Terms of Service

These terms are an agreement between the business that signs up for SwiftlyBooks (“you”, “the customer”) and the SwiftlyBooks company for your country (“we”, “us”):

The country is the one you choose when you sign up, because it decides the chart of accounts, the taxes and the e-invoicing your books follow. The person who signs up confirms they are allowed to accept these terms for the business.

• SwiftlyBooks, the service: the online accounting software at swiftlybooks.tech and your company's own address (for example yourcompany.swiftlybooks.tech), with its website, emails and files.
• Users: the people you give a sign-in, including your own staff and your accountant.
• Your data: everything you or your users put into SwiftlyBooks, including your books, documents, customers, suppliers, items, wallets, statements and attachments.
• Plan: the subscription you choose, priced by the number of documents you issue in a month.

SwiftlyBooks keeps your books: a double-entry ledger, the documents you issue and receive, your wallets and their statements, exchange rates, tax figures and reports. It is set up for your country's laws as we understand them, and we update its tax figures when the law changes. For a company registered for VAT, it can sign documents through ZIMRA's fiscalisation system or ZRA's Smart Invoice once we have set that up with you and the tax authority.

Some figures are entered by you and are not supplied by us, for example exchange rates, opening balances and amounts brought in from your previous books. You are responsible for those figures.

We may improve or change features. We will not remove a core feature you rely on (your books, documents, reports, tax returns or your data export) without at least 30 days' notice.

You can have as many users as you need. You decide who has access and what each user's role allows. You must keep sign-in details private, remove access for people who leave, and tell us at support@intetrixsolutions.tech if you think an account has been used without permission. You are responsible for what your users do in SwiftlyBooks.

A new company gets a free trial of 30 days with every feature, and no payment card is needed. When the trial ends you choose a plan to carry on. If you do not, your company becomes read-only (section 9) and nothing you set up is lost.

Plans are priced by the number of documents you issue in a month: invoices, receipts, credit and debit notes, bills and expenses together. Manual journals do not count. Every plan includes every feature and as many users as you need. The current plans and prices are on swiftlybooks.tech/pricing, which forms part of these terms.

Value added tax (VAT) depends on the country, and the pricing page says which applies. In Zimbabwe, no VAT is charged. In Zambia, prices exclude VAT, which is added to each invoice at 16%. When a company's VAT position changes, the pricing page and new invoices change with it; invoices already sent keep the VAT they were raised with.

There is no setup fee.

If you issue more documents in a month than your plan covers, you move up to the plan that covers them. Your billing page shows the month's documents against your plan. Nothing you issue is refused in the meantime.

For invoiced payment, we send the invoice 7 days before each period starts, and it is due on the day the period starts. Subscriptions renew for the same period unless you cancel.

Paying online, Paynow's fee for the way you pay is added to the amount, and shown before you pay. If you choose to pay future invoices with a card, Paynow keeps it as a token and we charge each later invoice to it on its due day, saying so in the invoice's email a week before. You can remove the card on your billing page at any time. If a charge does not go through, we email you, the invoice stays open to pay another way, and the usual grace period applies.

We may change our prices. We will tell you by email at least 30 days before a change, and it applies from your next period after that notice. A change never applies to a period you have already paid for.

If a payment is late, your company keeps working for 7 days. After that it becomes read-only: you and your users can still sign in, see and download everything, including documents and reports, but cannot change anything or issue documents until payment is made. We do not delete data because a payment is late.

You can cancel at any time from your billing page or by writing to us. Your plan runs to the end of the period you have paid for, and is not renewed.

SwiftlyBooks posts your documents and journals to your books by the rules it is built with, and works out tax from the figures in force. It is a tool for you and your accountant, not an accountant or tax adviser. In particular:

• You check and approve each document and journal before it is posted. A posted entry is never changed: it is corrected by reversing it, as books are corrected.
• You file your tax returns and pay what is due to the tax authority (ZIMRA or ZRA) on time. SwiftlyBooks prepares the figures; it does not file or pay for you.
• Figures you enter are yours to get right: exchange rates, opening balances, and the details of your customers, suppliers and wallets.
• Swiftly, the assistant in SwiftlyBooks, answers from your books and drafts documents for you to approve. Its answers are a guide and not tax advice, and it never posts, fiscalises or sends anything itself.
• [For the lawyers to settle before launch: the terms on which SwiftlyBooks acts as your fiscal device for ZIMRA or ZRA, including who answers if a document fails to reach the tax authority.]

If we find an error in how SwiftlyBooks works something out, we fix it promptly, tell affected customers, and help you correct any entry it affected.

You must not use SwiftlyBooks to break the law, to store data you have no right to hold, to try to reach another company's data, to probe or overload the service, or to copy or resell it. You must have a lawful basis to give us the personal data of your customers, suppliers and staff, and must tell them how it is used (the Privacy Notice explains our part).

We aim to keep SwiftlyBooks available at all times, apart from planned maintenance, which we schedule outside working hours in your country where we can and announce in advance.

We back up all data every day and keep backups for 14 days. Help is by email at support@intetrixsolutions.tech; we aim to answer within one working day.

You own your data. We use it only to provide SwiftlyBooks to you, to support you when you ask, and to keep the service secure and working. We do not sell it, use it for advertising, or share it with anyone except the service providers in the Privacy Notice and where the law requires. Each company's data is held separately from every other company's.

For the personal data in your books - about your customers, suppliers, staff and users - you are the controller and we are your processor. We:

• process it only to provide SwiftlyBooks and on your instructions, which are these terms and what you do in the software;
• make sure our staff who can reach it are bound to confidentiality, and give access only to those who need it to support you;
• protect it with the security measures in the Privacy Notice;
• use only the service providers listed in the Privacy Notice, under written terms that protect the data as these terms do, and tell you 30 days before adding one;
• tell you without undue delay, and within 72 hours of finding out, if your data is lost, disclosed or reached without permission;
• help you answer requests from people exercising their data protection rights, and with any assessment or enquiry from a data protection authority;
• return or delete the data when our agreement ends (section 16).

While you are a customer you can download your documents, reports and returns at any time. You can also download a full copy of your data whenever you like, as CSV files that open in Excel, from Settings in SwiftlyBooks, at no charge.

The law in Zimbabwe and Zambia asks you to keep your records for at least six years. When your agreement ends, your company stays read-only for 90 days so you can download a full copy. We then delete your data within 30 days. Copies in our backups are deleted as the backups expire, within 14 days. We keep our invoices to you and billing records for as long as tax law requires.

Each of us keeps the other's confidential information private and uses it only for this agreement. This does not cover information that is public, already known, or that the law or a court requires to be disclosed.

Neither of us is liable for indirect or consequential loss, such as lost profit. We are not liable for penalties or interest on returns or payments that are late or wrong because of information you entered or a document you approved without checking. Our total liability in any 12 months is limited to the fees you paid us in those 12 months. Nothing limits liability that the law does not allow to be limited.

We may suspend access straight away if it is needed to protect the service or other customers, or if these terms are seriously broken, and we will tell you why. Either of us may end the agreement if the other seriously breaks it and does not put it right within 14 days of being told. You may cancel at any time (section 10).

If your agreement is with Intetrix Solutions, Zimbabwean law applies and the courts of Harare have jurisdiction. If it is with Kingdom Technology Solutions, Zambian law applies and the courts of Lusaka have jurisdiction. We will first try to settle any dispute by talking, for at least 30 days.

We may update these terms. We will email you at least 30 days before a change that affects you, and show the date of the latest version at the top. If you do not accept a change, you may cancel before it takes effect.