Terms of Service

1. Agreement to These Terms

These Terms of Service (“Terms”) are a legally binding agreement between you and ZeraBooks (“ZeraBooks”, “we”, “us” or “our”), a business operated from British Columbia, Canada. They govern your access to and use of the Service. By creating an account, starting a trial, purchasing a subscription, accepting these Terms in the Service or using the Service, you agree to these Terms. If you do not agree, do not use the Service.

If you use the Service on behalf of a business or other organization, you represent that you have authority to bind that organization to these Terms, and “you” means that organization. The Service is offered for business and professional use only. You confirm that you are at least 18 years old and the age of majority where you live, and that you are not using the Service as a consumer for personal, family or household purposes.

2. Definitions

• “Service” means the ZeraBooks website at zerabooks.com, the ZeraBooks web application, including the General Ledger, the Converter and the Ask Zera assistant, and the related software, emails and support we provide.
• “General Ledger” means the accounting features of the Service, including bookkeeping entries, reconciliation, month-end close, invoices, bills and financial reports.
• “Converter” means the features of the Service that convert PDF financial documents into Excel or CSV files.
• “Account” means the account you register to use the Service.
• “Authorized User” means an individual you permit to use the Service under your Account, including a named login under an Enterprise Arrangement.
• “Client Company” means a company or set of books, other than your own, that you manage in the General Ledger under your Account.
• “Customer Data” means all files, documents, data and information that you or your Authorized Users upload, enter, import or email to the Service, including statements, receipts, invoices, bills and prior accounting records.
• “Output” means the conversions, transaction categories, journal entries, reconciliations, reports, answers and other results the Service produces from Customer Data, including results produced with artificial intelligence (“AI”).
• “Subscription” means a paid plan for the Service.
• “Order” means a written quote, order form, statement of work or agreement for Bookkeeping Services or an Enterprise Arrangement that you and ZeraBooks have accepted.
• “Bookkeeping Services” means bookkeeping work that ZeraBooks performs for you under an Order.
• “Enterprise Arrangement” means a custom arrangement for an accounting firm or other organization, with pricing and scope set by an Order.

3. The Service

The Service includes:

• General Ledger: you upload bank and credit card statements and other documents, and the Service reads the transactions, records bookkeeping entries, reconciles statements, supports month-end close and produces reports such as the general ledger, trial balance, profit and loss statement and balance sheet. It also includes invoices and bills, multiple Client Companies under one login and the Ask Zera assistant.
• Converter: the Service converts PDF bank, credit card, check, investment and other financial statements into Excel or CSV files and checks the extracted figures against the balances shown in the document where the document provides them.
• Bookkeeping Services and Enterprise Arrangements: available under an Order as described in section 12.

The Service does not connect to your bank or provide bank feeds, and it does not synchronize with QuickBooks, Xero or other accounting software. Transactions enter the Service through the documents and files you provide. Files you download, including CSV files formatted for import into other software, are yours to use, and importing them into other software is your responsibility.

We may change, add or remove features of the Service from time to time. If we remove a feature that is material to a paid Subscription, we will give you reasonable notice where practicable.

4. Plans, Pricing and Client Companies

Every Subscription includes the General Ledger and the Converter. Plans differ by the number of Converter pages included:

• Free Trial: 7 days, as described in section 5
• ZeraBooks (1,000 Converter pages a month): $149 USD per month billed monthly, or $79 USD per month billed annually at $948 USD per year
• ZeraBooks 2,500 (2,500 Converter pages a month): $249 USD per month billed monthly, or $2,148 USD per year billed annually
• ZeraBooks 5,000 (5,000 Converter pages a month): $599 USD per month billed monthly, or $5,388 USD per year billed annually

Converter pages: each page of a PDF counts once, when it is read. Pages that fail to convert do not count, and reading the same document again does not count it twice. Monthly plans include their pages for each monthly period. Annual plans include twelve months of pages at the start of each annual period. Unused pages do not carry over to the next period and have no cash value. When a plan’s pages are used up, new conversions wait until the next period or until you move to a larger plan. A move to a larger plan takes effect immediately and is charged on a prorated basis.

Prices are in U.S. dollars and do not include taxes. Current prices are shown on our pricing page. Price changes are governed by section 16.

Client companies: Each subscription includes 3 active client companies. Each additional active client company costs $29 USD per month on monthly plans or $290 USD per year on annual plans. Additional client companies are added to your subscription and charged for the rest of the current billing period on a prorated basis. Archived client companies are not counted or charged and keep all of their records. This client company pricing applies to new subscriptions immediately and to all existing subscriptions, including prepaid annual subscriptions, from November 13, 2026, following 30 days’ notice under section 16.

Firms and shared use: the published plans are intended for an individual professional or a single business using its own Account. A firm or team that has several people working under one login, or an Account whose usage materially exceeds what the published plans are designed for, requires an Enterprise Arrangement. We may contact such Accounts to agree enterprise terms and, after at least 30 days’ notice, move them to enterprise pricing from their next billing period.

5. Free Trial, Billing and Automatic Renewal

Free trial: new customers may try the Service for 7 days. You provide a payment method at checkout and are not charged during the trial. The trial includes 1,000 Converter pages, whichever plan you choose. Unless you cancel before the trial ends, your Subscription starts automatically at the end of the trial and your payment method is charged for the plan and billing period you selected. Trials are limited to one per person and organization, and we may refuse, limit or end a trial at our discretion, including where we believe a trial is being misused.

Payment: payments are processed by Stripe, Inc. We do not receive or store your full card number. By starting a Subscription, you authorize us and Stripe to charge your payment method for all fees when due, on a recurring basis, including prorated charges for additional Client Companies and plan upgrades. Fees are payable in advance for each billing period. You must keep a valid payment method on file.

Automatic renewal: Subscriptions renew automatically at the end of each billing period for another period of the same length, at the price then in effect, until cancelled. You may cancel at any time in the billing settings of the Service. Cancellation takes effect at the end of the current billing period, and you keep access until then.

Failed payments: if a payment fails, we may retry the charge and may suspend the Service under section 15 until the amount is paid. Amounts not paid when due remain owing.

Billing questions: you must tell us about any billing error within 60 days of the charge by emailing [email protected]. If you start a chargeback or payment dispute for fees that are properly owed, we may suspend or close your Account.

Fees for Bookkeeping Services and Enterprise Arrangements are invoiced as set out in the applicable Order.

6. No Refunds

You may evaluate the Service during the free trial at no cost. After the trial ends and your Subscription starts, all fees are non-refundable. This includes annual Subscriptions, which are billed in full at the start of each annual period, partial billing periods, unused Converter pages, unused Client Companies, downgrades and periods in which you did not use the Service. You may cancel at any time to stop future charges, but no full or partial refund is issued for the current billing period. The only exceptions are refunds required by applicable law, refunds expressly stated in section 17, and refunds we agree to in writing. A refund or credit we grant once does not oblige us to grant another.

7. Taxes

Fees do not include taxes. You are responsible for all sales, use, goods and services, harmonized sales, provincial sales, value added and similar taxes, duties and levies on your purchases, other than taxes on ZeraBooks’ net income. Where we are required to collect a tax, it will be added to your charges. You must provide accurate billing and tax information. If the law requires you to withhold any tax from a payment, you will increase the payment so that we receive the full amount we would have received without the withholding.

8. Accounts and Authorized Users

When you register for an Account, you agree to:

• Provide accurate, current and complete information and keep it up to date
• Keep your login credentials secure and confidential, and not share a login between people
• Accept responsibility for all activity under your Account, including the acts and omissions of your Authorized Users
• Notify us immediately at [email protected] of any unauthorized access to or use of your Account

Authorized Users: each login is for one named individual. Published plans include one login. Additional named logins are available only under an Enterprise Arrangement, where your administrators control who has access. You are responsible for adding and removing Authorized Users promptly and for making sure they comply with these Terms.

Client Companies: if you upload or manage data for a Client Company or any other third party, you represent that you are authorized to do so, and that you have given every notice and obtained every consent that applicable law requires for ZeraBooks to process that data as described in these Terms and our Privacy Policy.

If you sign in with a Google account, Google’s terms also apply to that sign-in. Customers who receive Bookkeeping Services may be given view-only access to their books.

9. Acceptable Use

You agree to use the Service only for lawful business purposes and in accordance with these Terms. You agree not to, and not to allow anyone else to:

• Upload or process files or data that you do not have the legal right to use, or process personal information in breach of privacy laws
• Use the Service for fraud, money laundering, tax evasion, or to prepare false or misleading financial records
• Upload malicious software or any code designed to harm, disrupt or gain access to the Service or any system
• Attempt to gain unauthorized access to the Service, other accounts or our systems, or probe, scan or test their vulnerability
• Interfere with, overload or disrupt the Service or its infrastructure
• Reverse engineer, decompile or disassemble the Service, except to the extent the law expressly permits despite this restriction
• Resell, sublicense, rent or provide the Service to third parties as a service bureau, other than using it to serve your own Client Companies as part of your professional services
• Use bots, scrapers or other automated means to access the Service or extract data from it, other than through features we provide for that purpose
• Circumvent page limits, Client Company counts, trial restrictions or other usage limits, including by opening multiple Accounts
• Use the Service to build or benchmark a competing product
• Send spam or unlawful messages through the Service
• Use the Service where doing so would violate export control or sanctions laws, or if you are a person with whom such laws prohibit us from dealing
• Violate any applicable law or regulation

We may investigate suspected violations and may remove content, limit use or suspend Accounts under section 15.

10. Customer Data

Ownership: as between you and ZeraBooks, you own your Customer Data and the Output produced from it. The Service itself, including its software, formats, layouts and templates, remains ours.

License to process: you grant ZeraBooks a worldwide, non-exclusive, royalty-free license to host, store, copy, transmit, process, analyze, display and modify your Customer Data as needed to provide, maintain, secure and support the Service, to prevent misuse, to comply with law and as described in our Privacy Policy. This includes processing by our service providers, such as our hosting, database and AI model providers, under obligations to protect the data.

Learning within your books: the Service learns from your corrections and history within your Account and each Client Company, for example how particular transactions are categorized, so that later results for that company are more accurate.

Usage and aggregated data: we may collect information about how the Service is used and may create aggregated or de-identified data that does not identify you, your Client Companies or any individual. We may use that data to operate, analyze and improve the Service. We do not sell Customer Data, and we do not use Customer Data to train general-purpose AI models offered to others.

Your responsibilities: you are responsible for the accuracy, quality and legality of your Customer Data and for keeping your own copies of original documents and of any files you need to keep.

Personal information: our Privacy Policy describes how we handle personal information. Where Customer Data contains personal information about your clients, customers, vendors or other individuals, you control that information and we process it on your behalf to provide the Service. If you need a data processing agreement, contact us.

Security: we use reasonable administrative, technical and physical safeguards designed to protect Customer Data. No system is completely secure, and you are responsible for the security of your own devices, networks and credentials.

11. AI Output and Your Professional Responsibility

The Service uses AI and other automated processing. Output may be incomplete or inaccurate. For example, a figure may be misread, a transaction may be placed in the wrong category, a conversion may not balance, or Ask Zera may give a wrong answer. Balance checks and reconciliation tools help find errors but do not guarantee accuracy.

• You must review and verify Output before you rely on it, file it, or share it with clients, lenders, investors, tax authorities or anyone else.
• The Service, Output and any information from ZeraBooks are not accounting, tax, legal, audit, financial or investment advice. ZeraBooks is not your accountant, auditor, tax preparer, lawyer or fiduciary.
• You are solely responsible for your books and records, financial statements, tax returns and other filings, regulatory compliance, decisions made using Output, and any professional obligations you owe to your own clients.
• Some features act automatically on your instructions or settings, such as recording entries, reconciling statements, closing and reopening periods, and sending emails. These actions are taken on your behalf, and you are responsible for reviewing their results.

12. Bookkeeping Services and Enterprise Arrangements

Bookkeeping Services are quoted separately and are governed by these Terms and the applicable Order. You agree to provide complete, accurate and timely documents and information, and we rely on what you provide. We are not responsible for delays, errors or omissions caused by information that is late, incomplete or inaccurate. Unless an Order expressly says otherwise, Bookkeeping Services do not include audit, review or other assurance engagements, tax preparation or filing, payroll, or tax, legal or financial advice. ZeraBooks is not a public accounting firm.

Enterprise Arrangements are priced and scoped by contract. Your administrators are responsible for managing your named logins. If an Order conflicts with these Terms, the Order controls for the matters it expressly addresses.

13. Third-Party Services

The Service relies on third-party providers, including providers for payments, sign-in, AI processing, hosting, data storage, email delivery and call scheduling. Their own terms may apply to your use of their services. We are not responsible for third-party services, websites or software that we do not control, including any software into which you import files from the Service, and an outage of a third-party provider may affect the Service.

14. Beta and Preview Features

We may offer features labelled as beta, preview or early access, or features provided at no charge. These features are provided “as is”, may contain errors, may change or be withdrawn at any time, and are not covered by any support or service commitment. To the fullest extent permitted by law, ZeraBooks has no liability arising from your use of them.

15. Suspension

We may suspend all or part of your access to the Service, with notice where practicable, if:

• Any amount you owe is past due
• You or your Authorized Users breach these Terms, including section 9
• Your use poses a security risk to the Service or to others, or could expose us or others to liability
• We are required to do so by law or by a governmental authority

We will restore access once the cause of the suspension has been resolved. Suspension does not relieve you of your obligation to pay fees.

16. Changes to These Terms, Prices and the Service

Terms: we may update these Terms from time to time. For material changes, we will notify you by email to the address on your Account or by a notice in the Service at least 30 days before the changes take effect. Other changes, such as clarifications or changes required by law, take effect when posted. If you continue to use the Service after a change takes effect, you accept the updated Terms. If you do not agree, you must cancel before the change takes effect.

Prices: we may change prices or introduce new charges with at least 30 days’ notice by email or in the Service. A change to the base price of your plan applies from your first renewal after the notice period. A new charge for additional usage or features, such as additional Client Companies, may apply to existing Subscriptions, including prepaid annual Subscriptions, from the date stated in the notice, which will be at least 30 days after the notice.

17. Term, Termination, Data Export and Retention

These Terms apply for as long as you use the Service. You may cancel your Subscription at any time in the billing settings of the Service, and you may close your Account by emailing [email protected].

We may terminate your Account or these Terms: immediately, if you materially breach these Terms and the breach cannot be cured or is a breach of section 9; on 10 days’ notice, if you fail to cure any other material breach, including non-payment, within that period; immediately, if required by law; or for any other reason on 30 days’ notice. If we terminate for a reason other than your breach or a legal requirement, we will refund the prepaid fees for the unused part of your current billing period.

Effect of termination: when your Account or Subscription ends, your right to use the paid features of the Service ends, and any unpaid fees become due immediately.

Export your data: before your Subscription ends, download the reports, files and records you want to keep using the export features of the Service. Converter lists show the documents uploaded in the last 30 days, so download Converter files you want to keep while they are listed.

Retention: after your Account or Subscription ends, we have no obligation to keep or provide your Customer Data, and we may delete it at any time after 90 days. We may keep data for longer where the law requires it, in backups until they are overwritten in the normal course, and in records we need for billing, security, legal claims or compliance. You may ask us to delete your data sooner by emailing [email protected].

Sections that by their nature should survive termination survive it, including sections 6, 7, 10, 11, 17 through 24, 27 and 28, and any obligation to pay fees.

18. Confidentiality

“Confidential Information” means non-public information disclosed by one party to the other that is marked confidential or that a reasonable person would understand to be confidential. Your Customer Data is your Confidential Information. Non-public information about the Service, our security, our pricing under any Order and our business is our Confidential Information.

The receiving party will use the other party’s Confidential Information only to perform its obligations and exercise its rights under these Terms, will protect it with at least reasonable care, and will disclose it only to its personnel, contractors and service providers who need to know it and are bound by confidentiality obligations at least as protective as these. This section does not apply to information that is or becomes public without breach, was lawfully known to the receiving party before disclosure, is lawfully received from a third party without restriction, or is developed independently. The receiving party may disclose Confidential Information when required by law, after giving the other party notice where lawful and reasonably possible.

19. Intellectual Property and Feedback

The Service and all related software, content, designs, trademarks and other intellectual property are owned by ZeraBooks or its licensors and are protected by copyright, trademark and other laws. Subject to these Terms and payment of fees, we grant you a limited, non-exclusive, non-transferable, non-sublicensable and revocable right to access and use the Service during your Subscription for your internal business purposes, including serving your Client Companies. All rights not expressly granted are reserved.

If you give us suggestions, ideas or other feedback, we may use it for any purpose without restriction or payment to you.

20. Disclaimer of Warranties

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICE, OUTPUT, BOOKKEEPING SERVICES AND ALL RELATED MATERIALS ARE PROVIDED “AS IS” AND “AS AVAILABLE”, WITHOUT WARRANTIES OR CONDITIONS OF ANY KIND, WHETHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING ANY WARRANTIES OR CONDITIONS OF MERCHANTABILITY, MERCHANTABLE QUALITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, ACCURACY OR QUIET ENJOYMENT, AND ANY ARISING FROM A COURSE OF DEALING OR USAGE OF TRADE. Without limiting the above, we do not warrant that:

• The Service will be uninterrupted, timely, secure or error-free
• Output, including conversions, categories, reconciliations, reports and answers, will be accurate, complete or balanced
• The Service will meet your requirements or work with other software
• Errors will be corrected or that data will never be lost

Some jurisdictions do not allow certain warranties to be excluded. In those jurisdictions, any warranty that cannot be excluded is limited to the shortest period the law permits.

21. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, ZERABOOKS AND ITS OWNER, OFFICERS, EMPLOYEES, CONTRACTORS, AGENTS AND LICENSORS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, BUSINESS, GOODWILL OR DATA, COST OF SUBSTITUTE SERVICES, TAX, INTEREST, PENALTIES OR FINES, OR CLAIMS BY YOUR CLIENTS, ARISING OUT OF OR RELATING TO THESE TERMS, THE SERVICE, OUTPUT OR BOOKKEEPING SERVICES, UNDER ANY THEORY OF LIABILITY, INCLUDING CONTRACT, TORT (INCLUDING NEGLIGENCE) AND STATUTE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE TOTAL AGGREGATE LIABILITY OF ZERABOOKS FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS, THE SERVICE, OUTPUT OR BOOKKEEPING SERVICES WILL NOT EXCEED THE AMOUNTS YOU ACTUALLY PAID TO ZERABOOKS IN THE TWELVE (12) MONTHS BEFORE THE EVENT THAT GAVE RISE TO THE CLAIM.

These limitations are an essential basis of the bargain between you and ZeraBooks and apply even if a limited remedy fails of its essential purpose. They do not limit liability that cannot be limited under applicable law. To the extent permitted by law, any claim against ZeraBooks must be started within one year after the claim arose.

22. Indemnification

You will defend, indemnify and hold harmless ZeraBooks and its owner, officers, employees, contractors and agents from and against all claims, losses, damages, liabilities, penalties, fines, costs and expenses, including reasonable legal fees, arising out of or relating to: your Customer Data, including any claim that it infringes or violates a third party’s rights or privacy; your use of the Service and Output, including financial statements, filings and advice you give to your clients; your or your Authorized Users’ breach of these Terms or of law; and any claim by a Client Company or other third party relating to services you provide. We will notify you of a claim, and you may control its defence, but you may not settle a claim in a way that imposes an obligation or admission on ZeraBooks without our written consent. We may participate with our own counsel at our own cost.

23. Governing Law and Courts

These Terms are governed by the laws of the Province of British Columbia and the federal laws of Canada that apply there, without regard to conflict of law rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply. Subject to section 24, the courts located in Vancouver, British Columbia have exclusive jurisdiction over any dispute arising out of or relating to these Terms or the Service, and you and ZeraBooks each irrevocably submit to the jurisdiction of those courts. ZeraBooks may seek injunctive or other equitable relief, or collect unpaid fees, in any court of competent jurisdiction.

24. Dispute Resolution

Informal resolution first: before starting any legal proceeding, you agree to send a written description of the dispute to [email protected], and both parties will try in good faith to resolve it within 30 days. We will contact you by email at the address on your Account.

Proceedings: if the dispute is not resolved within 30 days, either party may bring proceedings in the courts set out in section 23. Either party may instead bring a claim within the limits of a small claims court or tribunal in British Columbia.

Individual claims only: to the extent permitted by law, all claims must be brought in an individual capacity and not as a plaintiff or class member in any class, consolidated or representative proceeding, and each party waives any right to a jury trial.

25. Force Majeure

ZeraBooks is not liable for any delay or failure to perform caused by events beyond its reasonable control, including natural disasters, epidemics, war, terrorism, civil unrest, labour disputes, acts of government, failures of the internet, utilities or telecommunications, failures of hosting, AI, payment or other third-party providers, and cyberattacks. This section does not excuse your obligation to pay fees.

26. Assignment

You may not assign or transfer these Terms or your Account without our prior written consent. ZeraBooks may assign or transfer these Terms without your consent, including in connection with a merger, acquisition, reorganization or sale of all or part of its business or assets. These Terms bind and benefit the parties and their permitted successors and assigns.

27. Notices and Electronic Communications

We may give you notices by email to the address on your Account, by a notice in the Service or by posting on our website. Notices to you are effective when sent or posted. You must keep your email address current. Notices to ZeraBooks must be sent by email to [email protected] and are effective when received. You agree to receive agreements, notices and other communications from us electronically, and that electronic communications satisfy any legal requirement that a communication be in writing.

28. General

• Entire agreement: these Terms, our Privacy Policy and any Order are the entire agreement between you and ZeraBooks about the Service and replace any prior agreements or understandings on that subject. Terms in any purchase order or other document you provide do not apply.
• Severability: if any provision of these Terms is held invalid or unenforceable, it will be enforced to the maximum extent permitted and the remaining provisions will continue in full force and effect.
• No waiver: a failure or delay in enforcing any provision is not a waiver of it.
• Relationship: the parties are independent contractors. These Terms do not create a partnership, joint venture, agency, employment or fiduciary relationship.
• No third-party beneficiaries: no one other than you and ZeraBooks has any rights under these Terms, except the persons protected by sections 21 and 22.
• Headings: headings are for convenience only, and “including” means “including without limitation”.
• Language: the parties have required that these Terms and all related documents be drawn up in English. Les parties ont exigé que les présentes conditions et tous les documents connexes soient rédigés en anglais.

29. Contact Information

If you have any questions about these Terms of Service, please contact us at: