Effective date: 30 July 2026. These terms govern your use of Zinvoice. They are written to be clear, commercially sensible, and explicit about what the service does and does not do.
Zinvoice is operated by Rob Saunders trading as Zinvoice. Zinvoice is a trading name and is not currently a separate limited company.
In these terms, “Zinvoice”, “we”, “us” and “our” mean Rob Saunders trading as Zinvoice. “You” and “your” mean the person, business or organisation using the service.
You can contact us using the contact details published on our website or legal pages.
Zinvoice is hosted software for creating invoices, managing repeat invoice schedules, recording payment records, recording refund records, tracking expenses, storing client-related billing information, sending client agreements for reading or electronic signature, generating PDFs, and keeping simple business administration records.
Zinvoice is designed for freelancers, sole traders, contractors and other self-employed people who manage their own accounts and need a practical step up from Word, Canva, spreadsheets or manual invoice templates, but who do not need larger accounting software, VAT tools, payroll tools, bank feeds or full bookkeeping systems.
Zinvoice is not an accounting platform, bookkeeping service, legal service, tax filing service, payroll platform, bank-feed provider, HMRC submission tool, regulated financial service, payment-processing service, debt-collection service, or professional advisory service.
Zinvoice is intended for business use by freelancers, sole traders, contractors and other self-employed people. By creating an account, starting a trial, subscribing, or using Zinvoice, you confirm that you are acting wholly or mainly for the purposes of your trade, business, craft or profession, and not as a consumer.
If any law treats you as a consumer and gives you rights that cannot lawfully be excluded, those rights will still apply only to the extent required by law.
If you use Zinvoice on behalf of a business, organisation or other person, you confirm that you have authority to do so and to bind that business, organisation or person to these terms.
You are responsible for the accuracy, completeness, legality and timing of all data you enter into Zinvoice, including invoice details, client details, payment records, refund records, expense records, tax settings, addresses, repeat invoice schedules, uploaded files, notes, agreement terms, recipient details and any other document content.
You are responsible for checking all invoices, receipts, reminders, statements, summaries, MTD summaries, tax-year figures, payment statuses and other outputs before sending them, relying on them, or using them for business, tax or legal purposes.
You are also responsible for keeping your login credentials, passkeys, devices and account access secure. You are responsible for all activity under your account unless the activity results directly from our own breach of law or our own failure to apply reasonable security to our systems.
You must tell us promptly if you believe your account has been accessed without permission or if your login details have been compromised.
Zinvoice is record-keeping and document-generation software only. It does not collect money from your clients, process your clients’ payments, hold client money, refund client money, operate bank accounts, connect to bank accounts, or move money between any parties.
References inside Zinvoice to payments, refunds, paid status, unpaid status, due amounts, outstanding balances, receipts, credit, overpayments or payment reminders are records only. They are based on information you enter or actions you take inside the app.
If you record a payment or refund in Zinvoice, that does not mean money has actually been paid, received or returned. You must check your own bank, payment provider, accountant, records and client communications.
Zinvoice lets you upload a finished PDF, send it to a client through a private link, ask the client to read it or sign it by typing their full name, and keep the completed PDF and a limited activity history. Zinvoice provides the technical delivery, record and signing process only.
Zinvoice does not write, review, negotiate, approve, certify or validate an agreement. We do not check whether its terms are accurate, fair, complete, lawful, suitable, enforceable or effective for any particular purpose or jurisdiction. We do not act as a solicitor, witness, notary, escrow agent, contracting party, representative or dispute-resolution service, and using this feature does not create a solicitor-client relationship or any other advisory relationship with us.
You are responsible for the agreement and for deciding whether the signing method is suitable. This includes checking the identity, legal capacity and authority of every party; using the correct names and email addresses; obtaining required permissions and privacy notices; making sure the terms reflect what was agreed; and meeting any requirements for witnessing, deeds, notices, delivery, identification, independent advice, handwritten signatures, advanced or qualified electronic signatures, filing, registration or other formalities. Take advice from a qualified solicitor where appropriate.
The Zinvoice signature is a typed-name electronic signature with an explicit acceptance statement. It is not identity verification and is not represented as a witnessed, notarised, advanced, qualified or certificate-based electronic signature. A correct private link or access to an email account does not by itself prove a person's identity, capacity or authority. Zinvoice does not guarantee that a signature or activity record will be accepted as sufficient evidence or that an agreement will be binding or enforceable.
The agreement record includes the sender and recipient details supplied through the workspace, the signer's typed name, the acceptance wording, relevant dates and times, the exact PDF version and its activity history. It does not add the recipient's IP address, browser user-agent string or device fingerprint to that record. Email and security services may automatically open or inspect links, so an opened or downloaded event must not be treated on its own as proof that the intended recipient personally read the agreement.
You must check the completed PDF and keep any records you need outside Zinvoice. If an agreement is disputed, you and the other party remain responsible for resolving or enforcing it. Zinvoice does not decide whether a party agreed, whether a signature is genuine or whether the agreement has legal effect.
Zinvoice is a paid subscription service. New accounts may receive a 7-day free trial before the first subscription payment is taken, unless a different trial period is clearly shown at checkout.
To access the main workspace, you must choose a subscription plan and complete Stripe Checkout. Subscription payments for use of Zinvoice are processed by Stripe. We do not receive or store your full card details.
Available plans, prices, billing periods, free trial details and renewal details are shown before payment. Unless stated otherwise at checkout, monthly subscriptions renew monthly and yearly subscriptions renew yearly.
Unless you cancel before the free trial ends, your trial may automatically become a paid subscription and Stripe may charge the payment method you provided for the selected plan.
You can manage payment methods, plan changes and cancellation through the billing portal or any replacement billing method we provide. If you cancel, access normally continues until the end of the paid billing period.
If a trial expires without successful payment, or a renewal payment fails and is not resolved, we may restrict or lock access to the main workspace until billing is fixed. Where a renewal payment remains past due, the workspace is normally locked after three days.
While the workspace is locked, repeat invoice schedules may continue to generate draft invoices for your records, but Zinvoice will not automatically send those repeat invoices to your clients. Any held drafts remain your responsibility to review and send, edit, void or otherwise deal with after access is restored. Future repeat invoices generated after access returns may be sent automatically according to your saved settings, without referring to the lock or payment issue.
Except where required by law, subscription payments are non-refundable once charged. You are responsible for cancelling before a renewal date if you do not want the next period to be billed.
We may change prices, plans or plan features in future. If a change affects an active paid subscription, we will give reasonable notice before the change takes effect at renewal.
We currently contribute 1% of subscription revenue processed through Stripe to Stripe Climate. This contribution is made from our revenue and is not an additional fee charged to you. Stripe Climate contributions are handled automatically by Stripe and may be updated, paused or withdrawn if Stripe changes or withdraws the programme, or if our payment processing setup changes.
To keep Zinvoice fairly priced and avoid hiding long-term storage costs inside a higher subscription fee, we do not keep cancelled, unpaid or abandoned workspaces forever.
If your subscription is cancelled, unpaid, expired or otherwise ends, we may retain workspace data for up to 90 days after access ends so that you have a fair chance to reactivate or download your data. We send several automated reminders before deletion.
During account lock, we provide a simple way to download your data, including uploaded files, where technically available. You are responsible for downloading and keeping any records, PDFs, uploads or data that you need before the retention period ends.
During account lock, repeat invoices due under existing schedules may be generated as drafts only. They are not emailed to your clients automatically while the workspace is locked, and we do not include any account-lock or billing-problem wording in client-facing invoice emails generated after access returns.
After the 90-day retention period, workspace data may be permanently deleted from live systems. Residual copies may remain in encrypted, protected or system backups for a limited period until they are deleted, overwritten or rotated out in the ordinary course of backup management.
We may retain limited account, billing, tax, security, fraud-prevention, support and legal-compliance records for longer where reasonably necessary or required by law.
Zinvoice provides workflow tools, records, summaries and calculated outputs based on the information you supply. Those outputs are for convenience only. They are not accounting advice, tax advice, legal advice, filing advice, regulatory advice, professional assurance, or confirmation that your records are complete or correct.
Any tax-year summaries, estimated tax figures, payment due calculations, reminder timings, MTD summaries or similar outputs shown in Zinvoice are estimates or organisational summaries only. They may be incomplete, simplified, inaccurate or unsuitable for your circumstances.
Zinvoice may show summaries that are intended to help with Making Tax Digital preparation, but Zinvoice is not currently HMRC-linked MTD submission software. Zinvoice does not submit quarterly updates, tax returns or other filings to HMRC. It does not guarantee that your records are MTD-compliant or ready for filing.
You must verify all figures independently and, where appropriate, take advice from a qualified accountant, tax adviser, solicitor or other professional before relying on them.
You must not use Zinvoice to break the law, act fraudulently, infringe third-party rights, upload malicious code, interfere with the service, attempt to bypass security, scrape or reverse engineer the service beyond what the law permits, or send unlawful, misleading, abusive, threatening, defamatory or deceptive communications.
You must not use Zinvoice to store or process personal data, business data, documents or files unless you have the right and lawful basis to do so.
We may investigate suspected misuse and may suspend, restrict or terminate access where reasonably necessary to protect Zinvoice, our users, our systems, third parties, or ourselves.
We aim to keep Zinvoice available, secure and useful, but we do not promise uninterrupted, error-free or always-secure operation. The service may be unavailable because of maintenance, updates, hosting issues, internet problems, third-party failures, security incidents or events outside our reasonable control.
We may update, improve, suspend, remove, replace or change parts of Zinvoice from time to time. Any roadmap, planned feature, public preview or future feature description is not a binding promise unless we expressly say otherwise in writing.
We may keep backups for resilience, recovery and security purposes. Backups are not a substitute for your own records. We do not guarantee that any individual item, record, upload, PDF or document can always be restored from backup.
We own or control the intellectual property rights in Zinvoice, including the software, code, interface, branding, design, text, structure and related materials.
Subject to these terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable licence to use Zinvoice during your subscription for your own internal business administration.
You retain rights in the business data, uploads and content you put into Zinvoice. You give us the limited rights we need to host, process, store, back up, display, transmit, secure, support and operate that data as part of providing the service.
If you send us ideas, suggestions, feedback or feature requests, we may use them without restriction or compensation.
Each party must keep the other party’s confidential information confidential and use it only as needed for the service, support, legal compliance or enforcement of these terms.
Confidential information may be disclosed where required by law, court order, regulator, professional adviser duty, or where disclosure is reasonably necessary to protect rights, safety, systems or legal interests.
Our use of personal data is explained in the Privacy Policy. Our use of cookies and similar technologies is explained in the Cookie Policy.
Where you enter personal data about your own clients, suppliers, contacts or other people into Zinvoice, you are responsible for making sure you have the right to do so and for providing any required notices to those people.
You confirm that you have all rights, permissions, notices and lawful bases needed to enter, upload, store, generate, send and use data, files and documents through Zinvoice.
If you use the agreement feature, you also confirm that you are entitled to send the document to the named recipient, that its contents and requested signing process are lawful and suitable for your purpose, and that you have not represented Zinvoice as having drafted, checked, approved, witnessed, certified or guaranteed the document or signature.
You agree to indemnify us against losses, liabilities, damages, costs and expenses arising from your unlawful use of Zinvoice, breach of these terms, unlawful or misleading documents, infringement of third-party rights, or failure to obtain required rights, notices, permissions or lawful bases for data you put into Zinvoice.
This indemnity does not apply to the extent the relevant loss was caused by our own breach of these terms, our negligence, or anything we cannot lawfully exclude responsibility for.
Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.
Subject to the paragraph above, Zinvoice is provided on an “as is” and “as available” basis. We are not liable for indirect, special, incidental or consequential loss.
Subject to the first paragraph of this section, we are not liable for loss of profits, loss of revenue, loss of business, loss of goodwill, loss of opportunity, anticipated savings, tax penalties, interest, missed filings, regulatory penalties, client non-payment, invoice disputes, incorrect payment records, incorrect refund records, inaccurate MTD summaries, inaccurate tax-year calculations, or any loss arising from reliance on outputs generated from data you entered.
We are not liable for loss caused by your failure to keep your own records, your failure to download data before deletion, your failure to check documents or calculations, your failure to cancel before renewal, or your reliance on Zinvoice as a substitute for professional advice.
Subject to the first paragraph of this section, we are not liable for loss arising because an agreement is invalid, ineffective or unenforceable; because a signature, identity, authority, capacity, delivery event or activity record is disputed; because a link was sent to or accessed by the wrong person; or because a document needed a different signature method, witness, certification, filing or other formality.
We are not liable for outages, errors, delays or failures caused by third-party services, hosting providers, email providers, internet providers, Stripe, banks, HMRC systems, customer devices, browsers, networks, or other systems outside our reasonable control.
Subject to the first paragraph of this section, our total aggregate liability to you arising out of or in connection with Zinvoice or these terms will not exceed the greater of:
We may suspend, restrict or terminate your access immediately if you breach these terms, payment remains overdue, your use creates legal, security or operational risk, we reasonably suspect fraud or misuse, or we are required to do so by law or a third-party provider.
You may stop using Zinvoice at any time and may cancel your subscription through the billing portal or other cancellation process we provide.
Termination or cancellation does not affect rights, obligations, payments or liabilities that arose before termination. Sections intended to survive termination will continue to apply, including sections on payment, data retention, intellectual property, confidentiality, indemnity, limitation of liability, privacy, governing law and disputes.
We may update these terms from time to time. If a change is material, we will give notice by email, in-app message, website notice or another reasonable method.
Continued use of Zinvoice after updated terms take effect means you accept the updated terms. If you do not agree to updated terms, you should stop using Zinvoice and cancel your subscription before the relevant renewal date.
Zinvoice may depend on third-party services, including Stripe, hosting providers, email providers, analytics providers, storage providers, security tools and other technical services. These third parties are independent from us and may have their own terms, privacy policies, availability issues, service limits and outages.
We are not responsible for third-party services outside our reasonable control, although we will take reasonable care when choosing and managing providers we use to operate Zinvoice.
We are not liable for delay or failure caused by events outside our reasonable control, including internet outages, hosting failures, supplier failures, cyber attacks, denial-of-service attacks, malware, power failures, natural disasters, war, civil unrest, labour disputes, government action, changes in law, or failures of third-party systems.
We may send notices to the email address linked to your account, through the app, through the website, or by another reasonable method. You are responsible for keeping your account email address up to date.
You may contact us using the contact details published on our website or legal pages.
You may not assign, transfer or subcontract your rights or obligations under these terms without our prior written consent.
We may assign, transfer or subcontract our rights and obligations as part of a business transfer, restructuring, incorporation, sale of Zinvoice, sale of relevant assets, change of trading structure, or use of service providers.
These terms, together with any plan details, checkout page, Privacy Policy, Cookie Policy and Data Processing Schedule, form the entire agreement between you and us in relation to Zinvoice.
If any part of these terms is found to be invalid or unenforceable, the rest will continue to apply. If we do not enforce a right immediately, that does not mean we have waived it.
A person who is not a party to these terms has no right to enforce them unless these terms expressly say otherwise.
These terms and any dispute or claim arising out of or in connection with them are governed by the laws of England and Wales, unless mandatory law requires otherwise.
The courts of England and Wales will have exclusive jurisdiction, except that either party may seek urgent injunctive or protective relief in any court of competent jurisdiction.
Before starting court proceedings, the parties should first try in good faith to resolve the dispute through direct communication.
For account registration, subscription administration, billing status, support, fraud prevention, security, service analytics and legal administration, we act as a controller.
For personal data contained in customer-uploaded or customer-entered workspace content, including invoices, client records, addresses, contact details, expense records, notes, agreements, signing records, uploaded files and generated documents, you normally act as controller and we act as processor.
The processing concerns your use of Zinvoice during your subscription, trial, account activity and any limited retention period after access ends.
The purpose of processing is to provide Zinvoice, including hosting, storing, organising, retrieving, displaying, generating documents, sending service-related communications and private agreement links, recording electronic acceptance and document activity, generating signed PDFs, backing up, securing, troubleshooting, supporting and maintaining the service.
Personal data may include names, business names, trading names, email addresses, telephone numbers, postal addresses, invoice details, line items, payment-status records, refund records, client references, expense details, notes, uploaded files and other business-billing data entered by you. For agreements it may also include document contents, sender and recipient details, typed signing names, acceptance statements, signed copies, and dates and times relating to sending, opening, downloading, signing, completion, cancellation or expiry. The agreement activity history does not add recipient IP addresses, browser user-agent strings or device fingerprints.
Data subjects may include you, your staff, users, clients, customers, suppliers, contractors, prospects and other people whose details you enter into Zinvoice, including people invited to read or sign an agreement.
Where we act as processor, we will:
You give general authorisation for us to use sub-processors in connection with Zinvoice. Sub-processors may include hosting providers, storage providers, email providers, payment subscription providers, analytics providers, support tools and security tools.
We will ensure sub-processors are bound by written terms that provide a level of protection materially equivalent to this schedule. We remain responsible for the performance of our sub-processors to the extent required by law and contract.
Where personal data is transferred outside the UK, we will ensure an appropriate transfer mechanism is used where required by applicable data protection law.
You may request reasonable information about our processing and security measures. Any audit request must be reasonable, proportionate, no more than once in any 12-month period unless required by law or following a material personal data breach, and must not unreasonably interfere with our business, systems, security, confidentiality or other customers.
You should use the available download tools during your active subscription or retention window to retrieve data before deletion. After the retention period, customer data may be deleted from live systems and later removed from backups through normal backup rotation.
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