Terms of service

1. This agreement

These Terms of Service (“terms”) are an agreement between you and HeyBill (“HeyBill”, “we”, “us”) for the use of the website and app at heybill.online, including the free invoice generator and quote maker (together, the “service”). By creating an account or using the service you accept these terms and our Privacy Policy. If you use HeyBill for a business, you confirm that you may accept these terms on its behalf, and “you” includes that business.

2. The service

HeyBill lets you create and send invoices, quotes and purchase orders, schedule payment reminders and recurring invoices, add payment links, share client portals and sign-up forms, split shared household bills, run group collections, and list your business in the HeyBill Quotes directory. Creating an account is free.

We may add, change or remove features from time to time. HeyBill Pro is an optional paid plan for businesses (section 10); you are only charged if you choose it.

3. Your account

• You must be at least 18 years old and give accurate information.
• Keep your password secret. You are responsible for everything done through your account; tell us straight away at hello@heybill.online if you think someone else has used it.
• A Business account needs its own email address.

4. Your invoices, tax and records

HeyBill is a tool. It does not give accounting, tax or legal advice, and it does not check whether your documents are correct or lawful. You are responsible for:

• the accuracy of everything on your invoices, quotes and other documents, including prices, quantities, client details and due dates;
• your VAT and tax obligations — only VAT-registered vendors may charge VAT and issue tax invoices, and you must make sure your documents meet SARS requirements for your situation;
• keeping your own records for as long as the law requires (for tax purposes, generally at least five years) — download your PDFs and reports and keep copies; HeyBill is not a record-keeping or archiving service;
• checking amounts and totals before you send a document, and checking reports before relying on them for a VAT return.

5. Your clients and the messages you send

• For information about your clients, tenants or group members, you are the responsible party under POPIA and HeyBill acts as your operator. You must have a lawful reason to collect and use that information and to contact those people.
• Reminders, invoices, SMS and WhatsApp messages you send or schedule through HeyBill are your messages. Only send them to people you have a business or personal relationship with, about amounts they genuinely owe, and stop when they ask you to. Do not use HeyBill to send marketing or unsolicited messages.
• Respect opt-outs. If a client asks not to receive SMS or WhatsApp reminders, switch them off for that client.
• You are responsible for the cost of SMS and WhatsApp messages charged by your SMSPortal or Twilio account.

6. Payments and third-party services

• HeyBill is not a bank or payment provider and never holds your money. Card payments are processed by PayFast or Yoco through your own merchant account, under their terms and fees. Any refund, chargeback or dispute is between you, your client and that provider.
• HeyBill marks invoices and shares as paid based on notifications from your payment provider. We are not responsible if a provider is unavailable, delays or fails to send a notification, or rejects a payment. Always confirm payments in your provider or bank account.
• SMS, WhatsApp, AI and other connected services are provided by third parties under their own terms. We are not responsible for their availability, delivery or charges, and we cannot guarantee that any message will be delivered or read.

7. AI features

The AI assistant drafts invoices, quotes and collections from what you say or type. AI can make mistakes. Drafts are never sent automatically — you must review and correct every draft before saving or sending it, and you are responsible for the final document.

8. Free tools

The free invoice generator and quote maker are provided free of charge and “as is”. Check every PDF before you use it. We don’t store what you type, so we cannot recover a document for you later. We may limit how many documents can be made in a period to prevent abuse.

9. HeyBill Quotes: directory and instant estimates

For customers

• An instant estimate is worked out for the job you describe, from the business’s own price list (which HeyBill keeps private) or, where the business has not given HeyBill a price list, from a clearly labelled HeyBill market estimate based on typical South African prices. One estimate can combine both. It is an estimate, not a quote or an offer, and it doesn’t bind you or the business.
• Any agreement for work is between you and the business. HeyBill isn’t a party to it and doesn’t guarantee a business’s work, prices, availability, licences or conduct. Check what matters to you before you hire anyone.
• Some profiles are available before the business owner has verified ownership. They are marked Unverified. When a business has not given HeyBill a price list, HeyBill may show a market-based estimate; the business confirms the final price.

For businesses

• You are responsible for your profile and price list being accurate, current and lawful, and for confirming the final price with the customer. HeyBill keeps your price list private and uses it only to calculate estimates for jobs that customers describe. The phone number and website on your profile are shown only to HeyBill Pro members.
• When you receive a quote request, you become the responsible party under POPIA for that customer’s details. Use them only to respond to that request, keep them secure, and don’t add the customer to marketing lists without their consent.
• You may claim an unverified profile by submitting a supporting business document or public business/social profile link. We review the evidence before marking ownership verified. Requests sent to an unverified profile go to its listed business email after the customer confirms their email.
• We don’t guarantee how many requests you’ll receive, or that any request will become paid work.

10. HeyBill Pro and paid unlocks

• HeyBill Pro is a paid subscription for businesses that unlocks every quote request. It is billed in advance through PayFast, monthly or yearly at the price shown when you subscribe, and renews automatically until you cancel.
• You can cancel any time from the Leads screen. Cancelling stops future charges; you keep Pro until the end of the period you’ve already paid for. We don’t refund partial periods, except where the law requires it.
• A once-off lead unlock reveals one customer’s contact details. If an unlocked request is clearly fake or the customer’s details don’t work, tell us within 7 days and we will refund or credit it.
• The free plan includes 3 full leads per calendar month. We may change prices or plan features with at least 30 days’ notice by email; changes apply from your next billing period.
• Card payments are processed by PayFast. HeyBill doesn’t see or store your card details.

11. Acceptable use

You must not use HeyBill to:

• break any law, or create false, fraudulent or misleading invoices, quotes or payment requests;
• harass, threaten or spam anyone, or send messages to people who have not dealt with you;
• upload anything unlawful, harmful, or that infringes someone else’s rights;
• try to access accounts or data that aren’t yours, test or bypass our security, or interfere with the service;
• copy, scrape, resell or reverse-engineer the service, or use automated means to overload it.

12. Your content

You own the information and documents you put into HeyBill (“your content”). You give us permission to store, process, display and send your content only as needed to provide the service to you and as described in our Privacy Policy. You confirm that you have the right to use your content, including your logo and your clients’ details.

13. Our intellectual property

The HeyBill name, logo, software, designs and website content belong to HeyBill. You may use the service as intended, but you may not copy, modify or distribute any part of it without our written permission.

14. Availability and your data

We aim to keep HeyBill available, but it may sometimes be unavailable for maintenance, updates or reasons outside our control (for example, hosting, network or load-shedding-related outages). We take care to protect your data but cannot guarantee it will never be lost, so keep your own copies of important documents.

15. Service provided “as is”

To the extent the law allows, HeyBill is provided “as is” and “as available”, without any warranty that it will meet your requirements, be uninterrupted, timely, secure or error-free, or that calculations, reports or AI drafts will be free of mistakes.

16. Limitation of liability

To the extent the law allows:

• HeyBill is not liable for any indirect, special or consequential loss, including loss of profits, income, business, goodwill or data, late or missed payments by your clients, or penalties or interest charged by SARS or anyone else;
• HeyBill is not liable for the acts or omissions of payment providers, messaging providers, AI providers or other third parties;
• HeyBill’s total liability to you for all claims relating to the service is limited to the greater of the amount you paid HeyBill in the 12 months before the claim or R500.

These limits don’t apply to loss caused by our gross negligence, fraud or wilful misconduct, or where the law does not allow liability to be limited.

17. Indemnity

You agree to indemnify and hold harmless HeyBill against any claim, loss, penalty or cost (including reasonable legal costs) arising from your content, the documents and messages you send, your dealings with your clients, your breach of these terms, or your breach of any law — including tax, consumer-protection and data-protection laws.

18. Suspension and closing your account

• You can stop using HeyBill at any time and ask us to close your account by emailing hello@heybill.online. Download anything you need first.
• We may suspend or close an account, or remove content, if we reasonably believe it breaks these terms or the law, puts other users or the service at risk, or if we are required to by law. Where reasonable, we will tell you first.
• Sections 4, 5, 6, 9, 12, 13, 15, 16, 17 and 20 continue to apply after your account is closed.

19. Changes to these terms

We may update these terms from time to time. We will post the new version here with a new “last updated” date and, for significant changes, let account holders know by email. If you keep using HeyBill after a change takes effect, you accept the updated terms. If you don’t agree, stop using the service and ask us to close your account.

20. Law and disputes

These terms are governed by the laws of the Republic of South Africa. If you have a complaint, please contact us first at hello@heybill.online so we can try to resolve it. If we can’t, either of us may take the matter to a competent South African court, and you consent to the jurisdiction of the Magistrates’ Court even where the amount would otherwise exceed its jurisdiction. If you are a consumer, nothing here limits your right to approach a consumer body, ombud or tribunal.

21. General

• These terms and our Privacy Policy are the whole agreement between you and HeyBill about the service.
• If any part of these terms is found to be invalid, the rest remains in force.
• If we don’t enforce a right straight away, we haven’t given it up.
• You may not transfer your rights under these terms. We may transfer ours to a business that takes over the service, with notice to you.
• We may send notices to the email address on your account; they count as received when sent.

22. Contact and our details

HeyBill · Website: heybill.online · Email: hello@heybill.online · Country: South Africa.