LEGAL

Terms of Service

Process AI Pty Ltd — ABN: 70 678 449 271

Last Updated: 11 March 2026

1. Acceptance of Terms

By accessing or using the Process AI platform (“Service”), you agree to be bound by these Terms of Service (“Terms”). If you do not agree to these Terms, you must not access or use the Service.

If you are using the Service on behalf of an organisation, you represent and warrant that you have the authority to bind that organisation to these Terms, and references to “you” include that organisation.

2. Service Description

Process AI is an AI-powered accounts payable automation platform that provides:

  • Automated invoice processing and data extraction from PDFs and images
  • AI-powered categorisation, line item prediction, and duplicate/fraud detection
  • Approval workflows with role-based access control
  • Integration with Xero accounting software
  • Organisation and financial document management

3. Account Registration & Responsibilities

3.1 Registration

To use the Service, you must create an account by providing accurate and complete information, including your name, email address, and password. Accounts are managed through AWS Cognito.

3.2 Account Security

You are responsible for:

  • Maintaining the confidentiality of your account credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorised access or use of your account

3.3 Organisation Accounts

The Service supports multi-user organisations with role-based access (Admin, Approver, User). Organisation administrators are responsible for managing user access and permissions within their organisation.

4. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any applicable laws
  • Upload or process documents that you do not have the legal right to use
  • Attempt to gain unauthorised access to any part of the Service or its systems
  • Interfere with or disrupt the integrity or performance of the Service
  • Reverse engineer, decompile, or disassemble any part of the Service
  • Use the Service to process fraudulent invoices or facilitate financial fraud
  • Share your account credentials with unauthorised parties
  • Circumvent any security measures or access controls
  • Use automated scripts, bots, or scrapers to access the Service without our prior written consent

5. Intellectual Property

5.1 Our Intellectual Property

The Service, including its software, design, text, graphics, and other content, is owned by Process AI Pty Ltd and is protected by Australian and international intellectual property laws. Nothing in these Terms grants you any right, title, or interest in our intellectual property.

5.2 Your Data

You retain all ownership rights to the data, documents, and content you upload to the Service (“Your Data”). By using the Service, you grant us a limited licence to process, store, and analyse Your Data solely for the purpose of providing the Service to you.

6. Third-Party Integrations

6.1 Xero Integration

The Service offers integration with Xero accounting software. By connecting your Xero account:

  • You authorise us to access and exchange data with your Xero account as necessary to provide the Service
  • You acknowledge that your use of Xero is subject to Xero's own terms of service and privacy policy
  • You are responsible for maintaining valid Xero authentication tokens and re-authorising the connection as needed
  • We are not responsible for any changes, outages, or issues with the Xero platform

6.2 Third-Party Services Generally

The Service relies on third-party infrastructure and services, including Amazon Web Services (AWS). We are not liable for any failures, outages, or issues caused by third-party service providers.

7. AI-Powered Features & Limitations

7.1 AI Processing

The Service uses artificial intelligence (powered by Anthropic's Claude via the Claude API) to:

  • Extract data from invoices and documents (OCR and data extraction)
  • Categorise transactions and predict line item details
  • Detect potential duplicate invoices and suspicious activity
  • Generate suggested approvals and data mappings

7.2 AI Limitations

You acknowledge and agree that:

  • AI-generated results are predictions and suggestions, not guaranteed accurate outputs
  • You are responsible for reviewing and verifying all AI-generated data before relying on it
  • AI predictions may contain errors, and you should not use them as the sole basis for financial decisions
  • We do not guarantee the accuracy, completeness, or reliability of AI-generated content

7.3 No Training on Your Data

We do not use Your Data to train our AI models. Your documents and financial data are processed solely to provide the Service to you.

8. Data Accuracy Disclaimer

While we strive to provide accurate data extraction and processing:

  • The Service is a tool to assist with accounts payable processes, not a replacement for professional financial advice or human oversight
  • You are solely responsible for verifying the accuracy of all extracted data, categorisations, and financial information before acting on it
  • We do not guarantee that the Service will be error-free or that extracted data will be completely accurate
  • You should maintain your own records and not rely solely on the Service as your only source of financial data

9. Service Availability

9.1 Availability

We aim to provide reliable access to the Service but do not guarantee uninterrupted or error-free operation. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

9.2 Modifications

We reserve the right to modify, suspend, or discontinue any part of the Service at any time, with or without notice. We will use reasonable efforts to provide advance notice of significant changes.

10. Limitation of Liability

To the maximum extent permitted by Australian law:

  • The Service is provided on an “as is” and “as available” basis without warranties of any kind, whether express or implied
  • We disclaim all warranties, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement
  • We are not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities
  • Our total liability for any claim arising from or related to the Service shall not exceed the amount you paid to us for the Service in the twelve (12) months preceding the claim
  • Nothing in these Terms excludes or limits liability that cannot be excluded or limited under Australian Consumer Law

11. Indemnification

You agree to indemnify, defend, and hold harmless Process AI Pty Ltd, its directors, officers, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any applicable law or regulation
  • Any data or content you upload to the Service
  • Your use of AI-generated outputs without appropriate verification

12. Termination

12.1 By You

You may terminate your account at any time by contacting us at support@process-ai.com.au.

12.2 By Us

We may suspend or terminate your access to the Service at any time, with or without cause, including if we reasonably believe you have violated these Terms.

12.3 Effect of Termination

Upon termination:

  • Your right to access and use the Service will cease immediately
  • We may delete Your Data in accordance with our Privacy Policy and data retention practices
  • Sections of these Terms that by their nature should survive termination will continue to apply

13. Governing Law

These Terms are governed by and construed in accordance with the laws of Australia. You agree to submit to the exclusive jurisdiction of the courts of Australia for the resolution of any disputes arising from or relating to these Terms or the Service.

14. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by posting the updated Terms on our website or by email. Your continued use of the Service after the changes take effect constitutes your acceptance of the revised Terms.

15. Contact

If you have any questions about these Terms, please contact us: