Terms of Service — Ledgerline

Vantrel Consulting · Last updated: 9 September 2026

These terms govern your use of Ledgerline. They take effect on the date stated in your Order Form, and they incorporate the Privacy Policy and the Data Processing Addendum.

1. Who we are, and what this is

Ledgerline is a service operated by Vantrel Consulting, a sole proprietorship of Bennett Fountain, located in the State of Florida, United States ("we", "us", "Vantrel").

Software agents read your accounting records and your accounts payable mailbox, check supplier invoices against what your business already has on file, and put anything that needs a decision in front of a person.

We set the service up for you, connect your systems, build the workflows you ask for, and watch how the agents behave. You use the agents: you ask them questions about your own business, read what they produce, approve what needs approving, and adjust your own settings.

Accepting these terms means you agree to them on behalf of the business you represent, and that you are authorised to do so. In these terms, "you" means that business.

2. What it does not do — read this part

These are limits of the software, not policy choices we could quietly reverse. They are the basis on which we ask you to trust it with your books, and we are willing to be held to them.

It does not move money. There is no capability to make a payment, transfer funds, or change where a payment goes. When the service says a bill is "approved for payment", that means a person approved it and somebody still has to pay it, in your accounting system or your bank. Nothing here pays anyone.

It does not write to your accounting system. Access is read-only. The service cannot create, edit or delete a bill, vendor or payment in QuickBooks.

It does not send email. It can read the mailbox you nominate. It cannot send, reply to, forward, move or delete anything in it.

It does not decide anything that needs deciding. Bills below a limit you set are approved automatically, and every one of those is recorded with the reason. Anything that trips a check stops and asks you. You can set that limit to zero, which sends everything to a person.

If we ever build a capability that changes one of these statements, we will change this section in the same release and tell you before it reaches your account. We will not add a way to move your money without asking you first.

3. Your account and the systems you connect

Connecting. We only connect systems you authorise, through that provider's own consent screen. You must only connect systems you are entitled to connect, and only nominate a mailbox you are entitled to have read.

Disconnecting. You can end any connection at any time and without our involvement, from Disconnect inside the service. We ask the provider to cancel our access, then delete the stored credentials. If we cannot reach the provider to confirm the cancellation we will say so plainly and tell you how to finish it yourself, rather than reporting it as done. You can also revoke our access from the provider's own settings, which stops it immediately.

Reconnecting afterwards requires the sign-in and consent step, which we run. A disconnection is therefore not something you can reverse on your own.

Accounts. Keep your credentials secure and tell us promptly if you think an account has been compromised. We can revoke access to any account on request. You are responsible for what is done through accounts issued to your people.

Availability. We aim to keep the service running and to tell you promptly when it is not. We do not commit to a specific uptime percentage, and we will not pretend otherwise in a contract. If uptime commitments matter to you, say so before you sign and we will discuss what is honest for us to promise.

4. What you are responsible for

The decisions. The service checks, explains, and asks. You approve. An approval is yours, and reviewing what you are shown before approving is your responsibility — the reasoning is given precisely so that it can be checked rather than trusted.

Paying your bills. The service does not pay them and does not know whether you have. It can tell you what your accounting system reports; it cannot tell you a payment was made unless your ledger says so.

Your records. You are responsible for the accuracy of the data in the systems you connect, and for your own bookkeeping, tax and reporting obligations.

5. What we are responsible for

Running the service with reasonable care and skill. Keeping your data as described in the Privacy Policy and the Data Processing Addendum. Telling you promptly when something breaks or is exposed. Not using your data for anything except providing the service to you.

We do not warrant that the software is correct. It reads documents written by other people and forms judgements about them, and it will sometimes be wrong — missing something it should have raised, or raising something ordinary. It is built to show its reasoning so that its mistakes are visible rather than silent, and to stop and ask rather than proceed when it is unsure. That is a design intention, not a guarantee.

It is not accounting, tax or legal advice, and it does not replace a bookkeeper, an accountant, or your own judgement about your money.

Except as expressly stated in these terms, the service is provided "as is", and we disclaim all other warranties, whether express, implied or statutory, including any implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

6. Fees and payment

What you pay is stated in your Order Form. Nothing is charged that is not written there.

Billing. Fees are billed in advance for each billing period stated in the Order Form, beginning on the start date. Invoices are due 15 days from the invoice date.

Late payment. Overdue amounts accrue interest at the lesser of 1.5% per month or the maximum rate permitted by applicable law, from the due date until paid. If an invoice is more than 30 days overdue we may suspend the service after giving you 10 days' written notice and an opportunity to pay. We will not delete your data because of non-payment; suspension pauses access, and section 7 governs deletion.

Taxes. Fees are exclusive of sales, use and similar transaction taxes. You are responsible for any such taxes properly chargeable on the service, other than taxes on our income.

Price changes. We may change our fees on 30 days' written notice. A change takes effect at the start of your next billing period after that notice. If you do not accept a price change, you may terminate before it takes effect and we will refund any fees already paid for service you have not received.

Expenses. None, unless agreed in writing in advance.

7. Term, suspension, and ending it

Term. The service runs for the term stated in your Order Form. If none is stated, it runs month to month.

Ending it for convenience. Either of us may end this agreement on 30 days' written notice, effective at the end of the then-current billing period. Fees already paid for a period that has begun are not refunded, except where we terminate for convenience, in which case we refund the unused portion.

Ending it for cause. Either of us may end this agreement immediately on written notice if the other materially breaches it and does not fix the breach within 15 days of being told about it.

Immediate suspension. We may suspend the service without the notice periods above where continuing it would be unlawful, would endanger the service, or would endanger another client — and where waiting would make the risk worse. We will tell you what happened as soon as we safely can.

What happens on termination. Your access ends. We delete your data as described in the Privacy Policy and the DPA: stored credentials immediately, the rest within 30 days, except records we are required to keep. You should export anything you want before you go, and we will help you do that at no charge.

8. Confidentiality

Each of us may learn things about the other that are not public. Each of us will use the other's confidential information only to perform this agreement, protect it with at least reasonable care, and not disclose it to anyone except people who need it and are bound to keep it confidential.

This does not apply to information that is public through no fault of the recipient, was already known to the recipient without an obligation of confidence, or is independently developed. If either of us is legally compelled to disclose the other's confidential information, we will tell the other first where we are lawfully able to.

Your business data is your confidential information. The way we handle it is governed by the Privacy Policy and the DPA, which take precedence over this section where they say something more specific.

9. Your data, and our software

You own your data. Your accounting records, your mail, the invoices read from it, the decisions your people make, and the history the service produces about your business are yours. You grant us a limited licence to process them solely to provide the service to you, and for no other purpose.

We own the software. Ledgerline, the agents, and everything we build to run them remain ours, including anything we build while working for you that is not your data. You get a non-exclusive, non-transferable right to use the service during the term.

We do not train on your data, sell it, or use it to build a profile of you or of anyone in your records. We do not use it to improve the service for other clients. Data we send to a processor is sent to perform your work, and every such processor is listed in the DPA.

Feedback you give us about the service, we may use freely. That means your suggestions, not your records.

Publicity. We will not use your name or logo as a reference, in marketing, or on a client list without your prior written consent.

10. Limitation of liability

Read this section. It decides what you can recover if something goes wrong.

Neither of us is liable for indirect losses. Neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost revenue, lost data, or business interruption, even if told such losses were possible.

Our total liability is capped. Our total aggregate liability arising out of or relating to this agreement, whatever the cause of action, will not exceed the total fees you paid us in the 12 months immediately before the event giving rise to the claim.

Except for security failures, where the cap is higher. Where the claim arises from our breach of our security or confidentiality obligations, the cap is two times the total fees you paid us in the 12 months immediately before the event.

Nothing is capped where the law does not permit it. The caps above do not apply to our gross negligence or wilful misconduct, to either party's indemnification obligations under section 11, to your obligation to pay fees owed, or to any liability that applicable law does not allow to be limited.

Why it is written this way. The fee for this service is small relative to the sums moving through your accounts payable. A vendor cannot underwrite unlimited exposure to those sums on that fee, and one that claimed to would not be able to honour it. The cap is what we can actually stand behind, and the higher security cap is there because a security failure is the risk that is ours to carry rather than yours.

11. Indemnification

We will defend you against a third-party claim that the service, as we provided it, infringes that third party's intellectual property rights, and pay damages finally awarded or amounts we agree in settlement. If the service becomes subject to such a claim, we may modify it, obtain a licence, or end this agreement and refund fees for the unused period.

You will defend us against a third-party claim arising from (a) data or systems you connected that you were not entitled to connect, (b) your use of the service in breach of these terms or applicable law, or (c) a decision you or your people made using the service.

In each case the party seeking indemnity must promptly notify the other, give the other control of the defence, and cooperate reasonably. Neither party may settle a claim in a way that imposes an obligation on the other without that party's written consent.

12. Changes to the service and to these terms

We may change the service. We will not remove a capability you rely on without telling you first, and we will not change anything in section 2 without telling you before it reaches your account.

We may change these terms on 30 days' written notice. If a change materially reduces your rights, you may end this agreement before it takes effect and we will refund fees for the unused period. Continuing to use the service after a change takes effect means accepting it.

The version history of these terms lives in our source repository alongside the software they describe, so what changed and when is a matter of record rather than of recollection.

13. Governing law, and where disputes go

These terms are governed by the laws of the State of Florida, United States, without regard to its conflict-of-laws rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Any dispute arising out of or relating to these terms will be brought exclusively in the state or federal courts located in the State of Florida, and each of us consents to the jurisdiction of those courts.

Before filing anything, the party with the complaint will describe it in writing to the other and give 30 days for the two of us to try to resolve it between ourselves. This does not stop either party from seeking urgent relief to halt ongoing harm.

14. General

Notices. Notices under these terms must be in writing. Notices to us go to support@vantrelco.com. Notices to you go to the email address on your account and to any address stated in your Order Form. An emailed notice is treated as received on the next business day.

Assignment. Neither of us may assign this agreement without the other's written consent, except that either of us may assign it in full to a successor of substantially all of its business, on written notice.

Subcontractors. We may use subcontractors and service providers to help provide the service. They are listed in the DPA, we remain responsible for what they do with your data, and we will tell you before adding one.

Force majeure. Neither of us is liable for failing to perform because of events outside our reasonable control, other than the obligation to pay amounts owed.

Independent contractors. Nothing here creates a partnership, joint venture, employment or agency relationship between us.

No third-party beneficiaries. These terms are between you and us.

Severability. If any part of these terms is unenforceable, the rest stays in force and the unenforceable part is limited to the minimum extent necessary to make it enforceable.

No waiver. Not enforcing something once does not waive the right to enforce it later.

Entire agreement. Your Order Form, these terms, the Privacy Policy and the DPA are the whole agreement between us about the service, and replace anything said before. Where they conflict, the order of precedence is: the DPA, then the Order Form, then these terms, then the Privacy Policy.

Survival. Sections 8, 9, 10, 11, 13 and 14 survive termination, along with any obligation to pay amounts already owed.

15. Contact

support@vantrelco.com