Terms of service

1. Who these terms are between

These terms govern the use of Patch Pay. They are between Ple Consulting AB, a company registered in Sweden, organisation number 559262-1212, registered address Viktoriavägen 20, 434 93 Vallda, VAT number SE559262121201 (“Ple”), and the business that orders Patch Pay (the “Customer”).

Patch Pay is offered to businesses only, not to consumers. The person accepting these terms confirms they may bind the Customer. Where the Customer has signed an order form with Ple, the order form takes precedence over these terms where the two differ.

2. What Patch Pay does

Patch Pay is an accounts-payable service. It reads supplier invoices as they arrive by email or upload, proposes how to code them, routes each one to the person who approves it, posts approved bills to the Customer’s accounting system, and prepares payment drafts in the Customer’s bank.

Patch Pay never executes a payment. It prepares drafts, and a person in the Customer’s team reviews and releases each payment in the bank. Patch Pay’s access to Revolut Business is granted with read and write permission and never with permission to pay. With Mercury, it creates payment requests that a person approves in Mercury.

3. Accounts and admins

• People sign in with a Google or Microsoft work account. Patch Pay has no passwords of its own.
• The Customer’s admins decide who has access, with which role, to which of the Customer’s companies, and up to which approval limit. The Customer is responsible for those choices, for removing access when somebody leaves, and for the security of the Google or Microsoft accounts its people sign in with.
• The Customer is responsible for everything done under its people’s accounts, and tells Ple without delay at support@patch-pay.com if it suspects unauthorised access.

4. Approvals and payments are the Customer's decisions

• The Customer decides its approval rules, who approves what, and whether rules may approve or prepare anything without a person. Patch Pay applies the rules the Customer sets.
• The Customer is responsible for checking each payment draft before releasing it, including the amount, the currency and the recipient, and for verifying suppliers’ bank details. Releasing a payment in the bank is the Customer’s act.
• The Customer is responsible for what is posted to its accounting records, including coding and tax treatment, and for meeting its own bookkeeping, tax and record-keeping obligations.

5. AI-assisted reading

Patch Pay uses an AI model to read documents and emails, to extract invoice details, and to suggest coding. A model can misread a document or suggest the wrong coding. Every result is shown beside the document it came from so a person can check it, and corrections a person makes are kept. The Customer is responsible for reviewing results before approving, posting or paying.

6. Connected services

Patch Pay works with services the Customer connects using its own accounts, such as Google Workspace, Microsoft, QuickBooks Online, Business Central, Revolut Business, Mercury and Slack. The Customer’s use of those services is governed by its own agreements with their providers. The Customer authorises Patch Pay to access them on its behalf to provide the service, and can withdraw that access at any time at the provider. QuickBooks, Business Central, Revolut and Mercury can also be disconnected from Patch Pay’s settings.

Ple is not responsible for the availability, changes or conduct of those services. When a provider changes or withdraws its service, the matching Patch Pay feature may stop working until it is adapted.

7. Acceptable use

The Customer and its people must not:

• use Patch Pay for anything unlawful, including fraud or the processing of data they have no right to process;
• try to reach data of another customer, or to get around access controls, rate limits or other protections;
• upload malware or content designed to manipulate the AI reading or the service;
• test the security or load of the service without Ple’s written consent;
• resell or provide Patch Pay to third parties, except to the Customer’s own group companies as agreed with Ple;
• copy, decompile or reverse engineer the service, except where the law allows it.

8. Customer data and data protection

The Customer keeps all rights in the data it puts into Patch Pay. It gives Ple the right to process that data only to provide, secure and support the service. Ple does not sell customer data and does not use it to train AI models.

For personal data in customer data, the Customer is the controller and Ple is the processor. The data processing agreement, available on request at support@patch-pay.com and signed electronically, forms part of these terms. The Privacy policy describes the sub-processors Ple uses and where data is kept.

9. Availability and support

Ple works to keep Patch Pay available and to fix faults promptly, but does not promise uninterrupted or error-free service unless a service level is agreed in an order form. Maintenance and updates can make the service briefly unavailable.

Support is by email at support@patch-pay.com.

10. Fees

Fees are those stated in the Customer’s order form or, where none states them, on the pricing page at patch-pay.com at the time of ordering. Fees are charged to a card monthly in advance and are stated excluding VAT. Ple may change fees with 30 days’ notice by email. A fee change never applies to a period already paid for.

11. Confidentiality

Each party keeps the other’s non-public business information confidential, uses it only for the purposes of these terms, and shares it only with people who need it for those purposes and are bound to the same confidentiality. This does not apply to information that is public, was already known to the receiving party, or must be disclosed by law. Confidentiality lasts until 3 years after the subscription ends.

12. Term, suspension and ending

• These terms apply from the first use of Patch Pay until the subscription ends. The subscription runs month to month and renews each month until it is ended.
• The Customer may end the subscription at any time, with no notice period and no exit fee. Ending stops the next renewal; part-months are not refunded.
• Ple may end the subscription with 30 days’ notice, or at once if the Customer materially breaches these terms and does not remedy it within 14 days of being asked. The Customer always has the chance to have its data returned first.
• Ple may suspend access where it is needed to protect the service, other customers or the Customer, and tells the Customer why. If a card payment fails and is not fixed within 14 days of an email notice, Ple may suspend the service. The Customer’s data is then kept as it is when the subscription ends.
• When the subscription ends, Ple returns the Customer’s data on request, as CSV exports of its invoices and vendors together with the original invoice documents, and deletes it 90 days after the subscription ends, or earlier on the Customer’s request, as the data processing agreement says. Invoices already posted to the Customer’s accounting system and drafts in its bank stay there.

13. Warranties and liability

Patch Pay is not a bookkeeper, an auditor or an adviser, and nothing it produces is accounting, tax or legal advice. The Customer remains responsible for what it approves, posts to its accounting records and releases in its bank.

Neither party excludes liability for death or personal injury, fraud, or anything else that cannot be excluded under Swedish law. Beyond that, and to the extent the law allows, Ple is not liable for indirect or consequential loss, lost profits, or loss arising from a bill posted or a payment released without reviewing it. Ple’s total liability in any twelve month period is limited to the fees the Customer paid in that period. Where the Customer has paid nothing, Ple’s liability is limited to SEK 10 000.

14. Changes to these terms

Ple may update these terms. The new version is published here with a new date, and the Customer’s admins are told of material changes by email before they take effect.

15. Governing law and disputes

These terms are governed by Swedish law. Disputes are decided by the Stockholm District Court.

16. Contact

Ple Consulting AB, Viktoriavägen 20, 434 93 Vallda, Sweden. Email: support@patch-pay.com.