PLEASE READ THIS AGREEMENT CAREFULLY BEFORE USING THE SERVICE. BY REGISTERING FOR, ACCESSING, OR USING ASTABILL YOU ARE AGREEING TO BE BOUND BY THESE TERMS. IF YOU ARE AGREEING ON BEHALF OF A COMPANY OR OTHER LEGAL ENTITY, YOU REPRESENT AND WARRANT THAT YOU HAVE THE AUTHORITY TO BIND THAT ENTITY.
1. Agreement to These Terms
This agreement is between Astacraft Systems Limited, trading as AstaBill ("Company", "we", "us", "our"), and the customer agreeing to these terms ("Customer", "User", "you"). It governs your access to and use of the AstaBill platform and all associated services ("Service").
If you do not agree to these Terms, you must not use the Service.
2. Description of Service
AstaBill is a cloud-based invoicing, billing, and payment management platform. The Service allows businesses to create and send invoices, track payment status, accept online payments via Paystack, manage customer records, and generate financial reports. Features and limits vary by subscription plan.
3. Account Registration
To use the Service, you must register an account with a valid email address, your full name, and a secure password. You are responsible for keeping your account credentials confidential and for all activity that occurs under your account. You must promptly notify us at legal@astabill.com if you suspect unauthorised access.
You may not share your account credentials with others or create accounts on behalf of persons who have not consented. You must be at least 18 years old or of legal age in your jurisdiction to use the Service.
4. Workspaces, Team Members, and Contractors
You may create a workspace representing your business and invite team members with different roles (Owner, Admin, Member). You are responsible for the actions of all users you add to your workspace. Team member limits apply per subscription plan.
You may allow contractors to access the Service through your workspace, provided such access is solely for your benefit and in compliance with these Terms. You are responsible for ensuring your contractors comply with these Terms and are liable for any breach they cause.
5. Subscription Plans and Billing
5.1 Plan Tiers
AstaBill offers a free tier and paid subscription plans. Plan features, invoice limits, and team member limits are described on the pricing page and in-app.
5.2 Billing Cycle
Paid subscriptions are billed monthly in advance on the date of upgrade. Prices are shown in the applicable currency at checkout. All amounts are exclusive of applicable taxes unless stated otherwise.
5.3 Automatic Renewal
Subscriptions renew automatically at the end of each billing period unless you cancel before the next renewal date. Cancellation takes effect at the end of the current paid period — you retain access until then.
5.4 Price Changes
We will give at least 30 days' notice before changing subscription prices. Continued use of the Service after the effective date of a price change constitutes acceptance of the new price.
5.5 Downgrades
If you downgrade to a lower plan, the new limits apply immediately. Invoice or member counts above the lower plan limit may be made read-only until you are within the limit.
6. Payment Processing
Online invoice payments are processed by Paystack (paystack.com), a third-party payment processor. By enabling payment collection through AstaBill, you agree to Paystack's terms of service and authorise AstaBill to submit payment account details to Paystack on your behalf.
AstaBill does not store complete card numbers or bank credentials. Payment disputes between you and your customers are your responsibility. AstaBill is not a party to transactions between you and your invoice recipients.
6.1 Platform Fee
A combined processing fee of **2.45%** applies to each online payment, comprising a 0.5% AstaBill platform fee (capped at GHS 50) and a 1.95% Paystack payment processing fee. Both fees are added to the amount charged to the payer (invoice recipient) at the time of payment and are displayed transparently on the payment page before the payer confirms. The business (invoice sender) always receives the full invoice amount.
7. Fees and Taxes
You are responsible for determining, collecting, and remitting any applicable taxes (including VAT and withholding taxes) on amounts you invoice through the Service. AstaBill provides tax fields as a convenience tool only and does not provide tax advice. Tax rates and rules vary by jurisdiction.
8. User Responsibilities
You are solely responsible for:
- The accuracy and legality of all invoices, amounts, and tax settings you create
- Ensuring you have permission to collect and process any customer personal data you enter into the Service
- Complying with all applicable laws, including the Electronic Transactions Act (Ghana), Data Protection Act (Ghana), and any applicable tax and financial regulations
- Maintaining appropriate records for your business and customers
- Keeping your account credentials secure and confidential
9. Acceptable Use
You must not use the Service in any way that:
- Is unlawful, fraudulent, or deceptive
- Involves issuing invoices for fictitious goods or services
- Facilitates money laundering or financing of prohibited activities
- Attempts to circumvent security controls or gain unauthorised access
- Distributes malware, spam, or abusive communications
- Violates any third party's intellectual property or privacy rights
- Sells, resells, rents, or leases the Service or uses it in a service-provider capacity
- Reverse engineers or copies any feature, function, or design of the Service for competitive purposes
Violation of these rules may result in immediate suspension or termination of your account.
10. Intellectual Property
Astacraft Systems Limited and its licensors own all intellectual property rights in the Service, including software, designs, trademarks, and documentation. These Terms do not grant you any rights in our intellectual property except the limited right to use the Service as permitted herein.
You retain ownership of all data and content you submit to the Service. You grant AstaBill a non-exclusive, royalty-free licence to store, process, and transmit your content solely to operate and improve the Service.
11. Aggregate Data
During and after the term of this agreement, Astacraft Systems Limited may use non-personally identifiable data derived from your use of the Service for purposes of enhancing the Service, aggregated statistical analysis, technical support, and other internal business purposes. Such data will not identify you individually.
12. Data and Privacy
We process personal data in accordance with our Privacy Policy. By using the Service, you acknowledge that we will collect and process data as described in that policy. If you are entering personal data of third parties (such as your customers), you are responsible for ensuring you have a lawful basis to do so.
13. Confidentiality
13.1 Definition
"Confidential Information" means all non-public information disclosed by one party ("Discloser") to the other ("Recipient"), whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Astacraft Systems Limited's Confidential Information includes, without limitation, the Service (including its user interface design, layout, and pricing information).
13.2 Protection
The Recipient must use the same degree of care it uses to protect its own confidential information — but in no event less than reasonable care — not to disclose or use any Confidential Information of the Discloser for any purpose outside the scope of these Terms. The Recipient must make commercially reasonable efforts to limit access to Confidential Information to employees or contractors who need such access and who are bound by confidentiality obligations no less restrictive than these Terms.
13.3 Exclusions
Confidential Information does not include information that: (i) is or becomes generally known to the public without breach of any obligation owed to the Discloser; (ii) was known to the Recipient before disclosure without breach of any obligation; (iii) is received from a third party without breach of any obligation owed to the Discloser; or (iv) was independently developed by the Recipient without use of or access to the Confidential Information.
13.4 Compelled Disclosure
The Recipient may disclose Confidential Information to the extent required by law or court order, but must provide the Discloser with advance written notice and a reasonable opportunity to seek a protective order.
14. Service Availability and Force Majeure
AstaBill aims to provide a reliable service but does not guarantee uninterrupted availability. We may perform scheduled or emergency maintenance that results in temporary unavailability.
Neither party is liable for any failure or delay in performance caused by circumstances beyond its reasonable control, including but not limited to acts of God, flood, fire, earthquake, war, government action, internet infrastructure failures, or third-party service outages ("Force Majeure Events"). The affected party must notify the other as soon as reasonably practicable. This clause does not excuse any obligation to pay money.
15. Disclaimers
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL MEET YOUR REQUIREMENTS OR BE ERROR-FREE. WHILE WE TAKE REASONABLE PHYSICAL, TECHNICAL, AND ADMINISTRATIVE MEASURES TO SECURE THE SERVICE, WE DO NOT GUARANTEE THAT THE SERVICE CANNOT BE COMPROMISED.
16. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ASTACRAFT SYSTEMS LIMITED AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AND AFFILIATES WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR LOSS OF PROFITS OR DATA, ARISING FROM YOUR USE OF OR INABILITY TO USE THE SERVICE.
OUR TOTAL AGGREGATE LIABILITY TO YOU FOR ANY CLAIM ARISING FROM THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNTS YOU PAID TO ASTACRAFT SYSTEMS LIMITED IN THE SIX MONTHS PRECEDING THE CLAIM.
17. Indemnification
You agree to indemnify, defend, and hold harmless Astacraft Systems Limited and its affiliates from and against any claims, liabilities, damages, and expenses (including reasonable legal fees) arising out of your use of the Service, your violation of these Terms, or your infringement of any third party's rights.
18. Termination
18.1 By You
You may close your account at any time from your account settings. Closing your account cancels any active subscription at the end of the current billing period.
18.2 Termination for Material Breach
If either party is in material breach of these Terms, the other party may terminate this agreement at the end of a written 30-day notice period, provided the breach has not been cured within that period.
18.3 Suspension for Non-Payment
We may temporarily suspend or terminate the Service if your subscription payment is more than 15 days past due. We will attempt to notify you before doing so.
18.4 Suspension for Violations of Law
We may temporarily suspend the Service or remove applicable data if we have good-faith reason to believe that, as part of using the Service, you have violated any applicable law. We will attempt to contact you in advance where practicable.
18.5 Immediate Termination
We may suspend or terminate your account immediately if you engage in fraud or abuse, or if continuing to provide the Service creates legal or security risk.
18.6 Effect of Termination
On termination, your right to use the Service ends. You may export your data for up to 90 days after the termination date; after that period, we have no obligation to retain your data and may delete it in accordance with our Privacy Policy. Upon termination, you must pay any outstanding amounts owed to Astacraft Systems Limited.
19. Changes to These Terms
We may update these Terms from time to time. We will provide at least 14 days' notice of material changes by email or in-app notification. Your continued use of the Service after the effective date of the updated Terms constitutes acceptance of the changes. If you do not agree to the changes, you may close your account before the effective date.
20. Governing Law and Disputes
These Terms and any disputes arising from them are governed by the laws of the Republic of Ghana. Any dispute that cannot be resolved informally shall be referred to the courts of Ghana with competent jurisdiction.
21. General
21.1 Entire Agreement
These Terms, together with our Privacy Policy and other referenced policies, constitute the entire agreement between you and Astacraft Systems Limited regarding the Service and supersede any prior or contemporaneous negotiations or agreements related to this subject matter.
21.2 No Assignment
Neither party may assign or transfer these Terms to a third party without the other's prior written consent, except that either party may assign these Terms without consent as part of a merger or sale of substantially all of its assets.
21.3 Independent Contractors
The parties are independent contractors. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between the parties.
21.4 No Additional Terms
Astacraft Systems Limited rejects any additional or conflicting terms contained in any Customer purchase order or other form document.
21.5 Injunctive Relief
Any breach of these Terms or violation of intellectual property rights could cause irreparable harm for which monetary damages would be an inadequate remedy. Either party may seek immediate injunctive or other equitable relief from a court of competent jurisdiction without being required to post a bond or other security.
21.6 Feedback
By submitting ideas, suggestions, or feedback regarding the Service, you agree that such submissions do not contain confidential or proprietary information, and you hereby grant Astacraft Systems Limited an irrevocable, royalty-free, fully-paid, perpetual licence to use such feedback for any business purpose without restriction or compensation to you.
21.7 Enforceability
If any term of these Terms is found invalid or unenforceable, the remaining terms continue in full effect.
21.8 Survival
Any terms that by their nature should survive termination — including confidentiality, intellectual property, indemnification, limitation of liability, and governing law — will survive termination of these Terms.
21.9 Waiver
Our failure to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.
22. Contact
For questions about these Terms, please contact us at:
Astacraft Systems Limited (AstaBill) — legal@astabill.com