Terms of service
Terms and information for using Bivetica Invoice.
Who provides the service
Bivetica Invoice is provided by Jonathan Mills, a sole trader trading as Bivetica, at 28–30 High Street, Nettlebed, Henley-on-Thames, RG9 5DD. Contact hello@bivetica.com or 01491 712012. These terms govern the business account and its authorised users.
Your account and records
You must be authorised to act for the subscribing business, keep account details accurate and protect sign-in credentials. You own the business records and content you enter. Give team members only the access they need and tell us promptly about suspected unauthorised access.
What the service provides
Your selected plan and order describe the features, price and billing period. Invoice provides software for invoices, quotes, expenses, reports and VAT preparation. You must check source records, calculations, tax treatment and documents before relying on them. Payroll and live PAYE/RTI submission are unavailable. Developer registration is not HMRC recognition or approval of the software. Live HMRC VAT filing is unavailable until production access and verification are complete; sandbox activity is testing only.
Prices and payment
The checkout or agreed order shows the total, currency, applicable tax and payment schedule before you authorise payment. Bivetica receives payment for its own services. Stripe processes card payments and GoCardless processes Direct Debit where offered. Payment-provider authorisation is completed on the provider’s hosted pages. We receive payment references and status, not your card security code or online-banking password.
Renewals and cancellation
Monthly subscriptions renew on the agreed schedule unless cancelled. Use Your subscription to cancel future renewals where that control is available, or contact us with your order reference. Cancellation takes effect at the end of the current paid period unless otherwise agreed or required by law. A fixed-term prepaid purchase does not renew automatically unless a separate recurring agreement expressly says so. Removing a card or cancelling a bank mandate does not by itself cancel a service agreement.
Refunds and service problems
Contact us promptly if a charge is incorrect or the service paid for is not supplied. We investigate billing errors and provide any refund or remedy required by the contract or applicable law. Cancellation does not automatically refund an already supplied period. Nothing in these terms removes statutory rights, Direct Debit Guarantee protections or rights relating to an unauthorised payment. Refunds are normally returned through the original payment method.
Data and connected services
The privacy notice explains account, payment and security data. The data processing terms govern business records processed on your instructions. Optional third-party connections have their own permissions and terms. Connecting a provider for your customers’ payments is separate from paying Bivetica; availability requires that provider’s approval and enabled integration.
VAT preparation and HMRC
Bivetica Invoice prepares standard UK invoice-basis VAT drafts from the records you enter. Review records, figures and tax treatment before relying on a draft. Cash accounting, Flat Rate Scheme, margin schemes, imports, reverse charge, foreign currency and other specialist treatments are outside this standard workflow and may prevent completion. Obtain an appropriate review before filing a return involving those treatments. The HMRC VAT connection is currently sandbox-only: connecting or submitting does not file a real VAT return. Future live filing requires production access, verification, authority to act for the business and the required declaration. HMRC authorisation takes place directly with HMRC; we store connection tokens, not your HMRC password. Disconnecting removes the connection record and tokens from the active application database, but does not immediately erase historical backups. Required browser, device, account and network fraud-prevention information is described in the privacy notice.
Account security and record export
Two-step sign-in is optional. If enabled, sign-in requires an authenticator code or an unused recovery code. Keep recovery codes safely; contact support if you lose access. An administrator can reset the authenticator after verifying your identity and authority, and the reset ends existing account sessions. Export your records before closing your account. Bookkeeping CSV and accounting exports are available; contact hello@bivetica.com for records or attachments not covered by those exports. Deletion and retained copies are subject to the privacy notice, legal duties and backup expiry arrangements.
Availability, suspension and responsibility
We provide the service with reasonable care and skill, but do not promise uninterrupted availability. We may carry out maintenance or restrict access needed to address security threats, unlawful use or a material breach, explaining the reason where lawful and practicable. We remain responsible for our own actions. These terms do not exclude fraud, death or personal injury caused by negligence, or liability that cannot lawfully be excluded.
Ending the service and changes
Before closing an account, export the records your business needs. Contact us for export or deletion assistance; legal retention duties and backup cycles may prevent immediate erasure of every copy. The privacy notice explains retention. We date changes and communicate material changes affecting account holders. New wording does not retrospectively remove rights under an existing paid order. English law applies, subject to any mandatory rights that apply to you.
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