Envoice Terms and Conditions
1 March 2017
1. General provisions
These Terms of Services regulate arrangement of using the web based business software Envoice (hereinafter Software) provided by Envoice Ltd (hereinafter Service Provider) and the mutual rights and obligations of the Service Provider and a sole proprietor, company or other organisation (hereinafter Client) when using the Service.
The Terms of Service form a binding agreement (hereinafter Contract) between the Service Provider and the Client.
The Client’s representative (hereinafter Main User) is obligated to provide the Terms of Service related to using the Service to all Users for examination and is responsible for the Users performing the obligations deriving from it.
If some provision of the Terms of Service becomes void in part or in full due to changes in legislation, the rest of the Terms of Service will remain in place.
Contract is this document “Terms of Service”.
Service Provider is Envoice Ltd.
Software is a web based business software Envoice (including possible future updates, additions and versions) created by Envoice Ltd.
Invoice is a purchase document in PDF or JPG format that complies with general accounting principles.
Receipt is a cash or bank card purchase proof scanned to PDF or JPG format and it complies with general accounting principles.
Purchase document is either an Invoice or a Receipt.
Data extraction is the service where data on Purchase documents in PDF and JPG formats is processed into machine-readable data in XML format.
Client is a natural or legal person who has concluded a Contract with the Service Provider for using the Services.
Main User is a natural person authorised by the Client who registers the Client to use the Services and after agreeing to the Terms of Service has concluded a Contract in the Client’s name.
User is a natural person authorised by the Main User, who uses the Software and/or who forwards Purchase documents for providing the Service to the Mailbox for the Service Provider.
Data extraction processing the Client’s non-digital information into machine-readable information in XML format.
Mailbox is an email address allocated to the Client by the Service Provider for receiving Purchase documents.
E-Invoice is a message in a machine-readable data format with an agreed structure for forwarding Invoice data.
Price list is a list of Service prices established by the Service Provider.
3. Software description and access
With the Software, it is possible to complete the processes related to management of Purchase documents using a smart phone or a personal computer.
• Comprehensive and complete administration of purchase Purchase documents: receiving Purchase documents from different channels (PDF- and JPG invoices, e-invoices, purchase documents from data extraction), approval round, accounting coding and allocations of cost, possibility of paying Purchase documents.
• Compilation of statements of dispatch and expenditure and sending a confirmation round. Uploading the Purchase documents using the software app in connected devices.
• Fast and integrated recognition of Purchase documents in PDF or JPG formats.
• Electronic forwarding of Purchase documents data to the Client’s accounting software.
• Drafting of sales invoices and sending them in different forms, taking note of received invoices.
The Service Provider provides online access for the use of the software to its Clients and authorised users. The right is client-based and is not transferrable or changeable without the Service Provider’s agreement.
The Service Provider enables the Client’s business software access to the Envoice environment over an encrypted web service. The access key can be changed by the Main User.
4. Data Extraction Service
The purpose of the Service is to extracta data from Purchase documents in PDF and JPG formats into machine readable format and then send them to the agreed channel for further processing.
To start the Service, the Service Provider will allocate an email address (hereinafter Mailbox) to the Client for receiving Purchase documents.
The Mailbox is intended for receiving the Client’s Purchase documents and anyone who knows the Mailbox address can forward Purchase documents there.
The Service Provider will identify data from received Purchase documents according to the agreed conditions and will send the xml data with Purchase document files to the agreed channel.
4.1 Rules for sending Purchase documents to the Mailbox
• The Mailbox is intended for receiving Purchase documents that are in PDF or JPG formats.
• A single email may contain one Purchase documents and related additional documents. Additional documents may be in a different format (e.g. DOC, DOCX).
• The recommended file size is less than 500 kB.
• When converting into a PDF document the Purchase documents must be scanned as line art (black and white) and the recommended resolution is 300 dpi.
4.2 Service Provider’s Obligations when providing the Data Extraction service
The Service Provider will process Purchase documents sent to the Mailbox on weekdays (Mon-Fri) between 8.30-17.30, except on Estonian national holidays.
The term for extracting data from the Purchase documents is 5 (five) hours from the sending of the Purchase documents. Examples:
• If the Purchase document is sent to the Mailbox on a weekday at 10.15, the Purchase document will be processed by 15.15 at the latest;
• If the Purchase document is sent to the Mailbox on Friday at 23.00, the Purchase document will be processed by 14.00 on Monday at the latest.
The deadline for processing an Purchase document is guaranteed if the amount of the Client’s Purchase documents does not exceed the Client’s average daily Purchase documents amount by more than 1.3 times. The average daily amount is calculated by taking the number of the Client’s Purchase documents from the previous month and dividing it by the number of days in the previous month.
The Service Provider will normally store emails and files sent for processing for 180 days, unless agreed otherwise. After the expiry of the term the emails and files will be deleted from the server.
Data in the Purchase documents will be identified with 99.5% accuracy.
4.3 Data extraction packages
The following main data will be identified from the Purchase documents if present:
• Data of the person that issued the Purchase document – name, address, registry code, registry code country, VAT ID, payment recipient, the account number of the payment recipient;
• Purchase document data – type (debit/credit), number, date, payment term, reference number, service/product (first line from the Purchase document by default or general name of the service);
• Purchase document amount – total net amount, total VAT, rounding, total amount, Purchase document’s currency. If the Purchase document contains amounts with different VAT rates, the amounts will be identified by tax rates together with the tax rates.
Package 1 data will be identified from the Purchase document and the following additional data from Purchase document lines:
• Product/Service description – unit, quantity, net amount, VAT rate, total amount.
It is possible to order the identification of additional information from Purchase document as an Additional Service. For example:
• Additional data of the issuer of the Purchase document – contact person, telephone, fax, email;
• Additional data of the Purchase document’s recipient – subdivision/department/project;
• Purchase document data – payment method, related purchase order number, contract number, Purchase documents name, overdue interest percentage and period, content code, payment information, service period name, beginning/end of service period, email of the person that prepared the Purchase document, name of the person that prepared the Purchase document, factoring number;
• Purchase document lines – product code, unit net price, unit gross price.
More information about ordering the additional service is available here: firstname.lastname@example.org
4.4 Returning Documents
If data is identified incorrectly by the Service Provider, the Client can send the Purchase document for processing again, adding an explanation of what information was identified incorrectly or failed to be identified.
Documents sent to the Mailbox will be returned to the Client’s Main User by email and data will not be identified in the following cases:
• If the email contains more than one Purchase document and related documents;
• If the Purchase document data extraction is not possible due to the illegibility or faultiness of the input file;
• If the document sent to the Mailbox does not comply with the Purchase document requirements in content (advertisement, tracking form, order etc.).
5. Rights and obligations of the Parties
The Client’s Rights:
The Client has the right to use the Software and the Data Extraction service as set in the Terms of Service.
The Client has the right to grant different levels of access to different users of the software.
If the data is incorrectly identified by the Service Provider, the Client has the right to send the Purchase document for processing again, adding an explanation of what information was identified incorrectly or failed to be identified.
The Client has the right to issue complaints regarding the Services within 30 days.
The Client has the right to ask for data files within 180 days of their creation.
The Client has the right to make printouts and electronic copies of the database using the Software.
The Client’s Obligations:
The Client shall use the Service in accordance with the Terms of Service, and inform the Service Provider of all changes in the Client’s contact information and registry data within 7 (seven) days.
The Client shall pay for using the Software and the Data Extraction Service in accordance with the Price list and the Terms of Service.
The Client cannot use the Envoice environment and inbox for other purposes (including illegal activities or in ways that might damage the Service Provider or a third party).
The User is liable to immediately notify the Service Provider of losing security features, their theft or any other type of damage to the security features.
In the case of a digital signature certificate the User is to notify the provider of the certifying service.
The Client is responsible for the operations carried out in the software.
The Service Providers rights:
The Service provider has the right to carry out planned maintenance and development work in the information system. If possible, the Service Provider will carry out planned maintenance and development work during night time.
The Service provider has the right to do irregular maintenance and development works in case of extraordinary circumstances to prevent larger damage.
The Service provider has the right to block the use of the Software at any time in the following circumstances:
• In case there is a suspicion of the Client’s security elements being used without their permission or knowledge
• In case there is a suspicion of using the security elements via fraud.
The Service Provider’s obligations:
The Service Provider ensures the provision of the Service in accordance with the Contract.
The Service Provider undertakes to secure the inviolability and availability of the Client’s information in accordance with the Contract.
The Service Provider shall not be liable for damage that occurs in relation with:
• Malfunctioning of communication lines that are outside the Service Provider’s control;
• Power or internet disruption occurred independently of the Service Provider;
• The activity of the User when using the Service, incl. emails sent by the User when using the Service;
• Getting infected with a computer virus caused by the Client and spreading it further.
The Service Provider has the right to charge and the Client has the obligation to pay a fee for the services provided, which is fixed in the price list and/or other additional agreements.
The Service Provider shall issue a monthly service fee invoice to the Client for services used in the previous month. The invoice shall be issued electronically. The Client shall pay for using the services on the basis of the invoice issued by the Service Provider within 7 (seven) days from the issuing of the invoice. To the settlement account designated by the Service Provider.
If the Client fails to pay the Service Provider by the due date, the Client shall undertake to pay the Service Provider interest recorded in the price list.
The Service Provider shall start calculating interest from the day the debt occurred and shall stop calculating interest on the day the debt is paid.
The Service Provider has the right to limit the Client’s usage of the Envoice environment in case the Client has failed to pay the debt.
The Service Provider undertakes to not disclose the Client’s data to third parties, unless the obligation to disclose arises from the legislation in force.
All data which is entered into the Envoice environment by the Client, is the Client’s property. By entering data into the Software, the Client gives the Service Provider the right to store, back up and process the data in whatever way necessary to ensure Envoice’s work. The Client’s access to the data is warranted only through the Envoice environment and the prerequisite to access is the timely payment of the service fees.
8. Expiry of the Contract
The Contract can be cancelled in an agreement between the parties with one party notifying the other 1 (one) month in advance.
The Service Provider’s Client will make necessary printouts of its database and electronic records by the time the contract will end, if necessary another date can be agreed upon. If the Client expresses no wish for a certain date for its database and environment to be delete, they will be deleted in 3 (three) months from the Contract’s end.
9. Final Provisions
The Service Provider may change the Terms of Service and Price list at any time, giving a notice of 1 (one) month.
If the Client does not agree to the changes, the Client shall inform the Service Provider of it and the Contract shall be terminated according to the procedure provided in the Terms of Service.
The changes of the Terms of Service and the Price list are available at https://envoice.eu at least 1 (one) month before entry into force.
10. Technical Support and Availability of the Service
If the instruction materials are not helpful, please contact email@example.com . The Service Provider shall do everything in their power to respond / find a solution to potential problems at the first opportunity.
Software is available 24/7 and Envoice will do everything they can to make sure that interruptions related to technical updates and maintenance are minimal and take place outside of regular working hours.