Terms of Use

1. About these terms

bills.ph is operated by SmartTools Technologies Inc., of National Road, Concordia, Bolinao, Pangasinan (“we”, “us”). These terms apply to the bills.ph website and to the bills.ph service, including every workspace at a bills.ph subdomain.

By creating a workspace, signing in, or using the service, you agree to these terms. If you use the service on behalf of a business, you confirm that you may accept them for it, and “you” includes that business. If your business has signed an order or subscription agreement with us, that agreement applies too, and where the two differ the agreement prevails.

How we handle personal data is described in our Privacy Policy.

2. The service

bills.ph is software for purchase-to-pay work for businesses in the Philippines: requisitions, purchase orders, receiving, supplier invoices, approvals, payments, withholding, and the journal entries and reports that come out of them. Each customer works in its own workspace at its own subdomain.

Features labelled “Coming soon” or “On the roadmap” are not generally available. They may change, be limited to some customers, or not be released.

3. Accounts and workspaces

The person who creates a workspace becomes its first administrator. Administrators decide who else may sign in to the workspace and what each person may do there, and are responsible for keeping that list current.

• Give us accurate details, and keep them up to date.
• Keep your password and any authenticator app or recovery codes to yourself. Each person signs in with their own account; do not share one.
• Tell us promptly if you believe someone has used your account or your workspace without permission.

You are responsible for what is done in your workspace through accounts you or your administrators have allowed in.

4. Acceptable use

When you use bills.ph, do not:

• break the law, or use the service to help anyone else do so;
• try to reach a workspace, account or data that is not yours, or get around the service’s security, sign-in, approval or rate limits;
• upload malicious code, or content you have no right to upload;
• put the service under a load it was not meant for, including automated scanning or load testing, without our written agreement;
• copy, resell or reverse engineer the service, except where the law allows it regardless of these terms.

5. Your data

The records you and your colleagues put into your workspace — suppliers, documents, attachments, approvals, payments and the rest — are yours. You give us the permission we need to store, process and transmit them to provide the service to you, and for no other purpose.

You are responsible for having the right to put that data into bills.ph, including any personal data about your staff, suppliers or customers. For personal data in your workspace, your business decides what is collected and why, and we process it on your behalf. Our Privacy Policy describes that arrangement.

bills.ph is built so that business records are not deleted in normal use: a record is corrected, superseded or marked, and the change is kept in the audit trail. The people your administrators allow can export its journal entries from the service at any time they can sign in, including while a workspace is read-only because a trial has ended or a payment is overdue: read-only stops new documents being raised, approved or changed, and does not stop reading or exporting what is already there. If a workspace has been suspended or closed, or you need an export we do not offer from the service, ask us and we will help.

6. Tax information and the subledger

bills.ph is a subledger. Tax information on this site is for orientation and is not tax or legal advice.

bills.ph does not keep your general ledger: it hands your accounting system balanced journal entries to post. The same applies inside the service: withholding rates, tax codes and form layouts are there to help your team do the work, not to replace a qualified adviser. You remain responsible for your books, your returns and your filings, and for checking what the service produces before you rely on it.

bills.ph is not affiliated with the Bureau of Internal Revenue.

7. Bill AI

Bill AI is an assistant in the service that answers questions about using bills.ph. Its answers are written by an AI model from our help articles and from the information your own access lets you see. It can be wrong. Check what it tells you before you rely on it, and treat it like the rest of the tax information here: orientation, not tax or legal advice.

Bill AI only reads and explains. It does not approve, pay, post or change anything, and nothing it says changes what the service allows. You can ask through it for a person from bills.ph, and a chat becomes a support ticket only at your request.

Each workspace’s use of Bill AI is limited to a number of answers a month that depends on its plan. Do not use it to try to get around a control in the service, or to put another person’s data into a conversation without a reason to.

8. Fees

Fees, billing periods and payment terms are as agreed in your order or plan. If a payment is overdue, we may tell you and then limit the workspace until it is paid.

9. Availability and changes to the service

We work to keep bills.ph available and to fix faults promptly, but we do not promise that it will be uninterrupted or free of errors unless your order or plan says so. We may need to take it offline for maintenance.

We improve the service over time and may change or retire features. If a change takes away something material that you rely on, we will tell you in advance where we reasonably can.

10. Suspension and ending

You may stop using bills.ph at any time, subject to your order or plan. We may suspend a workspace or an account if these terms are seriously broken, if a payment is overdue, if it is needed to protect the service or other customers, or if the law requires it. Where we reasonably can, we will tell you first and give you a chance to put things right.

Before a subscription ends, export what you need. Afterwards, write to us about an export, or about returning or deleting your workspace data, and we will handle it as our agreement with you and the law require.

11. Our software

The bills.ph software, design and brand belong to SmartTools Technologies Inc. or its licensors. These terms give you the right to use the service while your subscription lasts; they do not transfer ownership of it. If you send us suggestions, we may use them without owing you anything.

12. Disclaimers

Apart from what these terms and your order or plan expressly say, the service is provided as it is, and to the extent the law allows, we make no other promises about it, including that it suits a particular purpose.

13. Liability

To the extent the law allows:

• neither of us is liable to the other for indirect or consequential loss, or for lost profits, revenue or goodwill; and
• our total liability arising out of the service is limited to the fees you paid us for it in the twelve months before the event that gave rise to the claim.

Nothing in these terms limits liability that cannot be limited under Philippine law, including liability for fraud, gross negligence or wilful misconduct.

14. Governing law

These terms are governed by the laws of the Republic of the Philippines, and disputes about them are for the proper courts of the Philippines.

15. Changes to these terms

We may update these terms. When a change is material, we will tell workspace administrators by email or in the service before it takes effect. If you keep using bills.ph after that, the updated terms apply; if you do not agree, you may stop using the service.

16. Contact

Questions about these terms, and legal notices: write to us at [email protected].

By post: SmartTools Technologies Inc., National Road, Concordia, Bolinao, Pangasinan.