Apron

Apron Payments Ltd – Capture - Customer Terms and Conditions

  1. THESE TERMS AND CONDITIONS

    1. These are the terms and conditions (the “CS Terms and Conditions”) governing the service (the “Capture Service”) through which Apron Payments Ltd (“Apron”) will enable you to streamline your bookkeeping processes by extracting key details from:

      1. invoices issued to you by your suppliers (“Suppliers”);
      2. sales invoices you have issued to your customers (“Customers”); and
      3. expenses incurred by your employees, consultants and contractors (“Employees”).

      These CS Terms and Conditions form an annex to the agreement governing your use of the Apron Platform (the “Platform”).

  2. USING THE CAPTURE SERVICE

    1. The Capture Service is a service offered by Apron to you as a user of the Platform that allows you to manage your bookkeeping and payment workflow. The Capture Service will enable you to submit details of Supplier invoices, sales invoices issued by you to your Customers, and/or Employees’ expense confirmations (e.g. receipts) to the Platform using multiple methods, including:

      1. uploading the documents using your computer either by dragging and dropping them or selecting them from your files;
      2. sending the documents to a designated Apron email address;
      3. syncing the documents from your account(s) with accounting software that is integrated with the Platform;
      4. uploading the documents via the Platform mobile application or Whatsapp; or
      5. entering the document information manually.

      The Capture Service may use artificial intelligence features, whether integrated with or complementary to the primary Capture Service, including William AI (“AI Features”). These features may assist with extracting, classifying, matching, validating, explaining, suggesting, organising and automating parts of your bookkeeping workflow.

    2. For any documents uploaded/sent as described in clause 2.1 above, the Platform will seek to automatically extract key details from the document to your CS Account (defined below). These key details will be shown in the Bookkeeping section (either under the Purchases or Sales tab as applicable) on your Platform Account (defined below) such as the Supplier/Customer details, the reference number, the issue date of the invoice/expense, the due date for payment, tax amount, any line items and total payment amount.

    3. Subject to your express consent, the Capture Service will also enable you to connect/pair an email account you have with an accepted email account provider to your CS Account (defined below). In agreeing to connect your email account:

      1. our software will scan your incoming/received emails to determine if they contain Supplier invoices and/or Employee expense confirmations. If relevant documents are identified, they will be automatically forwarded to your Platform Account inbox, and key details/data from them can be automatically extracted to your CS Account (defined below);
      2. the scanning of your incoming/received emails, the forwarding of relevant documents and extraction of key details/data from them will take place via our software only (i.e. we will not carry out a further review);
      3. you will remain fully responsible for reviewing the documents forwarded to your Platform Account inbox and extracted details/data from them shown in your CS Account and their allocation;
      4. we do not provide any guarantees as to the accuracy of the data shown or the allocation in your CS Account (defined below);
      5. we may carry out updates to our software to improve our service and ability to identify and forward relevant documents and extract key details/data from them; and
      6. at any time you can notify us to request that your email account be disconnected. Once disconnected, the relevant documents already forwarded to your Platform Account inbox will remain stored there unless you choose to delete them.
    4. AI Features may include services to automatically publish transactions to third-party bookkeeping platforms. Apron may add or remove supported platforms from time to time without notice, and may vary the criteria for flagging or auto-publishing transactions without notice. If you enable this feature, you authorise Apron to take such actions on your behalf, and such automated actions will be deemed to be attributed to you. You accept the risks associated with acting on AI-generated outputs without manual review and remain ultimately responsible for reviewing outputs, including where confidence levels or flags are provided.
    5. The behaviour of AI Features may be customised based on instructions, policies, preferences or rules configured by you or inferred from your usage and feedback. You acknowledge that outputs of AI Features are partly dependent on the accuracy and completeness of such customisations and Apron does not validate the customisations applied to any user’s account.
    6. Subject to the limitations in the Privacy Policy, Apron may use user data, including rules and feedback, to provide, maintain and improve the Capture Services and to customise the AI Features. Apron shall ensure that your data is not disclosed to other customers except in anonymised and aggregated form.
    7. In order for you to make payments in respect of invoices issued to you by your Suppliers or to reimburse business-related expenses incurred by your Employees that you have recorded as part of the Capture Service, you will need to be a user of our separate Bill Pay Service. In order to issue payment links to your Customers for the settlement of sales invoices that you have issued to them that you have recorded as part of the Capture Service, you will need to be a user of our separate Get Paid Service.
    8. In order to sign up to and use Capture Service, you must have and remain signed up to Apron’s terms of service for the provision of an Apron Platform Account (a “Platform Account”).
    9. If your application is successful, we will open a Capture Service Account in your name (the “CS Account”). The CS Account will be accessible through your Platform Account. We have the right to decline the request to open the CS Account without providing reasons for doing so and with no right to any compensation.
    10. If, in our absolute discretion, we suspect or have reason to suspect money laundering or any other illegal activities, we may cease to provide you with access to the Capture Service, your CS Account or any other services under the Terms and Conditions without any explanation or notice and inform relevant law enforcement agencies or other relevant authorities of our suspicions and the reasons for them. This is in order for us to comply with our legal and regulatory obligations. We also reserve the right to disable your access to the Capture Service and your CS Account at any time if we consider that your CS Account is being used in a way that is a material breach or persistent breach of these CS Terms and Conditions.
    11. Where you are required to provide us with personal information or any other information in order to register for the Capture Service or satisfy any eligibility criteria or other ongoing requirements (including in relation to any regulatory requirements), you agree that any such information you provide will be accurate, complete and current and that you will promptly provide us with any changes or updates to this information.
    12. We will notify you that your application to use the Capture Service has been approved and by using the Capture Service you will be deemed to have accepted these CS Terms and Conditions.

  3. YOUR RESPONSIBILITY

    1. When using the Capture Service you are fully responsible for ensuring that the details of any Supplier invoices, sales invoices issued by you to your Customers and/or Employee expenses shown in your CS Account are accurate, complete and correct. You specifically acknowledge that:

      1. outputs from AI Features are probabilistic and may be incomplete, inaccurate or inappropriate;
      2. you remain exclusively responsible for verifying any information extracted or inferred by AI Features (including any information “auto-published”), and for making any accounting, tax, payment and filing decisions, notwithstanding any information, suggestion, or automated decision-making provided by AI Features; and
      3. any explanations, reasoning or summaries generated by AI Features are automatically generated and may not fully or accurately describe the underlying basis of an output or action.
    2. It is therefore important that you review and update any data shown in the Platform and your CS Account, together with any data published by AI Features to any third-party bookkeeping platform, with regard to your Supplier invoices, sales invoices and/or Employee expenses as necessary to ensure the completeness and accuracy of that data. We do not provide any guarantees with regards to the accuracy of any such data.
    3. Where you enable AI Features that access any person’s email inbox, you represent and warrant that such person is aware of and has agreed to such access in the context of the Capture Service (including its AI Features), is aware of the features and limitations of the service, and has been provided with Apron’s Privacy Policy.

  4. OUR CHARGES

    1. In consideration of us offering you the Capture Service under these CS Terms and Conditions, you will pay to us all applicable fees, costs and charges as specified and in the manner set out on the Platform at getapron.com/pricing.
    2. If you fail to pay any fees, costs or charges in accordance with this clause 4, we may suspend or restrict your access to the Capture Service provided under these CS Terms and Conditions (in whole or in part) without prejudice to any other action that we may take.
    3. Any amounts not paid on the date on which they are due for payment in accordance with this clause 4 will be subject to a late payment charge as set out on the Platform at getapron.com/pricing.