1. Agreement to These Terms
By registering for, accessing, or using PayLedger ("Service", "we", "us", "our"), you ("User", "you") agree to be bound by these Terms of Service ("Terms") and all policies incorporated by reference, including the Privacy Policy, Acceptable Use Policy, Refund Policy, and Cookie Policy. If you are accepting these Terms on behalf of a company or other legal entity, you represent that you have authority to bind that entity.
If you do not agree to these Terms, you must not use the Service.
2. Description of Service
PayLedger 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@payledger.co 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 and Team Members
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.
5. Subscription Plans and Billing
5.1 Plan Tiers
PayLedger 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 PayLedger, you agree to Paystack's terms of service and authorise PayLedger to submit payment account details to Paystack on your behalf.
PayLedger does not store complete card numbers or bank credentials. Payment disputes between you and your customers are your responsibility. PayLedger is not a party to transactions between you and your invoice recipients.
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. PayLedger 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
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
Violation of these rules may result in immediate suspension or termination of your account.
10. Intellectual Property
PayLedger 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 PayLedger a non-exclusive, royalty-free licence to store, process, and transmit your content solely to operate and improve the Service.
11. 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.
12. Confidentiality
Each party agrees to keep the other's confidential information in strict confidence and not to disclose it to third parties without prior written consent, except where required by law or necessary to provide the Service.
13. Service Availability
PayLedger aims to provide a reliable service but does not guarantee uninterrupted availability. We may perform scheduled or emergency maintenance that results in temporary unavailability. We are not liable for downtime caused by factors outside our reasonable control, including internet infrastructure failures, third-party service outages, or force majeure events.
14. 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.
15. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, PAYLEDGER 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 PAYLEDGER IN THE THREE MONTHS PRECEDING THE CLAIM.
16. Indemnification
You agree to indemnify, defend, and hold harmless PayLedger 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.
17. Termination
17.1 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.
17.2 By PayLedger
We may suspend or terminate your account immediately if you breach these Terms, fail to pay fees, engage in fraud or abuse, or if continuing to provide the Service creates legal or security risk. We will give reasonable notice where practicable.
17.3 Effect of Termination
On termination, your right to use the Service ends. You may export your data for a limited period after closure; after that period, data may be deleted in accordance with our Privacy Policy and retention obligations.
18. 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.
19. 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.
20. General
These Terms, together with our Privacy Policy and other referenced policies, constitute the entire agreement between you and PayLedger regarding the Service. If any provision is found unenforceable, the remaining provisions continue in full effect. Our failure to enforce any right or provision does not waive that right or provision.
21. Contact
For questions about these Terms, please contact us at:
PayLedger — legal@payledger.co