General terms and conditions

for the belegbuddy.com service · Version: 2 November 2026

This is a convenience translation. Only the German version is legally binding.

1. Provider and scope

belegbuddy.com (hereinafter “belegbuddy” or “service”) is a service of dieIngenieure Technologiestrategieberatung und Lösungen e.U., Ernst-Melchior-Gasse 11/1/17, 1020 Vienna, Austria, office@dieingenieure.com, +43 650 993 5566 (hereinafter “provider”).

These terms apply to all contracts for the use of belegbuddy between the provider and its customers (hereinafter “users”). By registering for or using the service, users agree to these terms. Deviating terms of users only apply if the provider agrees to them in writing.

belegbuddy is aimed primarily at businesses (e.g. sole traders, freelancers, small businesses, firms) as well as clubs and organisations. Where users are consumers within the meaning of the Austrian Consumer Protection Act (KSchG), its mandatory provisions take precedence over these terms.

2. Description of services

belegbuddy is a cloud-based service (software as a service) for capturing, filing, analysing and managing receipts and documents, in particular incoming and outgoing invoices. Depending on the plan, the service includes in particular:

• capturing receipts by photo, file upload, drag-and-drop bulk import, forwarding emails to a dedicated receipt box address, and WhatsApp;
• optional AI-assisted extraction of receipt data (e.g. supplier, date, amounts, VAT, VAT ID, line items, payment QR codes) as well as category and booking suggestions;
• an optional AI chat about the user’s own lists and data;
• checking VAT IDs via the European Commission’s MIAS/VIES system and retrieving publicly available company data (e.g. company register number);
• managing business partners, freely definable lists and categories;
• exporting lists and documents (e.g. CSV, XLSX, PDF);
• separate areas (“receipt boxes”) with their own user management.

Receipts and data are stored on servers in the European Union. belegbuddy is a tool for managing receipts; it does not provide tax, legal or accounting advice and does not replace proper bookkeeping by users or their tax advisors.

The provider continuously develops belegbuddy. It is entitled to change, extend or replace features, provided the agreed core benefit of the chosen plan is preserved.

3. Registration, access and account

• Use requires a user account. Users sign in with an email address and password (optionally with two-factor confirmation) or via a sign-in service (currently Google, in future also Apple).
• Users register themselves via belegbuddy.com. The provider may refuse a registration or block an account in case of misuse or breach of these terms; there is no entitlement to conclusion of a contract.
• The data provided on registration must be true and up to date. Access credentials must be kept secret; users are responsible for all activities carried out via their account and inform the provider without delay if they suspect misuse.

4. Receipt boxes, users and roles

A receipt box is a self-contained area (e.g. per company, client, project, club or branch) with its own receipts, lists, settings and users. Whoever creates a receipt box is responsible for its contents and for granting access. Invited users (e.g. staff or tax advisors) receive access within the rights assigned to them. The owner of a receipt box ensures that invited users comply with these terms.

5. Plans, quotas and fair use

The scope of services depends on the chosen plan (currently Starter, Solo, Business and Business Pro) according to the current plan overview on belegbuddy.com. The plans differ in particular in the number of receipt boxes and users, storage space, maximum file size, monthly AI quota (measured in tokens), available input channels and AI models, and further features.

• Users can see their AI quota consumption in the service at any time. Once the monthly quota is used up, AI features may be restricted until the start of the next month; filing and managing receipts is not affected.
• Very small files (e.g. logos from email signatures) are automatically not imported as receipts.
• Use must remain within the usual scope (fair use). The provider may restrict automated mass use that goes beyond the intended management of receipts or endangers the stability of the service after informing the user in advance.

6. Prices, payment and term

• The Starter plan is permanently free of charge. For paid plans, the prices published on belegbuddy.com at the time of ordering apply. Unless stated otherwise, all prices are net plus statutory VAT.
• Paid plans can be billed monthly or annually (at a discount). Fees are due in advance for each billing period.
• Payment is made online via the payment service provider Stripe (Stripe Payments Europe Ltd., Dublin, Ireland) using the payment methods offered at checkout, e.g. credit card or SEPA direct debit. The amount is collected automatically at the start of each billing period; the invoice is provided electronically. Users can change their payment details, billing address and VAT ID themselves in the contract management.
• Monthly plans can be cancelled at any time with effect from the end of the current month, annual plans with effect from the end of the current contract year. Without cancellation, the contract renews for the respective billing period. Upgrading to a higher plan is possible at any time.
• The provider may adjust prices with at least two months’ notice, effective from the next billing period. In this case, users may cancel with effect from the date the change takes effect.
• In the event of late payment, the provider may temporarily restrict access to paid features after a reminder; access to the user’s own data for export is retained.

7. AI features

• AI-assisted analysis is optional and can be switched on and off per receipt box in the settings. When AI is enabled, receipts or list data are sent to the selected AI model for analysis; details are set out in the privacy policy.
• Which AI models are available depends on the plan. The Starter and Solo plans use Google Gemini; it cannot be ruled out that Google uses the transmitted content to train its models. The Business and Business Pro plans use cloud models for which the content is not used for training, as well as a local model where the data does not leave the EU. Details are set out in the privacy policy.
• AI results (extracted data, categories, booking suggestions, chat answers) are generated automatically and may be incorrect or incomplete. They are suggestions; users must check them before use – in particular for bookkeeping, tax returns or payments.
• In higher plans, further AI models and users’ own API keys can be used. When using their own API key, the terms of the respective AI provider additionally apply between the user and that provider; the user bears any costs incurred there. Users’ own API keys are stored encrypted.

8. Input channels (email, WhatsApp)

• Each receipt box receives its own email address. Users can specify from which senders receipts are accepted; for new receipt boxes, all senders are initially allowed. The owner of the receipt box is responsible for content that third parties send to this address.
• Transmission via WhatsApp takes place via the WhatsApp Business Platform of Meta Platforms Ireland Ltd. WhatsApp’s terms additionally apply to the use of WhatsApp; the availability of this channel depends on Meta.

9. Obligations of users

• Users only upload content they are entitled to process and do not use the service for unlawful purposes.
• No malware, unlawful content or content that infringes the rights of third parties may be transmitted.
• Statutory retention obligations (e.g. seven years under § 132 of the Austrian Federal Fiscal Code, BAO) are the responsibility of users. belegbuddy supports this but does not replace users’ own backups; users should export their data regularly.
• In the event of serious breaches, the provider may block access, where possible after informing the user in advance.

10. Data, export and deletion

• All uploaded receipts and captured data remain the property of users. The provider acquires no rights to them other than the right of use required to provide the service.
• Users can export their data in common formats and delete individual receipts at any time.
• After the end of the contract, the data remains available for export for 30 days and is then deleted, unless the provider is legally obliged to retain it further.

11. Data protection and data processing

The provider processes personal data in accordance with the General Data Protection Regulation (GDPR) and the Austrian Data Protection Act (DSG). Details are set out in the privacy policy.

Where receipts contain personal data of third parties (e.g. names and addresses of business partners), the provider processes this data on behalf of users as a processor under Art. 28 GDPR. Processing takes place solely to provide the service and in accordance with the users’ instructions arising from these terms and the settings in the service. The provider obliges the persons involved in processing to maintain confidentiality, takes appropriate technical and organisational measures, uses the sub-processors named in the privacy policy (users are informed of changes and may object), supports users with data subject requests and reports data breaches without delay. On request, the provider makes a separate data processing agreement available.

12. Availability

The provider endeavours to keep the service available with as few interruptions as possible. Maintenance work, technical faults and outages of third-party services (e.g. hosting, AI providers, WhatsApp, VIES) may temporarily restrict availability. There is no entitlement to a specific level of availability unless expressly agreed separately.

13. Liability

• The provider is liable without limitation for intent and gross negligence as well as for personal injury.
• The provider is not liable to businesses for slight negligence. Towards consumers, liability for slight negligence – except for personal injury – is excluded to the extent permitted by law.
• In particular, the provider is not liable for the accuracy of AI results, for decisions users make on their basis, for lost profits, for data loss that could have been avoided by regular backups by the user, or for disruptions of third-party services.
• Towards businesses, liability is – to the extent permitted – limited in amount to the fees paid in the last twelve months.

14. Right of withdrawal for consumers

Consumers may withdraw from a distance contract within 14 days of its conclusion without giving reasons (§ 11 of the Austrian Distance and Off-Premises Contracts Act, FAGG). The declaration of withdrawal can be sent in any form to the address or email address stated above. If the consumer expressly requests that the service begins during the withdrawal period, upon withdrawal they must pay a proportionate amount for the services provided until then (§ 16 FAGG). No fee is charged for the free Starter plan.

15. Changes

The provider may amend these terms if this is necessary due to changes in the law, changes in case law or the further development of the service. Changes are communicated to users by email or in the service at least one month before they take effect. If users do not object before they take effect, the changes are deemed accepted; the notification specifically points out this consequence. In the event of an objection, both parties may terminate the contract with effect from the date the changes take effect.

16. Final provisions

• Austrian law applies, excluding the conflict-of-law rules of private international law and the UN Convention on Contracts for the International Sale of Goods. For consumers, mandatory protective provisions of their country of residence remain unaffected.
• The place of jurisdiction for disputes with businesses is the competent court in Vienna. For consumers, the statutory place of jurisdiction applies.
• Should individual provisions of these terms be invalid, the validity of the remaining provisions remains unaffected.

Contact

dieIngenieure Technologiestrategieberatung und Lösungen e.U.
Ernst-Melchior-Gasse 11/1/17, 1020 Vienna, Austria
office@dieingenieure.com · +43 650 993 5566