ReceiptFox - Terms of Service
Effective Date: March 23, 2026
Version: 1.0
ReceiptFox is operated by Mixed Beans Studio Inc., a corporation organized under the laws of British Columbia, Canada, with its registered address at 329 Howe St, Unit #830, Vancouver, BC V6C 3N2, Canada.
1. Agreement to Terms
By accessing or using ReceiptFox ("Service"), operated by Mixed Beans Studio Inc. ("we," "us," or "our"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.
By clicking "I Agree," creating an account, or using the Service, you acknowledge that you are entering into a legally binding agreement electronically.
You must be at least 18 years old to use this Service. By using ReceiptFox, you represent that you are at least 18 years of age. If we learn that an account is being used by a person under 18, we may suspend or terminate the account and delete related personal data, in accordance with our Privacy Policy.
If you are using the Service on behalf of a company or other legal entity, you represent and warrant that you have authority to bind that entity, and "you" in these Terms will refer to that entity.
2. Description of Service
ReceiptFox is a receipt scanning and expense management service that allows you to:
- Upload receipt images (via web, mobile, or email)
- Automatically extract data from receipts using AI-powered OCR
- Classify receipts into accounting categories using AI
- Review and edit extracted data before syncing
- Sync processed receipts to your Xero accounting organization
- Manage vendors and classification rules
- Export receipt data
2.1 What ReceiptFox Is
ReceiptFox is a data processing tool that helps you capture, organize, and sync receipt data to Xero. We use artificial intelligence to extract text from receipt images and suggest appropriate accounting categories, but the final responsibility for accuracy rests with you.
2.2 What ReceiptFox Is NOT
- Not financial or tax advice: ReceiptFox does not provide accounting, tax, or financial advice. AI-generated classifications are suggestions, not professional accounting recommendations. You should consult a qualified accountant or tax professional for financial decisions.
- Not a replacement for professional accounting: ReceiptFox automates data entry but does not replace the judgment of a qualified accountant or bookkeeper.
- Not a document storage or backup service: While we store your receipt images, ReceiptFox is not designed as a primary document archival or backup solution. You should maintain your own records as required by applicable tax and business laws.
3. Account Registration
3.1 Account Creation
To use ReceiptFox, you must create an account by providing:
- A valid email address
- A secure password (or sign in via Google OAuth)
- Your name
3.2 Account Security
You are responsible for:
- Maintaining the confidentiality of your account credentials
- All activities that occur under your account
- Protecting your unique ReceiptFox email ingestion address
- Notifying us immediately of any unauthorized use
3.3 Account Accuracy
You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate, current, and complete.
3.4 Team Accounts
ReceiptFox supports team accounts where an account owner can invite team members. The account owner is responsible for managing team member access and is liable for all activity under the team account. Removing a team member revokes their access immediately.
4. Subscription Plans and Payment
4.1 Subscription Plans
ReceiptFox offers several subscription tiers with varying receipt limits, team sizes, and features. Current plan details and pricing are available on our pricing page and are subject to change.
4.2 Billing
- Subscriptions are billed monthly or annually, depending on your selection
- Payment is due at the beginning of each billing cycle
- We use Stripe for payment processing; your payment information is handled according to Stripe's security standards
- Annual subscriptions receive a discounted rate
4.3 Payment Failure
If payment fails:
- You will have a grace period to update your payment method
- You will receive email notifications during this period
- After the grace period, your service may be suspended
4.4 Refunds
- Subscription fees are generally non-refundable
- We may offer refunds at our discretion for service issues caused by us
4.5 Price Changes
We may change the fees for our subscription plans from time to time. If we change the price of your plan, we will give you at least 30 days' notice by email or in-app notification. The new price will apply at the start of your next billing period. If you do not agree to the new price, you may cancel your subscription before the change takes effect.
5. Free Trial
We offer a 7-day free trial that includes up to 20 receipts. The free trial allows you to evaluate the Service before committing to a paid subscription.
- No credit card is required to start the free trial
- The trial begins when you create your account
- At the end of the trial period, you must subscribe to a paid plan to continue using the Service
- Any receipts processed during the trial will remain in your account if you subscribe
- We reserve the right to modify or discontinue the free trial at any time
6. Receipt Data and Financial Information
6.1 Your Receipt Data
You retain ownership of all receipt images and financial data you upload to ReceiptFox. By uploading receipts, you grant us a limited, non-exclusive license to process, store, and transmit your data solely for the purpose of providing the Service. This license terminates when you delete the data or close your account.
6.2 Data Accuracy
You are responsible for:
- Ensuring the accuracy of receipt data before syncing to Xero
- Reviewing AI-generated classifications and corrections
- Maintaining proper financial records as required by applicable laws
- Verifying that synced data appears correctly in your Xero organization
6.3 Sensitive Information
You should not upload documents that contain highly sensitive personal information unrelated to receipts, such as social security numbers, medical records, or government-issued identification. ReceiptFox is designed to process receipts and invoices, not sensitive personal documents.
7. Xero Integration
7.1 Authorization
To sync receipts to Xero, you must authorize ReceiptFox to access your Xero organization via OAuth 2.0. This grants us permission to:
- Read your chart of accounts, tax rates, and contacts
- Create bills and spend money transactions
- Attach receipt images to transactions
7.2 Your Responsibilities
- You are solely responsible for the accuracy of data synced to your Xero organization
- You should review synced transactions in Xero to confirm they are correct
- ReceiptFox creates transactions in Xero based on your settings and AI suggestions; you are responsible for approving, editing, or deleting these transactions in Xero
- You can disconnect your Xero connection at any time from your account settings
7.3 Xero API Limitations
Our ability to sync data depends on Xero's API availability. We are not responsible for issues caused by Xero API outages, rate limits, or changes to Xero's API. Xero OAuth tokens expire and require periodic re-authorization; we will notify you when re-authorization is needed.
8. AI Processing
8.1 Acknowledgment
By using ReceiptFox, you acknowledge and agree that:
- Your receipt images will be processed by third-party AI models for text extraction (OCR)
- Extracted receipt data will be processed by third-party AI models for category classification
- Vendor names and descriptions may be processed to generate embeddings for similarity matching
- AI processing involves sending your data to third-party AI providers (see our Privacy Policy for details)
8.2 AI Classification Limitations
AI-generated classifications are automated suggestions and may contain errors. You understand and agree that:
- AI classifications are not financial, tax, or accounting advice
- You are responsible for reviewing and correcting AI-generated data before it is synced to Xero
- We assign confidence scores to help you identify results that may need manual review
- High-confidence results may be accepted automatically, but you remain responsible for reviewing data before syncing it to Xero
- We are not liable for errors in AI-generated classifications or the consequences of syncing incorrect data to Xero
9. Acceptable Use
9.1 Permitted Uses
ReceiptFox is intended for:
- Processing legitimate business receipts and invoices
- Organizing and categorizing expense documentation
- Syncing receipt data to Xero for accounting purposes
- Managing vendor information related to your business expenses
9.2 Prohibited Uses
You may NOT use ReceiptFox for:
- Fraudulent documents: Uploading fabricated, altered, or fraudulent receipts or invoices
- Illegal activities: Processing documents related to illegal transactions, money laundering, or tax evasion
- Abuse of service: Automated scraping, excessive API usage, or any activity intended to disrupt the Service
- Circumventing limits: Creating multiple accounts to bypass plan limits
- Harmful content: Uploading malware, offensive content, or material that violates third-party rights
- Reselling: Reselling or sublicensing access to the Service without authorization
9.3 Fair Use
We reserve the right to limit or suspend accounts that we determine, in our sole discretion, are engaging in excessive or abusive use of the Service.
10. Intellectual Property
10.1 Our Property
ReceiptFox, including its design, features, and content, is owned by us and protected by copyright, trademark, and other intellectual property laws.
10.2 Limited License
We grant you a limited, non-exclusive, non-transferable license to use the Service for its intended purpose during your active subscription.
10.3 Restrictions
You may not:
- Copy, modify, or distribute any part of the Service
- Reverse engineer or attempt to extract source code
- Use our trademarks without permission
- Resell or sublicense access to the Service without authorization
11. User Content
11.1 Ownership
You retain all ownership rights to the receipt images, financial data, and other content you upload to ReceiptFox ("User Content").
11.2 License Grant
By uploading User Content, you grant us a limited, non-exclusive, worldwide license to:
- Store, process, and transmit your content to provide the Service
- Send your content to AI providers for OCR and classification processing
- Create thumbnails and previews of your receipt images
- Sync your content to Xero as directed by your account settings
This license exists solely for the purpose of providing the Service and terminates when you delete your content or close your account.
11.3 Your Representations
You represent and warrant that you have the right to upload all User Content and that your content does not violate any laws or third-party rights.
12. Privacy
Your use of the Service is subject to our Privacy Policy, which is incorporated into these Terms by reference. Please review our Privacy Policy to understand how we collect, use, and protect your information, including how your receipt images are processed by AI providers.
13. Disclaimers
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:
- MERCHANTABILITY
- FITNESS FOR A PARTICULAR PURPOSE
- NON-INFRINGEMENT
- ACCURACY OR RELIABILITY OF AI-GENERATED DATA
WE DO NOT WARRANT THAT:
- The Service will be uninterrupted or error-free
- OCR extraction will be 100% accurate
- AI classifications will be correct
- Xero sync will always succeed
- The Service will meet your specific requirements
ReceiptFox is not financial advice. The Service automates data entry and provides AI-generated suggestions. It is not a substitute for professional accounting, tax, or financial advice. You should consult qualified professionals for financial decisions.
14. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW:
- WE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES
- OUR TOTAL LIABILITY SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM OR (B) $100 CAD
- WE ARE NOT LIABLE FOR DAMAGES RESULTING FROM:
- Inaccurate OCR extraction or AI classification
- Incorrect data synced to Xero
- Xero API failures or outages
- Unauthorized access to your account
- Third-party service failures
- Your violation of these Terms
- Financial losses resulting from incorrect accounting data
Nothing in these Terms excludes or limits any liability that cannot be excluded or limited under applicable law, including liability for gross negligence or intentional misconduct.
15. Indemnification
You agree to indemnify and hold harmless ReceiptFox, Mixed Beans Studio Inc., and their officers, directors, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from:
- Your use of the Service
- Your violation of these Terms
- Your violation of any law or third-party rights
- Inaccurate or fraudulent receipt data you upload
- Your use of AI-generated data without proper verification
This indemnification obligation applies only to the extent that the claims arise from your breach of these Terms, your negligence, or your willful misconduct, and not from our own actions or omissions.
16. Termination
16.1 By You
You may cancel your account at any time through your account settings or by contacting support. Upon cancellation:
- Your subscription will remain active until the end of the current billing period
- Your receipt data will be available for export for 30 days after cancellation
- After 30 days, your receipt images and data will be permanently deleted
- Your Xero connection will be disconnected and tokens deleted
16.2 By Us
We may suspend or terminate your account immediately if:
- You violate these Terms
- You engage in fraudulent or illegal activity
- You upload fraudulent receipts or documents
- You fail to pay after the grace period
- We are required to do so by law
We may also terminate accounts with 30 days' notice for other business reasons. In such cases, we will provide a prorated refund for any unused subscription period.
16.3 Service Discontinuation
If we permanently discontinue the ReceiptFox service, we will:
- Provide at least 90 days' notice if possible
- Make data export available during the notice period
- Delete all user data within 90 days of service termination
17. Governing Law
These Terms are governed by the laws of British Columbia, Canada, without regard to conflict of law principles.
18. Dispute Resolution
18.1 Informal Resolution
Before filing any formal dispute, you agree to contact us at [email protected] to attempt to resolve the matter informally.
18.2 Jurisdiction
Any disputes arising from these Terms shall be resolved in the courts of British Columbia, Canada.
18.3 Class Action Waiver
TO THE EXTENT PERMITTED BY LAW, YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION.
19. Changes to Terms
We may modify these Terms from time to time. For material changes, we will give you reasonable advance notice (normally at least 30 days) by:
- Email to your registered address, and/or
- Notice on our website or in the Service
Changes required by law or relating to security may take effect immediately. Continued use of the Service after changes take effect constitutes acceptance of the modified Terms.
20. Contact Us
For questions about these Terms, contact us at:
Email: [email protected]
Website: https://receiptfox.app
Address: Mixed Beans Studio Inc., 329 Howe St, Unit #830, Vancouver, BC V6C 3N2, Canada
By using ReceiptFox, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.
