Terms of Service

1. Who may use ProveBooks

You must be at least 18 years old, capable of entering a binding contract, and authorized to act for the business whose books you place in ProveBooks. The service is intended for United States businesses, not for personal, family, or household bookkeeping.

If you use ProveBooks for a company, “you” includes that company. You are responsible for ensuring that each person you invite has the appropriate authority and role.

2. What the service does

ProveBooks maintains business books from source material you provide or authorize us to retrieve. The service may import records, categorize transactions, maintain a double-entry ledger, reconcile records, identify questions or discrepancies, generate financial reports, and assemble information for your tax preparer.

ProveBooks uses deterministic software for ledger rules and automated checks, and artificial intelligence for accounting judgment and communication. Automated checks reduce risk; they do not make every source complete or every judgment infallible.

Unless a separate written order expressly says otherwise, the current service does not prepare, sign, or file tax returns; provide legal, investment, audit, assurance, payroll-processing, bill-payment, or money-transmission services; represent you before a government agency; or guarantee a tax result. Features described as upcoming, preview, beta, or planned are not part of the service you purchase.

3. Your responsibilities

• Provide complete, accurate, and timely information and correct anything you learn is inaccurate.
• Review questions, exceptions, reports, and notices presented by the service, and involve an appropriate tax, legal, payroll, or other professional when needed.
• Meet your filing, payment, recordkeeping, and other legal deadlines. ProveBooks may help track a deadline, but responsibility remains with you unless a separate signed agreement expressly transfers it.
• Keep your sign-in methods secure, restrict access to authorized people, and promptly tell us about suspected unauthorized use.
• Download any records you want to keep before asking us to close and delete your account.

4. Customer Data

“Customer Data” means information, files, records, instructions, and other content that you or your authorized sources provide to the service, together with the books and work product created for your company from that material. As between you and Prove USA Inc, you retain your rights in Customer Data.

You give Prove USA Inc a limited right to host, copy, transform, transmit, and otherwise process Customer Data only as needed to provide, secure, support, and comply with law in operating the service. This right ends when the data is deleted, except to the narrow extent the law prohibits deletion.

You represent that you have the rights and permissions needed to give us Customer Data, including information about owners, employees, customers, vendors, and other people. You are responsible for giving any notices and obtaining any permissions your business is required to provide or obtain.

5. Connected services

If you connect or authorize a third-party service, you direct us to access the data covered by that authorization. Connections are read-only where the product says they are read-only. We do not control a third party’s service, availability, data quality, or terms. You may revoke a connection, but doing so may prevent ProveBooks from keeping the affected part of your books current.

6. Acceptable use

You may not use the service to:

• break the law or another person’s rights;
• access, submit, or disclose data you are not authorized to use;
• interfere with the service, bypass access controls, probe for vulnerabilities without permission, or introduce malicious code;
• misrepresent automated output as an audit, assurance opinion, signed return, or professional certification; or
• resell, reverse engineer, or use the service to build a competing product except where applicable law does not allow that restriction.

7. Fees, renewals, and cancellation

The price, billing interval, included scope, and any renewal terms shown when you order control your purchase. You authorize the charges you affirmatively accept, plus applicable taxes. We will disclose any automatic renewal and how to cancel before you agree to it.

You may cancel a renewal or request account closure by emailing support@provebooks.com. Cancellation stops future renewal charges after the current paid term unless your order says otherwise. Account closure is different: after we verify the request, it permanently deletes your data as described below. Except where law or your order requires otherwise, fees already paid are not refundable and accrued charges remain due.

8. Account closure and deletion

Email support@provebooks.com from the address associated with your account and tell us you want to close it. We will verify your identity and, if applicable, your authority for the company. Once confirmed, we will close the account and permanently delete all Customer Data and personal information associated with it from our systems, revoke or delete connected-service credentials, and instruct our service providers to delete their copies. We do not keep a copy for business convenience. If law expressly prohibits deletion of a narrow record, we will isolate it, use it only for that legal requirement, and delete it when the requirement ends.

Deletion cannot be undone. More detail is in our Data Retention and Disposal Policy.

9. Privacy and security

Our Privacy Policy explains what personal information we process and why. We use administrative, technical, and organizational safeguards designed for the sensitivity of financial records, but no system can guarantee absolute security.

We treat Customer Data as confidential and use or disclose it only to provide and protect the service, follow your instructions, or comply with a binding legal requirement. Anyone we permit to process it must be subject to appropriate confidentiality restrictions.

10. Ownership of the service

Prove USA Inc and its licensors own ProveBooks, including its software, design, documentation, and trademarks. These Terms give you a limited, non-exclusive, non-transferable right to use the service during your account term. They do not transfer ownership of the service or of Customer Data.

If you send feedback, you permit us to use it without restriction or payment, provided we do not identify you or disclose Customer Data in doing so.

11. Service changes and suspension

We may improve or change the service. We will not materially reduce a paid service during its current term without notice. We may suspend access when reasonably necessary to protect the service or Customer Data, respond to a legal requirement, prevent harm, or address a material breach of these Terms. We will give notice when practical.

You may stop using the service or close your account at any time. We may terminate the agreement for a material breach that is not cured after reasonable notice, when continued service would violate law, or when necessary to prevent material harm. When practical, we will give you an opportunity to export your records before a company-initiated termination. We then delete the account under the Data Retention and Disposal Policy.

12. Disclaimers

To the maximum extent permitted by law, the service is provided “as is” and “as available.” Prove USA Inc disclaims implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranty arising from course of dealing or usage of trade. We do not warrant uninterrupted operation or that every source record, categorization, judgment, report, or alert will be complete or error free.

Nothing in these Terms excludes a warranty or right that applicable law does not permit us to exclude.

13. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, exemplary, punitive, or consequential damages, or for lost profits, revenues, goodwill, or data, arising from these Terms or the service, even if advised that the loss was possible.

Prove USA Inc’s total aggregate liability arising from these Terms or the service will not exceed the fees you paid us for the affected service during the 12 months before the event giving rise to the claim, or $100 if you paid no fees. These limits do not apply where prohibited by law or to fraud, willful misconduct, gross negligence, or a party’s breach of its confidentiality obligations.

14. Indemnity

You will defend and indemnify Prove USA Inc and its personnel against third-party claims arising from Customer Data you had no right to provide, your unlawful or unauthorized use of the service, or your material breach of these Terms. This obligation does not apply to the extent the claim was caused by Prove USA Inc.

15. General terms

These Terms, any order you accept, and the policies they incorporate are the entire agreement about the service and replace prior discussions on that subject. An order controls over these Terms only for a conflict it expressly identifies. You may not assign the agreement without our consent; we may assign it as part of a merger, financing, reorganization, or sale of the relevant business. If one provision is unenforceable, the rest remains effective. A failure to enforce a provision is not a waiver.

Before filing a legal claim, each party will give the other written notice and 30 days to try to resolve it informally, unless immediate relief is reasonably necessary. Nothing here prevents either party from seeking injunctive relief or using a small-claims process that has jurisdiction.

16. Changes to these Terms

We may update these Terms. We will post the updated version and change its effective date. If a change materially affects an existing paid service, we will provide additional notice before it takes effect. Continued use after the effective date means you accept the revised Terms; if you do not, you may stop using the service and close your account.

17. Contact

Questions or legal notices about these Terms may be sent to Prove USA Inc at support@provebooks.com.