Terms of Service

Last Updated: 19/01/2025

1. Introduction

Our application (“the Service”) is designed to help businesses efficiently organize and manage invoices in an automated manner. The Service leverages advanced Google technologies, including Gmail, Google Drive, and Google Docs, to scan, sort, and organize financial documents. The application is tailored specifically for business needs, offering a secure and user-friendly way to handle your data.
It is important to note: We do not collect, store, or process your data outside your Google account.

2. Service Tiers and Features

The application offers three service tiers tailored to businesses of varying sizes:

Basic:

• Suitable for small businesses or users with basic requirements.
• Scans Gmail messages from the current year only.
• Organizes attachments into Google Drive folders by month.

Advanced:

• Designed for medium-sized businesses needing more advanced tools.
• Scans invoices up to two years back.
• Automatically organizes documents by supplier, year, and month.
• Includes advanced capabilities for extracting data from PDF files to generate key financial insights.
• Supports downloading invoices from direct links in emails where the download is accessible without additional credentials or login steps.

Pro:

• Tailored for large businesses handling high volumes of invoices.
• Scans invoices up to four years back.
• Offers advanced text extraction from PDFs, including dates, supplier names, and other important details.
• Provides customizable workflows for scanning and organizing invoices according to business-specific requirements.
• Supports automatic downloading of invoices from direct links in emails, provided no additional login or credential input is required.

3. Policy for Downloading from Links

• The Service supports downloading files only from direct links in emails.
• If a link requires entering credentials, a username, or a password, the download will not be performed automatically.
• Responsibility for accessing password-protected or credential-required links lies with the user, including manually downloading invoices from external systems.

4. Use of Google APIs

The Service operates using Google APIs, ensuring transparency and responsible use of Google resources.

Free Tier Usage:

• Google provides a free API quota:
  • Up to 10,000 Gmail API calls per day.
  • Up to 10,000 Google Drive API calls per day.
• This quota is sufficient for most small and medium-sized businesses.

Upgrading to Google Workspace:
Google Workspace is a paid service that expands the capabilities of Google accounts, offering benefits such as:

• Increased Quota: Up to 1,000 Gmail API calls per minute and higher daily limits.
• Expanded Google Drive API Usage: Ideal for businesses with higher operational demands.
• Advanced Support and Security: Includes personalized technical support and enhanced data protection.

Estimated API Usage for Businesses:
Based on typical application usage:

• Small Businesses (Basic):
  • Scanning approximately 30 emails per day (~1,350 API calls per month).
  • Transferring around 15 attachments daily (~450 additional API calls per month).
  • Total: ~1,800 API calls per month, within the free tier.
• Medium and Large Businesses (Advanced/Pro):
  • Scanning up to 300 emails per day (~9,000 API calls per month).
  • Transferring up to 150 attachments daily (~4,500 additional API calls per month).
  • Total: ~13,500 API calls per month, which may require upgrading to Google Workspace.

5. Data Organization and Security

Organization Only:

• The Service does not collect, store, or process your data outside of your Google account.
• All actions, including scanning, sorting, and organizing invoices, occur directly within Google’s secure environment using Google APIs.

Secure Infrastructure:

• All data remains securely stored in your Google Drive, accessible only to you.
• We do not have access to your data or retain copies of any invoices.

6. User Responsibilities

Business Use Only:

• The Service is designed for business use only and is not intended for personal or private use.

Compliance with Laws:

• Users are responsible for complying with local laws regarding financial management, taxation, and data privacy.

API Quota Management:

• Users are responsible for monitoring their API usage and ensuring they remain within Google’s free tier limits or upgrade to Google Workspace if required.

7. Liability and Risks

Limited Warranty:

• The Service is provided “as is,” without warranties regarding availability or reliability.

Data Responsibility:

• Users are fully responsible for managing their data and actions performed through the Service.
• We are not liable for any issues caused by Google’s services or improper use of the Service.

8. Changes to the Terms of Service

We reserve the right to update the Terms of Service at any time. In the event of significant changes, users will be notified, and the updated terms will be published on our website.

9. Contact Us

For questions, clarifications, or technical support, you can contact us through the following:

• Email: info@invodrive.com