Terms for using Simple Books

1. Provider

Simple Books is provided by Adam Elvin trading as Simple Books, a sole trader in England.

Email hello@simple-books.co.uk.

2. Business users only

Simple Books is offered only to people acting for business purposes, including sole traders. It is not a consumer service. By creating an account or using Simple Books, you confirm that you act in the course of a business and may bind that business.

3. Service and responsibilities

Simple Books is bookkeeping and accounting software for records, invoices, bills, expenses, mileage, projects, budgets, banking records, reports, exports and optional AI features.

Simple Books is not an accountant, tax adviser or lawyer. Software, calculations, reports, forecasts, guides and AI output are information tools, not accounting, tax, legal or financial advice. Simple Books does not submit Making Tax Digital returns and does not claim HMRC recognition. You remain responsible for checking records and outputs, filings, tax treatment and professional advice.

• Provide accurate account information and keep it current.
• Protect your password and devices and report suspected unauthorised access.
• Have authority to enter records and upload files, including other people’s information and intellectual property.
• Use only sample information in the shared Demo.

4. Starter and Pro

Starter is free and needs no payment card. Pro costs £15 per month, charged monthly in pounds sterling. Simple Books is not VAT registered and does not charge VAT. There is no free Pro trial.

Current features and limits are on the Pricing page. We may change free features and reasonable usage limits, but this does not remove rights already accrued.

5. Payment, renewal and cancellation

Stripe processes Pro checkout and payments. By subscribing, you authorise Stripe to charge the payment method £15 each month until cancellation. You must keep a valid payment method.

You can manage or cancel an eligible subscription through the Stripe billing portal from the Account page. If cancellation is scheduled, Pro access continues until the paid billing period ends. If a payment becomes overdue, Pro access continues temporarily while Stripe reports the subscription as past due. The account uses Starter if subscription setup is incomplete or expires, payment remains unpaid, the subscription is paused, or it is cancelled.

If you believe a payment is incorrect, contact us promptly. Nothing in these terms limits a right or remedy that cannot lawfully be limited.

6. Your content and exports

You retain ownership of records and files you submit. You give us non-exclusive permission to host, copy, transmit, process, display and delete them only as needed to operate, secure and support Simple Books and fulfil requests. You are responsible for content accuracy and legality and appropriate notices and permissions.

Exports are not complete copies of everything held and may omit attachments, logos, authentication and billing data, administrative records, generated reports, and parts of payment or settlement history. Keep secure copies of records you need. Simple Books is not an automatic backup service or permanent archive.

7. Acceptable use

You must not:

• use Simple Books unlawfully, fraudulently or to infringe rights;
• upload malicious code or unauthorised material;
• gain or attempt unauthorised access to accounts, systems or data;
• evade security controls or reasonable limits, or disrupt or overload the service;
• resell, scrape, reverse engineer or automate access unless agreed in writing or permitted by law; or
• use AI for unlawful material or submit sensitive information unnecessary for the task.

We may restrict access where reasonably necessary for a security risk, unlawful use, material breach or harm. Where practical, we will explain and allow a remedy.

8. AI-assisted features

The optional AI Assistant and scanner send relevant information to OpenAI through Firebase Functions as described in the Privacy Policy. Output may be inaccurate, incomplete or unsuitable and must be reviewed. Scanning does not save a bill or expense by itself, and the Assistant does not create, edit or delete records. AI output is not professional advice.

9. Account deletion and termination

You may stop using Starter at any time. Irreversible deletion requires recent reauthentication. Export what you need first. The workflow cancels a linked subscription, removes uploaded files and Simple Books account data, and deletes the authentication account, subject to limited provider, transaction, security, backup and legal records described in the Privacy Policy.

We may end or suspend the service for material breach, unlawful use, serious security risk or non-payment. Where reasonably possible, we will give notice and an opportunity to export supported data. Ownership, payment and liability terms that need to continue survive termination.

10. Availability and changes

We aim for a useful, reliable service but do not promise uninterrupted availability, particular uptime or correction of every error. Maintenance, defects, internet failures and providers may interrupt it. We may change or discontinue features for operational, security, legal or product reasons. We will give reasonable notice where practical if a material change significantly reduces paid functionality.

11. Liability

Nothing excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or liability that cannot lawfully be excluded.

Subject to that, Simple Books is not liable for indirect or consequential loss; loss of profit, revenue, business, anticipated savings, goodwill or data; or losses caused by inaccurate records or decisions made without checking outputs and keeping appropriate backups.

Subject to the first paragraph, Simple Books’ total liability connected with the service in any 12-month period is limited to the greater of the Pro fees you paid in that period and £100. The service is a business tool and you remain responsible for professional, filing and record-keeping decisions.

12. General

If a provision is unenforceable, the rest continue. Delay enforcing a right is not a waiver. You may not transfer this agreement without consent; we may transfer it in a business sale or reorganisation if your rights are not materially reduced. These terms and referenced documents are the entire agreement and create no rights for others.

We may update these terms. We will post the new version and effective date and give reasonable advance notice of material changes. Continued use after the effective date means they apply; otherwise cancel and stop using the service first.

13. Governing law and disputes

These terms and non-contractual disputes are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction. Contact hello@simple-books.co.uk first so we can try to resolve a dispute.