Overview
Effective Date: November 11, 2025
Entity: PT Panca Gala Mandiri ("Invoice Best", "we", "us", "our")
Registered Address: [[full registered address in Indonesia]]
Contact for legal notices: help@invoicebest.com (single mailbox for legal, support, and refunds)
Summary (not a substitute for the terms): Invoice Best is an AI‑powered invoicing management tool. You create and manage invoices; we provide software and infrastructure. You own your customer data. We do not process payments on your customers’ invoices. Subscriptions auto‑renew unless canceled. We offer a 30‑day refund window. Please review AI outputs before use. These terms include limitations of liability and dispute resolution provisions.
1. Acceptance of Terms
By accessing or using Invoice Best at invoicebest.com or related APIs, mobile‑responsive web UI, and services (the "Service"), you agree to these Terms & Conditions (the "Terms"). If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization, and "you" refers to that organization.
2. Eligibility & Accounts
Intended users. The Service is available globally. You must be at least 13 years old or the minimum age required by your country to consent to online services. Where a higher age is required by law (e.g., 16 in parts of the EU), you must meet that higher age.
Business/consumer use. The Service may be used by businesses or consumers.
Account security. You are responsible for all activity under your credentials. Account sharing is prohibited. One account must be used by one person.
Teams & roles. Organizations may enable multiple seats with role‑based permissions ("Teams"). Admins control seat assignments and access within their organization.
3. The Service
What we provide.
Core capabilities include server API with plan‑gating, PDF generation (including optional queue‑backed worker), PDF template customization, workflow templates, automated overdue handling and payment reminders, and a mobile‑responsive web UI. Optional/beta features include semantic search/embeddings, workflow engine, AI assistant endpoints (insights, TTS, cost tracking), and related UX integrations.
What we do not provide.
We do not process or settle payments on invoices you send to your customers via the Service.
Availability & maintenance.
We regularly update and maintain the Service and may perform scheduled or emergency maintenance. Unless you have an enterprise agreement stating otherwise, the Service is provided on an "AS IS" basis without uptime commitments.
Support.
Standard support via help@invoicebest.com and the subreddit during Mon–Fri, 09:00–18:00 WIB (UTC+7). Target first response within 1–2 business days. Enterprise support terms may differ by agreement.
4. Plans, Trials, Billing & Taxes
Plans. We offer Plus, Pro, and Enterprise tiers.
Free trial. New customers may access a 7‑day free trial. Trials may auto‑convert to a paid plan unless canceled before the trial ends.
Billing & renewal. Plans are billed monthly or annually and auto‑renew until canceled. Upgrades are prorated—you won’t lose unused value when upgrading.
Price changes. We may change plan features or prices on renewal with at least 30 days’ advance notice via email, in‑app message, or website post.
Taxes. Applicable taxes (e.g., VAT/GST/PPN) may be added to subscription fees as required by law. You are responsible for any taxes related to your own invoices to your customers.
5. Payments & Late Payments
Processors. We use Dodo Payments globally and Midtrans in Southeast Asia to process subscription fees.
Late/failed payments. If a payment fails, your subscription may be suspended or canceled after 3 retries over 7 days. Reactivation fees do not apply, but you may need to re‑subscribe.
6. Refunds & Cancellations
30‑day refund. You may request a refund within 30 days of your first paid subscription by emailing help@invoicebest.com. Refunds are discretionary if made after material abuse, breach, or excessive consumption beyond fair use during the refund window.
Cancel anytime. You can cancel at any time. Your access continues until the end of the current billing period; no further charges will accrue after that period.
7. Acceptable Use
You agree not to use the Service for: (a) spam invoicing; (b) fraud or deceptive practices; (c) illegal goods or services; (d) activities violating export controls or sanctions; or (e) any use contrary to the laws of the user’s or recipient’s country. Rate limits and fair‑use caps (e.g., API calls, storage, emails, invoices/month) apply per plan as published on our pricing page and may be adjusted to prevent abuse. We may investigate and suspend or terminate accounts for suspected abuse.
8. Customer Data & Content
Ownership. You retain all rights to content you submit to the Service, including invoices, recipient information, logos, and customer lists ("Customer Content").
License to operate the Service. You grant Invoice Best a non‑exclusive, worldwide, royalty‑free license to host, process, transmit, display, and back up Customer Content solely to provide and improve the Service, including security, support, and technical operations.
Aggregated/Anonymized data. We may use de‑identified or aggregated data (that does not identify you or your recipients) for analytics, reporting, and benchmarking.
Your responsibilities. You are solely responsible for the accuracy and legality of Customer Content, including the correctness of tax rates and invoice details.
9. AI Features & Disclaimers
AI features. The Service may offer AI‑assisted capabilities (e.g., insights, categorization, TTS, semantic search).
Human review required. AI outputs may be inaccurate or incomplete. You must review and verify AI suggestions before using or sending them. The Service is not legal, accounting, or tax advice.
Model training. Unless you opt in, we do not use your Customer Content to train foundation models. We may use aggregated usage signals to improve performance and safety.
10. Privacy & Data Processing
Privacy Policy. Our Privacy Policy at https://www.invoicebest.com/privacy explains how we handle personal data.
Processors & subprocessors. We use third‑party providers to deliver the Service, including AI providers OpenAI and Google Gemini. A current list of subprocessors may be published at /subprocessors and updated from time to time.
Data residency. [[state if any data‑residency options or constraints apply]].
Backups. We perform daily database backups (e.g., via Supabase).
Retention & deletion. On request or termination, we will delete or return Customer Content, except for backups retained for a limited period and data we must keep by law. We target deletion within 30 days after termination; backups may persist for up to 35–90 days.
11. Security
We use industry‑standard safeguards, including encryption in transit and at rest, access controls, and audit logging appropriate to our size and risk profile.
Incident response. We will notify affected customers of a data breach without undue delay and, where applicable, within 72 hours of confirmation, including the nature of the incident and remediation steps.
Vulnerability disclosure. Report security issues to help@invoicebest.com (subject: SECURITY). We encourage responsible disclosure.
12. Third‑Party Services & Integrations
The Service may rely on or interoperate with third‑party services (e.g., payment processors). We do not control and are not responsible for third‑party services. Your use of such services may be subject to their terms; where required, you agree to applicable pass‑through terms.
13. Intellectual Property
Our IP. The Service, software, documentation, templates, brand, and all related IP are owned by Invoice Best or its licensors. We grant you a limited, non‑exclusive, non‑transferable right to use the Service for your internal business purposes during your subscription.
Restrictions. You may not: reverse engineer, decompile, or attempt to derive source code; circumvent security or access controls; resell or sublicense the Service; scrape; or use the Service to build a competing product.
14. Communications
Service emails. We may send service, billing, and administrative emails (non‑marketing).
Marketing emails. You may opt out of marketing communications at any time.
Recipient reminders. You authorize us to send automated invoice reminders to your recipients on your behalf. You are responsible for ensuring you have lawful permission to contact recipients (e.g., under CAN‑SPAM/GDPR/ePrivacy where applicable).
15. Compliance
You are responsible for complying with applicable laws governing your invoices, taxes, and records, including any e‑invoicing mandates in your jurisdiction. You represent that neither you nor your recipients are on any sanctions or denied‑party lists.
16. Warranties & Disclaimers
EXCEPT AS EXPRESSLY STATED, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON‑INFRINGEMENT. We do not warrant that AI outputs or templates are accurate, complete, or suitable for any purpose.
17. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, INVOICE BEST’S TOTAL LIABILITY FOR ALL CLAIMS IN ANY 12‑MONTH PERIOD IS LIMITED TO THE AMOUNTS YOU PAID FOR THE SERVICE IN THAT PERIOD. WE ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR LOST PROFITS, REVENUE, OR DATA.
Carve‑outs: These limits do not apply to our willful misconduct or to our indemnification obligations under Section 18.
18. Indemnification
By us. We will defend and indemnify you from third‑party claims alleging that the Service, as provided by us, infringes intellectual property rights, and will cover resulting damages and reasonable legal fees, provided you promptly notify us and cooperate in the defense. Our obligations do not apply to claims arising from your modifications, combinations, or unauthorized use.
By you. You agree to defend and indemnify us against claims arising from (a) your Customer Content; (b) your use of the Service in violation of these Terms or law; or (c) your invoices or communications to recipients.
19. Term, Suspension & Termination
Term. These Terms start when you create an account and continue until terminated.
Suspension/termination. We may suspend or terminate the Service (in whole or part) for breach, nonpayment, inactivity, legal risk, security risk, or changes in law or third‑party services.
Effect. Upon termination, your access ends. Data export: You can self‑export your data in CSV and PDF while your account is active; after termination we will provide a reasonable 30‑day export window upon request, then delete Customer Content per Section 10.
20. Changes to the Service or Terms
We may modify features or discontinue parts of the Service. For material changes to these Terms or to plan entitlements/pricing, we will provide at least 30 days’ notice via email, in‑app message, or website post. Continued use after the effective date constitutes acceptance.
21. Publicity & Feedback
We may display your name and logo on our customer lists and websites. Enterprise customers may opt out by emailing help@invoicebest.com. You grant us a perpetual, royalty‑free license to use feedback to improve the Service without compensation.
22. Assignment
You may not assign these Terms without our prior written consent, except to an affiliate or in connection with a change of control where the assignee is not a competitor and assumes all obligations. We may assign these Terms (including in a merger, sale, or reorganization).
23. Notices
We will send notices to the email associated with your admin account. Legal notices to Invoice Best must be sent to help@invoicebest.com and to our registered address above. Notices are deemed given when received.
24. Governing Law & Dispute Resolution
These Terms are governed by the laws of the Republic of Indonesia, without regard to conflict‑of‑law rules. The parties submit to the exclusive jurisdiction of the courts of DKI Jakarta. Class actions are waived to the extent permitted by law.
25. Force Majeure
Neither party is liable for delays or failures due to events beyond reasonable control (e.g., internet failures, power outages, labor disputes, governmental actions, acts of God).
26. Entire Agreement; Survival; Severability
These Terms are the entire agreement for the Service and supersede prior agreements. Sections regarding payment, IP, confidentiality (to the extent applicable), disclaimers, limitations, indemnities, governing law, dispute resolution, and survival survive termination. If any term is unenforceable, the remainder remains in effect.
Contact
All inquiries (legal, support, refunds): help@invoicebest.com
Last Updated: November 11, 2025