Terms of service

1. Agreement to terms

By using Invoicer, you agree to these Terms of Service. If you don't agree, please don't use the service.

Provider: GK Tools Ltd, a private limited company registered in England and Wales (company number 16434833)
Registered office: 483 Green Lanes, London, N13 4BS, United Kingdom
ICO registration: ZB899192
Service: Invoicer - invoicing software, on the web and as an app for iPhone and iPad
Contact: support@invoicer.gk.tools

2. Description of service

Invoicer is a simple invoicing platform designed for tradespeople and small businesses, with an accessible interface — large fonts, clear buttons, simple navigation — that anyone can use. It runs in any web browser and as an app for iPhone and iPad, on the same account: what you do in one shows up in the other.

The service allows you to:

• Create and manage client records
• Generate and send professional invoices using email
• Track your business insurance certificates
• Store business and banking information securely
• Access your data from any device with an internet connection
• Receive AI-powered personalized daily business insights
• Auto-save your work to prevent data loss
• Manage your Invoicer subscription easily with self-service tools

2a. Not professional advice

Invoicer is a software tool, not an adviser. Invoicer helps you create and send invoices and view statistics about your own business. It does not provide tax, accounting, VAT, or legal advice, and nothing in the service (including AI-generated insights) should be treated as professional advice. You are responsible for the accuracy of your invoices and for meeting your own tax, VAT, and record-keeping obligations. If you're unsure, speak to an accountant or HMRC.

3. Free trial

New users receive a 3-month free trial with full access to all features.

• No credit card required to start your trial
• You can add payment details at any time during or after your trial
• If you don't add payment details before your trial ends, your account will be suspended (not deleted)
• You can reactivate a suspended account by adding payment details
• We'll send you reminder emails before your trial ends

4. Subscription and pricing

Subscription Plans (website)

• Monthly: £10 per month, billed monthly
• Yearly: £100 per year, billed annually (save £20)

Subscription Plans (Apple App Store)

• The price, the currency, the length of the subscription and any tax are shown by Apple before you confirm the purchase. That is the price that applies.
• App Store prices are set per country and may differ from the website prices above.
• Payment is taken by Apple and charged to your Apple Account.
• The subscription renews automatically unless you turn renewal off at least 24 hours before the current period ends.
• Apple charges for the renewal within the 24 hours before the current period ends.

Payment Terms

• Website subscriptions are processed securely through Stripe (supports both card payments and UK Bacs Direct Debit). You choose your preferred payment method during subscription setup.
• Apple subscriptions are billed by Apple through your Apple Account, under Apple's own terms.
• Subscriptions automatically renew unless you cancel.
• GK Tools Ltd is not VAT registered, so no VAT is charged or shown on subscription payments we take directly. For Apple purchases, Apple shows any tax that applies in your country before you buy, and Apple accounts for it.
• We may change website pricing with 30 days' notice (existing customers keep their rate for their current billing period).
• For Apple subscriptions, price changes follow Apple's own notification process. Where Apple asks you to agree to an increase, the subscription will not renew at the higher price unless you agree.

Failed Payments

• Website subscriptions: if a payment fails, we'll try again automatically, and we'll email you.
• After 3 failed attempts, your account may be suspended
• Suspended accounts retain data for 90 days
• Apple subscriptions: Apple handles failed payments itself, including any grace period it gives you. Update your payment method in your Apple Account when Apple asks. Your access follows whatever Apple reports your subscription status to be.

5. Cancellation and refunds

Cancelling a website subscription

If you subscribed on this website, you can cancel at any time yourself:

• Cancel instantly from your Subscription page in your account dashboard
• Change your plan (monthly ↔ yearly) at any time from your dashboard
• Update payment methods easily through your account settings
• Alternatively, email us to cancel or make changes
• Your service continues until the end of your current billing period
• Cancelling the subscription does not close your account: your records stay and remain available to you for 90 days so you can export them
• Closing your account is a separate step, with its own 30-day grace period — see section 4 of the Privacy Policy for what is deleted when, and what we keep

Cancelling an Apple subscription

If you subscribed inside the iPhone or iPad app, we cannot cancel it for you and neither can emailing us. Apple holds the subscription, so you cancel it with Apple:

• On your iPhone or iPad: open Settings, tap your name at the top, tap Subscriptions, then tap Invoicer.
• Or open apps.apple.com/account/subscriptions in a browser.
• The app's own Account screen has a Manage your subscription button that opens the same place.
• Turn renewal off at least 24 hours before the period ends, or Apple will charge for the next one.
• You keep your subscription until the end of the period you have already paid for.

Refunds — website subscriptions

This is our own policy, and it applies only to subscriptions you bought on this website:

• No refunds for monthly subscriptions
• Yearly subscriptions: pro-rata refund if you cancel within the first 30 days
• No refunds after 30 days of an annual subscription
• Apart from that annual refund and your legal rights, cancelling does not entitle you to money back for the unused part of a period you have already paid for
• Free trial is always free - no refunds needed

Refunds — Apple subscriptions

• We cannot refund an Apple purchase. Apple took the payment, so Apple decides refunds, under its own terms and the law where you live.
• Ask Apple at reportaproblem.apple.com.
• If you think something has gone wrong at our end, please still tell us — we will help you put it right, and we can explain the position to Apple.

Your legal rights are not affected

• Nothing in this section takes away rights the law gives you.
• If you are buying as a consumer rather than for your business, nothing above reduces your statutory 14-day cancellation right under the Consumer Contracts Regulations 2013: you normally have 14 days from entering a paid subscription to change your mind. Tell us by email or by post — any clear statement that you are cancelling is enough. Where the service has already been supplied at your request during those 14 days, we may charge fairly for the part you used.
• Most Invoicer subscribers are buying for their business, in which case that particular right does not apply — but everything else in this section still does.
• For an Apple purchase, Apple's own terms set out the equivalent right, and you exercise it with Apple.

6. Your responsibilities

Account Security

• Keep your email account secure (we use email codes for login)
• Don't share your login codes with anyone
• If you use passkeys, keep your device secure
• Tell us immediately if you suspect unauthorized access

Acceptable Use

You agree not to:

• Use the service for illegal activities
• Send spam or malicious emails through our system
• Attempt to hack, overload, or disrupt the service
• Create fake invoices or commit fraud
• Share your account with others (one account per business)
• Scrape or automatically collect data from the service
• Reverse engineer or copy our software

Your Content

• You're responsible for the accuracy of information you enter
• You must have the right to use any data you upload
• You must comply with UK data protection laws for your clients' data

7. Data ownership and privacy

Your Data is Yours

• You own all the data you put into Invoicer
• We'll never sell your data to third parties
• You can export your data at any time
• You can request deletion of your data (subject to legal requirements)

Privacy

We handle your data according to our Privacy Policy, which complies with UK GDPR.

Your Clients' Data (we act as your processor)

When you store your clients' details in Invoicer, you are the data controller for that information and GK Tools Ltd acts as your data processor. This section is the agreement between us about that, for the purposes of Article 28 of the UK GDPR. You confirm you have a lawful basis to enter your clients' data into the service.

What the processing is. We store and display your clients' details, and send invoices, quotes and related messages to them on your instruction, for as long as you have an account with us (plus the retention periods in section 10). The people concerned are your own customers and their staff. The data is the contact and billing details you enter — typically name, business name, address, email address, phone number — together with the invoices, quotes and payment records you create about them.

What we undertake. We:

• process that data only to provide the service and on your documented instructions, including for any transfer outside the UK, unless the law requires otherwise — in which case we will tell you before processing, unless the law forbids that
• tell you straight away if we think an instruction you give us breaks data protection law
• make sure the people handling it are bound by confidentiality
• protect it with the security measures described in our Privacy Policy, and help you meet your own security duties
• use sub-processors only under equivalent written obligations, and remain responsible to you for what they do with it
• tell you before we add or replace a sub-processor, so you have a fair chance to object; if you object on reasonable data-protection grounds and we cannot resolve it, you may end your subscription
• help you respond to requests from your customers exercising their rights, and pass any such request that reaches us straight on to you
• notify you without undue delay if there is a personal data breach affecting your customers' data, and help you meet your own notification duties
• help you with data protection impact assessments and any consultation with the ICO, so far as it relates to this processing
• give you the information you reasonably need to show you are meeting Article 28, and allow and contribute to audits or inspections by you or an auditor you appoint, on reasonable notice
• at the end of the service, delete the data or return it to you — your choice — including copies, except where the law requires us to keep it. Our own export puts a full copy in your hands at any time; see section 10 for what we keep and for how long

None of this changes who is responsible for what you actually do with your customers' information, which remains yours as controller.

8. Service availability

Uptime

We aim for 99% uptime but can't guarantee uninterrupted service. We may have planned maintenance (we'll give notice) or unexpected downtime.

Changes to Service

• We may add new features anytime
• We may remove or change features with reasonable notice — for example to keep the service secure, to replace a supplier, or because the law changes
• We'll try not to remove core features you rely on
• If a change materially reduces what you paid for, we'll tell you in advance where we can. You can then end the affected subscription, and we'll refund the part you have paid for and will not now receive. For an Apple subscription, cancel with Apple and ask Apple for the refund — tell us as well and we'll help

Support

• Email support during business hours (Mon-Fri, 9am-5pm UK time)
• We aim to respond promptly on business days

9. Limitation of liability

Subject to that, and to the maximum extent permitted by law:

• The service is provided "as is" without warranties, except those the law implies and does not let us exclude
• We're not liable to a business customer for lost profits, data loss, or business interruption
• Our total liability to a business customer is limited to the amount you've paid us in the last 12 months
• We're not responsible for an outage at a third-party service (like email, Stripe or Apple). This does not change our own responsibilities to you, including our responsibility for the providers we use to handle your customers' information on your behalf.
• We're not responsible for issues caused by your internet connection or device

We ARE liable for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Anything else that UK law says we can't exclude liability for

Nothing in these terms affects any statutory rights you have that cannot be excluded by law, including (if you use the service as a consumer) your rights under the Consumer Rights Act 2015.

10. Termination

We May Terminate If:

• You breach these terms (especially acceptable use)
• Your payments repeatedly fail
• You use the service fraudulently
• Required by law

What Happens When Service Ends:

• You get 30 days to export your data
• After 30 days, we may delete your account
• Financial records — invoices, quotes and payments — are kept for 7 years from the date of the record itself, under our retention policy for business records of this kind. See section 4 of the Privacy Policy for exactly what that covers and what it means for a deletion request.
• No refunds for early termination due to breach of terms

11. Intellectual property

The Invoicer software, design, and branding belong to GK Tools Ltd. You get a license to use the service, but you don't own the software itself.

You can't:

• Copy or recreate our software
• Use our branding for your own purposes
• Claim you created Invoicer

12. Third party services

We use third-party services to provide Invoicer:

• Stripe: Payment processing for website subscriptions, by card and UK Bacs Direct Debit (their terms apply to those payments)
• Apple: Payment processing, billing and renewals for subscriptions bought inside the iPhone or iPad app (Apple's terms apply to those purchases)
• Google AI (Gemini): Generating personalized daily business insights, answering the optional assistant, reading a document you photograph to set your account up, and helping to spot fake signups
• Google Maps Platform (Places): Providing address suggestions on business-profile and client forms; address text entered on those forms is processed by Google to return matches
• Email service: Sending invoices and login codes
• Hosting provider: Storing data securely in UK data centers

These services have their own terms and privacy policies. We only share necessary data with these services (e.g., payment amount with Stripe, business statistics with Google AI, or address text with Google Places when providing address suggestions).

13. Governing law and disputes

Governing Law

These terms are governed by the laws of England and Wales.

Dispute Resolution

If there's a problem:

1. Talk to us first: Email support@invoicer.gk.tools and let's resolve it
2. Mediation: If we can't agree, we're happy to try mediation — but it is an offer, not a hoop you have to jump through before using your legal rights
3. Courts: These terms are governed by the law of England and Wales, and we agree to its courts. If you are a consumer, this does not take away the protections of the law where you live, or your right to bring a claim in your local courts — including in Scotland and Northern Ireland

14. Changes to terms

We may update these terms occasionally:

• We'll email you about significant changes
• We'll update the "Last Updated" date at the top
• Continued use after changes means you accept the new terms
• If you don't accept changes, you can cancel your subscription

15. Miscellaneous

Entire Agreement

These terms, along with our Privacy Policy, form the complete agreement between us.

Severability

If any part of these terms is found to be unenforceable, the rest still applies.

No Waiver

If we don't enforce a term once, it doesn't mean we've waived our right to enforce it later.

Assignment

You can't transfer your account to someone else without our permission. We can transfer our obligations if we sell the business.

16. Contact us

Questions about these terms?

Email: support@invoicer.gk.tools
We aim to respond promptly to all enquiries.

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