, designs, templates, user-interface elements, documentation, trademarks, branding and other proprietary material, excluding User-owned Content. No ownership is transferred to a User by access to the Platform.

Subject to these Terms, we grant you a limited, revocable, non-exclusive, non-transferable right to use the Platform for your own lawful business purposes during the period in which your Account is authorised.

11. User Content and Limited Processing Licence

You retain ownership of Content that you lawfully own. You grant the Company a limited licence to host, reproduce, transform, render, transmit, back up and otherwise process that Content only as reasonably necessary to provide, secure, support and improve the Service, comply with law and enforce these Terms. This licence ends when the relevant Content is deleted from our active systems, subject to backups, legal retention and surviving obligations.

12. Public Links, Email and Messaging

If you create a public document link or send a Generated Document by email, WhatsApp or another channel, you are responsible for the recipient details and for ensuring the document may lawfully be disclosed. We do not control what a recipient does after receiving a document or link. Third-party messaging or email providers may apply their own terms, privacy practices, availability limits and delivery rules.

13. Fees, Free Access and Future Paid Features

The Platform currently advertises core functionality as free where stated on the public website. No charge will be imposed for a paid feature without the price and relevant billing terms being disclosed before the User accepts the paid transaction. The Company may introduce optional paid functionality, third-party charges or new plans prospectively, subject to applicable law and any required notice or consent.

If a paid service is introduced, taxes, billing cycle, cancellation rules, refunds (if any) and payment method will be disclosed in the applicable order or pricing terms. Statutory consumer rights remain unaffected.

14. Availability, Maintenance and Changes

We aim to provide a reliable Service but do not guarantee uninterrupted or error-free availability. Maintenance, upgrades, internet failures, hosting incidents, cybersecurity events, third-party outages, device or browser incompatibility and events outside our reasonable control may affect access.

We may modify, replace, add, suspend or discontinue features where reasonably necessary for security, legal compliance, product improvement, third-party dependency, abuse prevention or business reasons. Where a change materially affects a User's paid rights, we will provide any notice or remedy required by applicable law.

15. Retention, Trash, Backups and User Exports

Deleted documents may remain in a recoverable trash area for up to 30 days before scheduled deletion from active systems. Backup copies may persist for a limited period. The Platform is not a statutory archive or permanent backup service. Users should export or retain copies of documents and records required for tax, accounting, legal, client or business-continuity purposes.

16. Third-Party Services

The Platform may rely on hosting providers, email services, analytics, authentication, communications, payment processors or other third-party infrastructure. We are not responsible for the independent acts, policies or outages of third parties except to the extent that applicable law makes us responsible. Links to external sites are provided for convenience and do not imply endorsement.

17. Security

We use reasonable security measures appropriate to the Service. You acknowledge that no internet-based service can eliminate all risk. You must use secure devices and networks, protect credentials, enable MFA where available, keep software updated and promptly report suspected compromise.

18. Suspension and Restrictions

We may temporarily restrict or suspend access where we reasonably believe it is necessary to protect the Platform, Users or third parties; investigate suspected fraud or security compromise; comply with law or a lawful authority; address material breach of these Terms; or prevent material operational harm. Where appropriate and lawful, we will give notice and a reasonable opportunity to remedy a remediable breach.

19. Account Closure and Termination

A User may stop using the Service and may request account closure through available account controls or by contacting support. We may terminate an Account for material or repeated breach, unlawful activity, security risk, non-payment of a paid service (if applicable), prolonged inactivity where permitted, or discontinuation of the Service, subject to applicable law.

Before closure, Users should export records they need. Following closure, information may be deleted, anonymised or retained in accordance with the Privacy Policy, backup cycles and legal obligations.

20. Disclaimer of Warranties

To the maximum extent permitted by law, the Platform is provided on an "as available" basis. We do not warrant that the Platform will meet every business requirement, that every Generated Document will satisfy every legal or tax rule, that third-party communications will be delivered, or that the Service will be uninterrupted or free from all defects. Nothing in these Terms excludes a warranty or right that cannot lawfully be excluded under the Consumer Protection Act or other applicable law.

21. Limitation of Liability

To the maximum extent permitted by law, the Company will not be liable for indirect, incidental, special, exemplary or consequential loss, loss of profit, loss of anticipated savings, loss of business opportunity, reputational loss, loss caused by incorrect User inputs, or loss arising from a User's failure to verify a Generated Document, maintain records, protect credentials or comply with tax or other law.

Where liability may lawfully be limited, the Company's aggregate liability arising from the Service will not exceed the fees actually paid by the affected User to the Company for the relevant Service during the 12 months immediately preceding the event giving rise to the claim; where no such fees were paid, the aggregate cap is R1,000. This cap does not apply where a limitation is prohibited by law, including liability that cannot lawfully be excluded for fraud, wilful misconduct, gross negligence or other non-excludable responsibility.

22. Indemnity

To the extent permitted by law, you indemnify the Company, its directors, employees and contractors against third-party claims, losses, penalties, costs and reasonable legal expenses arising from your unlawful use of the Platform, your Content, your lack of authority to process Client Data, your infringement of third-party rights, your tax or regulatory non-compliance, or your material breach of these Terms, except to the extent caused by the Company's own unlawful conduct or responsibility that cannot lawfully be excluded.

23. Consumer and Statutory Rights

Nothing in these Terms is intended to waive, restrict or contract out of a right that South African law does not permit to be waived. Where ECTA, the Consumer Protection Act or another law grants a consumer a cooling-off, cancellation, disclosure, quality, refund or other mandatory right, that right applies according to law. Where an exception lawfully applies, the exception will apply.

24. Force Majeure

Neither party is liable for delay or failure caused by events beyond reasonable control, including major internet or cloud failure, electricity or telecommunications disruption, natural disaster, civil disturbance, labour disruption, government action, war, epidemic, cyberattack by a third party, or failure of critical third-party infrastructure, provided the affected party takes reasonable steps to mitigate the impact where practicable.

25. Disputes and Governing Law

These Terms are governed by the laws of the Republic of South Africa. Before commencing court proceedings, the parties should first attempt in good faith to resolve a dispute through written notice to the other party and reasonable engagement. Nothing prevents a party from seeking urgent relief, enforcing a statutory right, approaching a competent regulator or consumer body, or using another remedy available by law. Subject to mandatory jurisdiction rules, South African courts with jurisdiction may determine unresolved disputes.

26. Notices and Electronic Communications

Operational and contractual notices may be sent electronically to the email address associated with an Account, displayed in the Platform or published on the public website where appropriate. Support and legal enquiries may be sent to support@quotetoinvoice.co.za. Formal service details must use the legal-service address listed in section 2 once completed.

27. General Provisions

• Entire agreement: these Terms, together with incorporated policies and any applicable paid-order terms, constitute the agreement concerning use of the Platform.
• Severability: if a provision is unenforceable, it will be applied to the maximum lawful extent and the remaining provisions continue.
• No waiver: failure to enforce a right is not a waiver of that right.
• Assignment: a User may not assign the agreement without our written consent; the Company may assign it as part of a lawful restructuring, merger, sale or transfer, subject to applicable law.
• No agency: use of the Platform does not create a partnership, employment, fiduciary, agency or professional-adviser relationship.
• Headings are for convenience and do not limit interpretation.
• Updates: we may revise these Terms. Material changes will be communicated where appropriate, and the updated date will be shown on the published version.