Terms of Service

Who we are

BillBee is operated by:

What BillBee does

BillBee is an English-first invoicing and business admin platform for business owners in Spain. It is designed for English-speaking autónomos, SL owners, small businesses and gestors working with English-speaking clients.

BillBee helps you:

• Create invoices and estimates
• Manage customers and projects
• Track receipts and expenses
• Upload supplier bills and facturas
• Send documents through WhatsApp
• Organise income and expense records
• Prepare exports for your gestor
• Understand common Spanish invoice terms
• Prepare for Veri*Factu / SIF requirements
• Keep business records more organised

What BillBee does not do

BillBee does not:

• Provide tax or legal advice
• Replace your gestor or accountant
• Guarantee that your tax filings are correct
• Guarantee that every expense is deductible
• Guarantee that OCR or document extraction is always accurate
• Guarantee that your business is compliant in every situation
• Make final decisions about IVA, IRPF or tax treatment
• Submit tax returns unless a specific feature clearly says so

BillBee may provide explanations, prompts, calculators, checklists and suggestions. These are for guidance and organisation only.

Who can use BillBee

To use BillBee, you must be at least 18 years old, have legal capacity to enter into a contract, provide accurate account information, and use the service for lawful business purposes only.

If you use BillBee on behalf of a business, company, autónomo activity or organisation, you confirm that you are authorised to accept these Terms on their behalf.

Your account

You are responsible for keeping your login details secure, using a safe password, controlling who has access to your account, and notifying us immediately if you suspect unauthorised access.

You are also responsible for:

• Checking all information entered into BillBee
• Reviewing invoices before issuing them
• Reviewing extracted document data
• Keeping your business details up to date
• Making sure invited users are authorised

We may suspend or restrict an account if we reasonably believe there is misuse, fraud, security risk, unpaid fees or a breach of these Terms.

Your business data

You are responsible for the accuracy of all information you enter, upload or send to BillBee — including business and customer details, tax identification numbers, invoice dates and numbers, prices, IVA and IRPF settings, payment status, receipts, supplier bills and uploaded facturas. BillBee helps organise this information, but you are responsible for checking it.

Invoices and invoice records

BillBee may help you create, save, issue, download and manage invoices. You understand that:

• Draft invoices may be edited before issuing
• Issued invoices may be locked and not directly editable
• Corrections may need to be handled through a correction invoice flow
• Cancellations may need to be handled through a cancellation flow
• Invoice actions may be logged for audit and record integrity

You must check invoices carefully before issuing them. BillBee is not responsible for mistakes in invoices that you create, approve, send or fail to review.

Veri*Factu / SIF features

BillBee may include features built around Spanish SIF / Veri*Factu requirements, which may include invoice locking, QR-ready invoice records, hash-chain style record integrity, AEAT XML generation, correction and cancellation records, submission queueing, audit logs and software version tracking.

WhatsApp document capture

BillBee allows you to send receipts, supplier bills, facturas, payment proofs and income documents through WhatsApp. When you use this feature, BillBee may receive your message, store the document, extract information from it, suggest a category, flag unclear items for review, and attach the document to your business records.

You are responsible for reviewing extracted information before relying on it.

Free upload allowance

BillBee offers a limited number of free WhatsApp document uploads. After the free allowance is used, continued WhatsApp capture requires an eligible paid plan. BillBee may change upload limits or plan rules from time to time.

Availability

WhatsApp capture depends on third-party services including Meta/WhatsApp. We cannot guarantee that WhatsApp capture will always be available, uninterrupted or error-free.

OCR, AI extraction and automation

BillBee may use OCR, AI-assisted extraction and automation to help read documents and organise records — including extracting supplier names, dates, amounts, IVA figures, categories and duplicate detection.

Gestor and accountant exports

BillBee may allow you to create export packs for your gestor or accountant, which may include invoices, expenses, receipts, supplier bills, income documents, customer details, supporting files, reports and review notes.

You are responsible for checking the export before sending it. BillBee does not guarantee that an export includes every document your gestor may require. Your gestor or accountant remains responsible for professional tax and accounting advice and filings.

Subscriptions and plans

BillBee offers free and paid plans with different features and limits — including invoice allowances, number of users, WhatsApp upload allowances, OCR usage, reports, gestor exports, support levels and compliance features. Plan details and pricing are shown on the website or inside the app.

By subscribing to a paid plan, you agree to pay the applicable fees.

Payments and billing

Payments are processed by a third-party payment provider: [insert provider, e.g. Stripe].

Unless stated otherwise: subscriptions are charged in advance; billing may be monthly or annually; prices may be shown plus IVA where applicable; failed payments may lead to restricted access or suspension; and invoices for BillBee subscription fees may be issued electronically.

You are responsible for keeping your billing details up to date.

Cancellation

You may cancel your subscription through the cancellation process shown in your account settings or by contacting support.

Unless stated otherwise: cancellation stops future renewals; access continues until the end of the paid billing period; charges already incurred remain payable; and partial refunds are not automatically provided.

Refunds

BillBee may provide refunds where required by law or where we decide a refund is appropriate. We generally do not provide refunds for:

• Failure to use the service
• Change of mind after a billing period has started
• Cancellation after renewal where notice was not given
• User error or choosing the wrong plan
• Features not available on your selected plan

Free trials, beta features and early access

BillBee may offer free trials, beta features or early access tools. These features may be changed or removed, may contain bugs, may have limited support, and may not be suitable for production use until confirmed as ready.

Do not rely on beta or experimental features for critical tax, legal or accounting processes unless BillBee clearly confirms the feature is production-ready.

Acceptable use

You must not use BillBee to:

• Break the law
• Create fraudulent invoices
• Upload false or misleading records
• Impersonate another person or business
• Access another user's account without permission
• Interfere with or bypass the service
• Upload malware or harmful files
• Abuse WhatsApp capture
• Infringe intellectual property rights
• Facilitate illegal tax evasion or fraud

We may suspend or terminate accounts that breach this section.

Your content

You keep ownership of the business data, invoices, receipts, customer records and documents you upload or create in BillBee. You give BillBee permission to process, store, copy, display, transmit and use that content as needed to provide the service, create exports, provide support, maintain security, improve the service and comply with legal obligations. We do not claim ownership of your business records.

Data export and account closure

You may export certain data using the available export tools. If you close your account, we may delete, restrict or archive your data according to our Privacy Policy and legal obligations. Some records may need to be retained for legal, tax, accounting or compliance reasons.

You should export any records you need before closing your account.

Backups and data loss

BillBee uses backups and security measures, but you remain responsible for keeping copies of important business, accounting and tax records. We recommend regularly exporting key records and keeping copies required by your gestor, accountant or by law.

BillBee is not liable for data loss caused by user error, incorrect deletion, unauthorised access due to weak or shared credentials, third-party service failures, or events outside our reasonable control.

Third-party services

BillBee relies on third-party services including WhatsApp/Meta, payment providers, hosting and database providers, email providers, storage providers, OCR and AI providers, analytics tools, and authentication providers. Third-party services have their own terms and privacy policies. BillBee is not responsible for third-party outages, delays, policy changes, errors or actions outside our control.

Service availability

We aim to keep BillBee reliable, but we do not guarantee uninterrupted access. The service may be unavailable due to maintenance, updates, technical problems, third-party outages, security incidents, legal requirements or force majeure events. We may update, modify, suspend or discontinue parts of the service where necessary.

Support

Support is available through email, chat, WhatsApp, in-app help or other channels depending on your plan. We aim to respond within a reasonable time, but response times are not guaranteed unless your plan clearly states a specific support level.

Intellectual property

BillBee — including its software, design, branding, logo, app interface, website content, workflows, code, text and documentation — belongs to BillBee or its licensors. You may not copy, reproduce, modify, distribute, sell, reverse engineer or create derivative works from BillBee without written permission, except where the law allows it.

Feedback

If you send us ideas, suggestions or feedback, you allow BillBee to use them without payment or obligation. This helps us improve the product. Do not send confidential ideas unless a separate written agreement is in place.

Privacy and cookies

Our handling of personal data is explained in our Privacy Policy. Our use of cookies and tracking is explained in our Cookie Policy. By using BillBee, you acknowledge that we process personal data as described in those policies.

Marketing and communications

If you agree to receive marketing communications, or where the law allows, we may send updates about BillBee features, guides, tools and offers. You can unsubscribe at any time. Service messages — such as billing notices, account alerts, security notices and document processing updates — may still be sent where necessary.

Limitation of liability

To the maximum extent permitted by law, BillBee is not liable for indirect losses, loss of profit, loss of revenue, loss of business opportunity, loss of goodwill, or for:

• Tax penalties caused by incorrect user data
• Errors in documents you did not review
• Losses caused by incorrect OCR or extracted data
• Losses caused by third-party service failures
• Losses caused by unsupported use of beta features
• Failure to consult a gestor, accountant or adviser

BillBee's total liability for claims relating to the service is limited to the amount you paid to BillBee in the [insert period, e.g. 3 or 12 months] before the claim arose, unless the law requires otherwise. Nothing in these Terms limits liability where it would be unlawful to do so.

Indemnity

If your misuse of BillBee, breach of these Terms, unlawful content, fraudulent records or unauthorised actions cause claims, losses, costs or damage to BillBee, you agree to compensate BillBee to the extent permitted by law.

Suspension and termination

We may suspend or terminate your account if you breach these Terms, payment fails, your use creates legal or security risk, you misuse the service, you upload fraudulent or unlawful content, or we are required to do so by law. Where reasonable, we will give notice. In urgent security, legal or fraud cases, we may act immediately.

Changes to these Terms

We may update these Terms from time to time. If the changes are significant, we will notify you by email or in-app message. If you continue using BillBee after updated Terms take effect, you accept the updated Terms. If you do not agree, you should stop using BillBee and cancel your subscription.

Governing law and jurisdiction

These Terms are governed by the laws of Spain, unless mandatory consumer protection law provides otherwise.

If you are a consumer, you may have the right to bring claims in the courts of your place of residence. This section should be reviewed by a qualified Spanish lawyer before publication.

Contact

If you have questions about these Terms, contact us: