1. Acceptance of Terms

By downloading, installing, or using Claimio — whether via the iOS mobile application, Android mobile application, or web dashboard at claimio.org ("the Service") — you agree to be bound by these Terms and Conditions. If you do not agree, do not use the Service. These terms apply to all users, including organisation administrators and employees.

2. Description of Service

Claimio is a business expense management platform that allows organisations to submit, review, approve, and reimburse employee expense claims. The Service includes:

AI-powered receipt scanning and categorisation
Mileage and per diem expense claims
Multi-level approval workflows
Stripe-powered reimbursements and manual payment tracking
Department and cost centre management
Custom per diem rates by destination
Expense policy creation and enforcement
AI expense assistant chatbot and analytics insights
CSV, PDF, Xero, QuickBooks, and Sage export (Business plan)
Slack and Microsoft Teams notifications (Business plan)
Audit log for compliance and HMRC record-keeping
Web dashboard at claimio.org for desktop access
GPS journey tracking for mileage claims (iOS and Android mobile app)
Trip grouping to organise expenses by project or event

2a. Location Data

The Claimio mobile application includes an optional GPS journey tracker to calculate mileage distances for expense claims. When you use this feature:

Your device's precise GPS location is accessed only during an active tracking session that you explicitly start and stop
Raw GPS coordinates are processed on-device only and are never transmitted to or stored on Claimio's servers
Only the resulting journey distance (in miles) is stored as part of your expense claim
Location access requires your explicit permission via your device's operating system and can be revoked at any time in Settings
We do not use location data for advertising, tracking across third-party apps, or any purpose other than calculating mileage for expense claims

3. Account Registration

You must create an account to use Claimio. You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account. You must provide accurate and complete information during registration. Claimio reserves the right to suspend or terminate accounts that violate these terms.

4. Subscriptions and Payments

Claimio offers the following subscription plans on a per-organisation basis:

Free — limited claims per month, up to 5 members, limited AI receipt scans
Pro — £19.99/month (or £16.00/month billed annually) — unlimited claims, AI receipt scanning, expense policies, duplicate detection, bulk approvals, analytics and exports, recurring templates, email notifications, up to 20 members
Business — £49.99/month (or £40.00/month billed annually) — everything in Pro, plus multi-level approval workflows, department and cost centre management, custom per diem rates, audit log export, Xero/QuickBooks/Sage accounting exports, Slack and Microsoft Teams notifications, up to 100 members

Mobile subscriptions (iOS and Android)

Payment is charged to your App Store or Google Play account at confirmation of purchase
Subscriptions automatically renew unless cancelled at least 24 hours before the end of the current period
Your account will be charged for renewal within 24 hours prior to the end of the current period
Manage or cancel via Apple ID Settings (iOS) or Google Play account settings (Android)

Web subscriptions

Web subscriptions are processed via Stripe Checkout
Subscriptions auto-renew monthly or annually depending on the plan selected
Manage, change, or cancel your web subscription at any time via the billing portal in Settings

Cancellations take effect at the end of the current billing period — you retain access until then. No refunds are provided for partial subscription periods. Prices may change with reasonable notice — continued use after a price change constitutes acceptance.

5. Free Trial

New organisations may be eligible for a free trial of a paid plan. Trial duration is shown at activation. Free trials do not automatically convert to a paid subscription — you must actively choose a plan to continue using premium features after the trial ends. No charge is made during the trial period.

6. Reimbursements and Payment Processing

When an administrator approves a claim and triggers a Stripe reimbursement:

The administrator's saved payment method (card) is charged for the claim amount plus a Stripe processing fee of 1.5% + £0.20 for UK cards
The employee always receives the exact claim amount — the Stripe processing fee is additional and charged solely to the administrator
The exact fee is displayed to the administrator before they confirm payment, so they can make an informed decision
Administrators may alternatively approve a claim without triggering Stripe ("bank transfer" option) and reimburse the employee via a manual bank transfer outside the Claimio platform
Administrators can record manual payments within the dashboard ("Mark as manually paid"), creating a timestamp and record of who marked the payment
Claimio does not hold, transmit, or intermediate any funds in either payment flow — Stripe handles electronic payments and manual bank transfers occur entirely outside the platform

Reimbursements are subject to Stripe's Terms of Service. Claimio is not responsible for payment failures, delays, or disputes arising from Stripe.

Monthly auto-payout limits apply per plan. If your limit is reached, reimbursements must be completed manually until the limit resets at the start of the next calendar month or you upgrade your plan.

7. Acceptable Use

You agree not to:

Submit false, duplicate, or fraudulent expense claims
Approve your own expense claims (the platform enforces this technically)
Attempt to bypass rate limits, authentication, security controls, or Firestore rules
Use AI features to generate misleading, harmful, or fraudulent content
Reverse engineer, decompile, or attempt to extract source code
Use the Service in violation of applicable laws or regulations, including HMRC expense rules
Share your account credentials with others

8. AI Features

Claimio uses AI for receipt OCR, expense categorisation, policy parsing, chatbot responses, and analytics insights. AI outputs are for informational purposes only and may not always be accurate. You are responsible for reviewing AI-generated content — in particular, AI expense advice does not constitute professional tax or financial advice. AI features consume credits allocated per plan, which reset monthly.

8a. Tax and VAT Disclaimer

Claimio is not a tax advisory service. Any VAT amounts, tax estimates, deductibility assessments, or tax-year summaries displayed or generated within Claimio — whether produced by OCR, AI, or otherwise — are provided for reference and convenience only. They do not constitute professional tax advice and may be inaccurate, incomplete, or not applicable to your specific circumstances.

You are solely responsible for:

Verifying all VAT figures and tax calculations before submitting any tax return or VAT reclaim
Ensuring that your expense claims comply with applicable tax legislation in your jurisdiction (including HMRC rules in the UK, IRS rules in the US, etc.)
Consulting a qualified accountant or tax adviser for any tax decisions
Reviewing and correcting any AI-extracted receipt data (including amounts and VAT) before reliance

Claimio accepts no liability whatsoever for any tax underpayments, penalties, surcharges, interest, or other losses arising from reliance on information generated by the service. The inclusion of VAT fields, tax-year summaries, or AI-generated tax insights does not constitute a representation that the data is accurate or complete for tax purposes.

9. Expense Policies and Enforcement

Administrators may configure expense policies including spend limits by category, receipt requirements, submission windows, and duplicate detection rules. Policy violations may result in claims being automatically blocked or flagged. Claimio's policy engine is a tool to assist your organisation — it does not constitute legal or tax advice, and administrators remain responsible for ensuring their expense policies comply with applicable employment and tax law.

10. Approval Workflows

Claimio supports single-level and two-level (L1/L2) approval workflows. Administrators are responsible for configuring approval thresholds appropriately for their organisation. An immutable audit log records all approval and rejection actions, including the approving administrator's email and the time of action, to support compliance and internal audit requirements.

11. Third-Party Integrations

Business plan organisations may connect Slack and Microsoft Teams via incoming webhook URLs. By connecting these integrations, you authorise Claimio to send claim notification data (including employee name, merchant, amount, and claim status) to your configured channel. Claimio is not responsible for the security or availability of third-party platforms. Accounting exports (Xero, QuickBooks, Sage) generate CSV files in the relevant format — Claimio does not connect directly to third-party accounting platforms via API.

12. Data and Privacy

Your use of Claimio is also governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you consent to the collection and use of your data as described in the Privacy Policy.

13. Organisation Administrator Responsibilities

Organisation administrators are responsible for:

Managing team members, roles, and department assignments
Setting and maintaining expense policies in line with their organisation's rules
Reviewing and approving or rejecting claims in a timely manner
Completing manual bank transfers when the bank transfer approval option is used, and marking claims as paid promptly
Ensuring their use of Claimio complies with applicable employment, data protection, and tax law
Maintaining the security of their Stripe payment account and Claimio admin credentials

14. Intellectual Property

All intellectual property rights in Claimio, including the application, web dashboard, logo, and content, are owned by or licensed to us. You are granted a limited, non-exclusive, non-transferable licence to use the Service for your personal or business purposes in accordance with these Terms.

15. Disclaimers and Limitation of Liability

The Service is provided "as is" without warranties of any kind. To the fullest extent permitted by law, Claimio shall not be liable for:

Indirect, incidental, or consequential damages
Loss of data or business interruption
Errors in AI-generated content, including incorrect receipt data extraction or expense categorisation
Any tax underpayment, penalty, interest, or VAT reclaim error arising from use of Claimio — including amounts extracted by OCR, AI chatbot responses, or analytics summaries
Payment failures, delays, or disputes involving Stripe
Failure to complete manual bank transfers or disputes arising therefrom
Issues arising from third-party services (Stripe, Firebase, Azure, Slack, Teams, etc.)
Any loss resulting from unauthorised access to your account

Nothing in these Terms excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under applicable law.

16. Termination

We reserve the right to suspend or terminate your access to the Service at any time for violations of these Terms or for any other reason at our discretion. You may delete your account at any time from the Profile screen in the app or by contacting support. Upon termination, your access to the Service ends immediately; data retention obligations described in the Privacy Policy continue to apply.

17. Changes to Terms

We may update these Terms from time to time. Continued use of the Service after changes are posted constitutes acceptance of the revised Terms. We will notify users of material changes via email or in-app notification. The "Last updated" date at the top of this page reflects the most recent revision.

18. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

19. Contact

For questions about these Terms, contact us at legal@claimio.org.

Terms & Conditions