Terms of Service

1. The service and operator

Smart Expense is operated by Navin Saravanan. Smart Expense provides an AI-assisted document-to-expense workflow for businesses, including document capture, review, approval, payment tracking, reporting, and optional integrations.

By creating or using an account, you agree to these terms and confirm that you are authorized to use Smart Expense for the relevant business or workspace.

2. Controlled founding pilot

Smart Expense is currently offered as a controlled founding-pilot service. Features, limits, and availability may change as the service is tested and improved. There is no guaranteed service-level or uninterrupted availability commitment unless separately agreed in writing.

3. Accounts and authorized use

Users must provide accurate account information, keep credentials secure, and use only access granted to them. Business owners and administrators are responsible for assigning suitable roles, maintaining team access, and promptly deactivating access that is no longer appropriate.

You must not use Smart Expense to:

• access another user's or business's data without authorization;
• upload unlawful, malicious, deceptive, or rights-infringing content;
• probe, bypass, or interfere with security or service operation;
• misrepresent records, approvals, payments, or user authority; or
• use the service in violation of applicable law.

4. Business records and user responsibility

Users are responsible for the accuracy, completeness, and lawful use of documents and information they submit. Authorized users remain responsible for reviewing classifications, financial values, accounting references, approvals, payments, reports, and exports before relying on them.

Smart Expense does not autonomously approve expenses or make payments. Evidence such as a payment confirmation does not itself create authoritative payment truth.

5. AI assistance

AI features may classify documents, extract fields, identify possible suppliers or duplicates, and suggest review actions. AI output may be incomplete or incorrect and must not be treated as professional accounting, tax, legal, or financial advice. Deterministic controls and authorized human decisions remain authoritative.

6. Customer content

Businesses and users retain their rights in documents and data they submit. You grant Smart Expense permission to host, process, copy, transmit, and display that content only as reasonably needed to provide, secure, support, and improve the requested service.

You confirm that you have the rights and authority needed to submit the content and permit its processing. Smart Expense does not claim ownership of customer accounting or document data.

7. Smart Expense software

Smart Expense and its software, design, documentation, and service materials remain the property of the operator or relevant licensors. These terms give users a limited, revocable right to use the service for authorized business purposes; they do not transfer ownership of the software.

8. Email and external integrations

Optional email intake and Google Workspace integration depend on external providers and their availability and terms. Users must have authority to connect the relevant account. Smart Expense sends a one-way mirror to Google Drive and Sheets; Google does not become the source of truth and Google edits do not update Smart Expense.

Disconnecting Google stops new Smart Expense sync attempts and clears the stored local credential, but does not remove copies already created in the user's Google account. Users remain responsible for managing those remote copies.

9. Service changes, suspension, and termination

We may change, limit, suspend, or discontinue part of the pilot to protect users, respond to legal or provider requirements, address security or reliability issues, or improve the product. Access may be suspended or terminated for material misuse, security risk, or breach of these terms.

Businesses should maintain exports or other copies appropriate to their own operational and legal needs. Smart Expense does not promise permanent backups or point-in-time recovery on the current pilot infrastructure.

10. Availability and warranties

The pilot service is provided on an as-available basis. To the extent permitted by law, no warranty is made that every feature, AI result, external integration, export, or provider service will always be available, error-free, or suitable for every business purpose. Rights that cannot legally be excluded remain unaffected.

11. Responsibility and limitations

Each business remains responsible for its accounting, tax, payment, retention, and compliance decisions. To the extent permitted by law, Smart Expense is not responsible for indirect or consequential loss, loss caused by inaccurate user submissions or unreviewed AI output, or failures of third-party services outside reasonable control. Nothing in these terms limits liability that cannot lawfully be limited.

12. Privacy, changes, and contact

The Privacy Policy explains how information is processed. We may update these terms as the pilot evolves, and the effective date above identifies the current version. Continued use after notice of an update means the updated terms apply to future use.

Questions about these terms may be sent to Smart Expense, operated by Navin Saravanan, at privacy@smartexpenseapp.com.