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Terms of Service

Effective September 1, 2026

These terms govern access to and use of ApproveAP. They apply between the customer or user accepting them and D3 Networks LLC, 322 S College Rd #1104, Wilmington, NC 28403, USA, which operates ApproveAP. If an order form, data-processing agreement, or other signed agreement conflicts with these online terms, the signed agreement controls.

These terms, together with any order form, are the end-user license agreement for ApproveAP.

The service

ApproveAP receives invoice documents, extracts proposed fields, supports coding and approval workflows, preserves approval evidence, and provides an accounting handoff. Features depend on the customer's configuration and subscription.

ApproveAP is not a payment service. It does not initiate, hold, transfer, redirect, or disburse funds. A payment record in ApproveAP reports an event that happened elsewhere. The customer and its payor remain solely responsible for deciding, authorizing, executing, stopping, and reconciling payments.

Accounts and authority

You must be at least 18 and authorized to act for the organization whose account you use. You are responsible for accurate account information, protecting credentials and approval links, assigning appropriate roles, promptly removing access, and notifying us of suspected unauthorized use. Actions taken through your account or a valid approval link may be attributed to you, subject to applicable law.

Customer responsibilities

  • Obtain the rights and permissions needed to provide invoices, vendor information, personal information, emails, and accounting data to ApproveAP.
  • Review extracted values, coding, approval routes, vendor identity, banking-detail warnings, and accounting entries before relying on them.
  • Configure approvers, authentication, sender filtering, accounting lists, and QuickBooks access appropriately for the organization.
  • Maintain independent payment controls and verify sensitive vendor changes through a trusted channel outside the invoice.
  • Use the service and exported records in compliance with applicable law, contracts, sanctions, recordkeeping duties, and accounting requirements.

Acceptable use

You may not:

  • access another organization's information or bypass security, authentication, usage, or permission controls;
  • use the service for unlawful, fraudulent, abusive, or deceptive activity, or to distribute malware or harmful instructions;
  • interfere with the service, probe it without authorization, or reverse engineer it except where law expressly permits;
  • misrepresent an approval, identity, vendor, invoice, payment, or authorization; or
  • use the service to build a competing product through automated extraction or excessive access.

Customer content and service rights

Subject to these terms and payment of the applicable fees, ApproveAP grants the customer a non-exclusive, non-transferable, non-sublicensable right to access and use the service for its own internal business purposes during the subscription term.

As between the parties, the customer retains its rights in invoices, accounting data, approval records, and other content it submits. The customer grants ApproveAP and its service providers the limited rights needed to host, process, transmit, secure, back up, and display that content to provide the service. ApproveAP retains its rights in the service, software, documentation, design, and aggregated or de-identified information that does not identify a customer or individual.

AI and accounting outputs

Extraction, duplicate detection, coding memory, and other automated outputs can be incomplete or wrong. They are workflow assistance, not accounting, tax, legal, investment, or payment advice. A qualified person must review the source document and outputs appropriate to the customer's workflow. QuickBooks is a connected projection, not the source of truth for an ApproveAP approval.

Third-party services

ApproveAP depends on third-party hosting, database, storage, email, workflow, AI, and accounting services. A customer's use of a connected service, including QuickBooks Online, is also governed by that provider's terms. We are not responsible for a third-party service's availability, changes, fees, or acts outside our control.

Fees and taxes

Subscription fees, billing dates, included usage, and renewal terms are stated in the order form. Fees are exclusive of applicable taxes unless the order form says otherwise. ApproveAP does not charge a payment transaction fee because it does not process payments, but a bank, payor, accounting provider, or other third party may charge its own fees.

Availability, changes, and support

We may maintain, secure, update, or change the service, provided that we do not materially reduce purchased core functionality during a current paid term without reasonable notice. Unless an order form states a service level, the service is provided without a guaranteed uptime or response time. We may suspend access reasonably necessary to address a security risk, unlawful use, nonpayment, or harm to the service or another customer.

Confidentiality and privacy

Each party will protect the other party's nonpublic information using reasonable care and use it only to perform or receive the service, except when disclosure is authorized or legally required. Our handling of personal information is described in the Privacy Policy and any applicable data-processing agreement.

Disclaimers

To the maximum extent permitted by law, the service is provided "as is" and "as available." ApproveAP disclaims implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranty that the service or an automated output will be uninterrupted or error-free. These disclaimers do not limit rights that cannot legally be waived.

Limitation of liability

To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or lost profits, revenue, goodwill, or data. Except for payment obligations, misuse of the other party's intellectual property or confidential information, fraud, willful misconduct, or liability that law does not allow to be limited, each party's total liability arising from the service will not exceed the fees paid or payable for the service during the twelve months before the event giving rise to the claim.

Termination

Either party may terminate as stated in the order form or if the other materially breaches and does not cure the breach within a reasonable written cure period. When service ends, user access stops. Customer export, deletion, and retention are handled under the order form, Privacy Policy, and applicable law. Terms that by their nature should continue (accrued payment, ownership, confidentiality, disclaimers, and liability limits) survive.

Changes and contact

We may update these terms for future use of the service. We will update the effective date and provide additional notice when a change materially affects a current paid term or when law requires it. Questions about these terms may be sent to support@approveap.com or to D3 Networks LLC, 322 S College Rd #1104, Wilmington, NC 28403, USA.