Terms of Service — Ledgerline

Vantrel Consulting LLC · Last updated: 25 October 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 LLC, a Florida limited liability company ("we", "us", "Vantrel").

Software agents work in your accounting records and your mailbox. They check supplier invoices against what your business already has on file, keep track of what your customers owe and remind them, forecast your cash, review your spending, find what needs cleaning up in your books, work through your month-end close, keep track of the filing deadlines you give it, help you plan from last year's figures, and write you a weekly summary. Anything that needs a decision is put 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 and 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", or proposes a list of bills to pay, 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 also records no payment. Because of that, a bill you have paid from your bank still shows as owed here until the payment is recorded in your accounting system — by whatever you paid it with, by your bookkeeper, or by matching your bank feed. Your payables screen has a list of what is to be paid, soonest due first, that you open when you want it, and starting a payment run from it is yours to do. A review will not put one in front of you unless you ask it to in Settings.

It changes your accounting system only as you approve, and only in named ways. Writing to QuickBooks is off until we switch it on at your request, as recorded in your Order Form, and you can switch it off yourself at any time. While it is on, the service can do only these things, and each one only after a person at your business approves that specific change having seen exactly what it will be — except for a vendor's own reply to a request you approved, which is set out below:

• enter a bill or vendor credit from an invoice or credit note that arrived by email, with the document attached. Where the document states the period the work covers and that period ended in an earlier month, the bill is dated into that month rather than the month the supplier billed it, so the cost sits in the month it was incurred. You can also name the month yourself, in a reply on the card: the service then checks that month is one the bill may carry — never a period your books are closed on, never earlier than the month the work was done, never later than the date on the document — and shows you the date it produced on a new card before anything is written. Either way the card you approve says which date the bill will carry and why, and the record afterwards says the same. Nothing is ever dated into a closed period, and a bill already entered is never re-dated: that is a change to a transaction, which this service cannot make;
• record an accrual or prepaid-expense journal entry;
• create a customer invoice, and, only if you chose it, have QuickBooks email it to the customer;
• record a payment one of your customers has already made, against the invoices it pays. This moves no money: the money reached your bank before the service knew about it, and what is written is the record of it, so the invoice stops reading as owed and nobody reminds that customer about it. Every penny is applied to an invoice you see named on the card, never more than an invoice still owes, and never a payment your books already hold — it looks for one around that date and under that reference first and refuses rather than record the same money twice. Nothing is recorded into a period your books are closed on. It cannot record a payment to a supplier, and it cannot change or delete a payment already recorded;
• write a credit note against one of your customers' invoices, reducing what that customer owes you. Two cases, and they are kept apart on purpose. A correction is for an invoice that was wrong — billed twice, a price nobody agreed, work not done, goods returned — and it may only post to a product or service already on that invoice, so the credit comes off the account the charge went into; the reason the agent gives is ordinary words with no figures, dates or invoice numbers, and it appears on the credit note itself. A write-off is money you will not collect, and it may only post to the bad-debt item you name in Settings, in your own chart of accounts: the service never creates an item or an account, and until you name one nothing can be written off. The agent may not propose a write-off at all until you set a limit, and never above it; below the limit each one still comes to you to approve. Never more than the invoice still owes, never against an invoice already settled, never a credit note your books already hold for that customer and amount, and nothing dated into a period your books are closed on. Nothing is emailed to your customer: a credit note is a document in your books, and sending it is QuickBooks' own job and your decision. A credit note on its own changes nothing your customer owes — QuickBooks keeps it on their account until it is applied — so the service applies it, against the invoice the credit note names. QuickBooks records that application as a payment of nothing at all, and no money is recorded as received. If QuickBooks will not let it be applied, the credit note still stands and that invoice still reads as owed, and the record says exactly that rather than calling it settled. Either way, afterwards the record says which of your invoices actually moved and by how much;
• move an uncategorised purchase line to an expense category;
• create a vendor, from an invoice sent by a supplier your records do not have;
• update a vendor's email, phone, remittance address or your account number with them, from that vendor's own reply to a request you approved.

Each change is checked again against your records at the moment it is made, and is not made if what it would change has moved on since you approved it. It is read back afterwards, and if it does not read back as approved you are told. A credit note reduces what a customer owes; it does not delete, void or alter the invoice itself, and the invoice stays in your books as it was.

The service cannot delete or void anything, make or send a payment, pay anyone, move money between your accounts, record a payment to a supplier, change or delete a payment already recorded, change anyone's bank details, change a customer's payment details, change a vendor's details except as set out below, or change a category someone at your business already chose. Recording a customer's own payment, above, is the only payment it writes, and that is the record of money you have already received.

Vendor details, confirmed by the vendor. When a vendor's details are missing, or an invoice shows them differently from your records, the service can ask you whether to contact that vendor. If you approve, it emails them — at the email address already in your records, never at an address that asked for a change — in fixed wording, asking them to confirm. Their reply is written into your records without asking you again: approving the request is approving their answer. It is written only if the reply comes from the address the request went to, answers that request, and arrived after it was sent; only the details you approved asking for are changed; and every change is listed in your payables history with what it was before. You can switch this off in Settings, and then the service reports differences to you instead.

A remittance address is where checks are mailed, so an update can change where a check to that vendor is sent. It never asks for, stores or writes bank details. A message you did not ask for that wants to change how a vendor is paid is held for you, with the vendor's bills, and never applied.

Questions to a vendor about their bills, which change nothing. Where your records and a vendor's do not agree — their statement charges more than the invoice you hold, they bill a reference you have no copy of, a charge is above the purchase order it was ordered on, the same charge appears twice, or you show something outstanding that they have not listed — the service can ask you whether to put that to the vendor. If you approve, it emails them, at the email address already in your records and never one taken off a document, asking them to confirm or send a corrected copy. Approving sends one email and changes nothing: no bill is paid, withheld or altered, nothing is written to your accounting system, and their reply is written to nothing — it arrives in your mailbox and you decide what it means. Every figure in the message is read from your own records, apart from the vendor's own figure, which is taken from their document and marked as theirs. It never asks for bank details and tells the vendor not to send any. It can attach the documents the question is about, so that whoever reads it does not have to look them up: the statement of theirs you are querying and your copy of the invoice it concerns, at most two, each listed by name on the card you approve. Those are documents that vendor sent you in the first place, coming back to them; nothing else can be attached, and if a document cannot be retrieved when it sends, nothing is sent at all. The service checks each point against your records when it asks you and again before it sends, and sends nothing if a point has stopped being true. You can switch this off in Settings, separately from requests to confirm a vendor's details, and then it reports what differs to you instead.

It emails your customers only as you allow. If you use it to remind your customers about invoices or send them statements, it sends from your own mailbox, to the address QuickBooks holds for that customer, in the wording you set. If you set a test address in Settings, every one of them goes to that address instead and none reaches your customers. Routine reminders — before an invoice is due, and the first and second once it is overdue — are sent on the timetable you set, without waiting for approval, unless you switch that off in Settings. A final notice, a reminder for an invoice that was already overdue when automatic reminders began, and any email the agent has added words to, always wait for a person. Where part of an invoice has already been paid, the reminder uses the separate part-payment wording you set rather than the wording for that stage: it names what arrived, what was invoiced and what is left, because every stage wording says the invoice has not been paid, which would not be true.

Statements go once a month, to customers with more than one invoice open. A statement lists every invoice that customer has open, each with its due date and amount, and the total; it asks them to tell you if it does not match their records. Which customers are due one is worked out by the service, not by the agent: one a month each, to a customer with two or more invoices open, never to a customer with one, and never to a customer whose reminders you have paused or whose invoice is in dispute. They go on the first review of the month — the 1st, or the next day a review runs — without waiting for approval, unless you switch statements off in Settings, and then each one comes to you to send instead. A statement the agent has added a line of its own to always waits for a person.

It can answer a customer who writes to you, and only ever waits for you to send it. When a customer writes about one of their invoices — they say they have already paid, they ask what is left — the agent can put a reply to you. The service writes it, over figures it reads from your books at that moment: what was invoiced, what has been received, what is outstanding. The agent chooses only which of three answers it is — that your records still show the payment missing and asking how it was sent, that it has now been matched, or that part of it arrived and a balance remains — and it may add one line of ordinary words carrying no figures, dates, invoice numbers or links. It cannot tell a customer a payment arrived when your books show none, or that one is missing when your books show it received; it checks that when it asks you and again before it sends, and sends nothing if what it would say has changed. One reply per invoice, never a second about the same one. Sending it changes nothing else: the invoice, any pause on reminders to that customer, and your ledger are exactly as they were, and only you can lift a pause. You can switch this off in Settings, separately from reminders, and then what your customer said is reported to you instead.

It sends one plain-text message at a time, never a copy to anyone else. The only message that carries attachments is a question to one of your vendors about their own bills, described above, and the only things it can carry are documents that vendor sent you: the statement of theirs the question is about, and your copy of the invoice it concerns, at most two, each named on the card before you approve it. It cannot reply to, forward, move or delete mail, and it does not email anyone except your own customers and — when you approve asking them — your own vendors, at the address already in your records, to confirm their details or to answer a question about their own bills.

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.

Forecasts, budgets and summaries are projections, not promises. A cash forecast is built from what your records show and the regular payments you tell us about; a budget draft, and any "what if" for a hire, a price change or dropping a product, is worked out from last year's records and says what it assumes; a weekly summary is written from the figures the service gathered, each shown with its source. All of them can be wrong where your records are incomplete or events turn out differently, and none is financial, tax, lending or investment advice.

A month still running, and a run of months, are descriptions and not results. Where the service shows you the month in progress, it is part of a month that is still being posted to: it says how many days it covers, each comparison is the SAME DAYS of another month rather than the whole of one, and it lists what it knows is missing from the figures. It is not an analysis, and the service will not save it as one. Where it reads several months to say whether something has been moving, those are whole months and the month in progress is not among them; it says which months it read, leaves out and names any month your records have no figures for rather than reading it as nothing, and claims a direction only where every month moved that way. None of it is annualised, projected or turned into a run rate, and over a window shorter than a year nothing can separate a direction from a busy or quiet season. All of it describes the months read and no month after them.

Deadlines are the ones you give us. The compliance calendar tracks the filing deadlines you switch on and prepares data for them. It does not decide which filings apply to you, what is owed, or whether a state's threshold is crossed: that is for your tax adviser. It files and pays nothing.

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, only nominate a mailbox you are entitled to have read and, if you use customer reminders, only have them sent to customers you are entitled to contact, in wording that complies with the law that applies to your collections.

Which mailbox each agent reads is yours to decide, one agent at a time. Every agent that reads mail reads only the mailbox you have named for that agent, recorded on your Order Form, and an agent you have named no mailbox for reads none — it is refused rather than given another. So the agent that handles what you owe does not read what your customers send about what they owe you, and the service keeps that boundary itself rather than relying on the agents to observe it. Mail the service sends on its own account — telling your people a decision is waiting, a password reset — comes from the mailbox you connected, not from an agent's.

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 — including an approval to change your books or to email a customer — 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. The same applies to the settings you choose: an automatic approval limit, and any reminders you let go without approval, act on your behalf.

Your customer emails. The reminder wording you set is yours, and so is its compliance with any law that governs how you collect what you are owed. The service sends what you wrote, to your own customers, from your own mailbox.

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, raising something ordinary, suggesting the wrong category, or forecasting what does not happen. 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 books. 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, (c) a decision you or your people made using the service, or (d) the content of an email sent to your customer in the wording you set.

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