Terms of Service

Last updated: 18 August 2026

These terms form an agreement between Go Live AI ("we", "us"), the operator of approve-it.online (the "Service"), and the organisation that creates a workspace on it (the "Tenant", "you"). By creating an account or using the Service you accept these terms.

1. Definitions

• Tenant — the organisation whose workspace holds the users, locations, suppliers and requests.
• Tenant Admin — the user who created the workspace, plus anyone they promote to that role.
• User — any person invited into the Tenant with a role of tenant admin, approver, finance or member.
• Customer Data — everything you and your Users submit: requests, attachments, supplier and location lists, and account details.

2. Accounts and workspaces

The first person to sign up creates the workspace and becomes Tenant Admin. Users do not need to share an email domain. You are responsible for who you invite, the roles you assign, keeping credentials confidential, and removing access promptly when someone leaves. You must give accurate account information and be authorised to bind your organisation to these terms.

3. What the Service does

• Pre-invoice purchase requests and invoice-based requests, with a searchable approver chosen by the requester.
• A two-stage workflow: approver pre-approval, then invoice upload, then a finance check that compares the invoice against the approved amount and flags variances for override or rejection.
• Admin-managed locations, expense categories and suppliers, with on-the-fly category creation.
• Multiple attachments per request, tenant branding, CSV export and an audit trail of every action.
• Optional auto-forwarding of verified items to an accounting inbox you nominate (for example a Xero draft inbox).
• Email notifications at each stage, from our sending domain.

We may improve or change features over time. We will not materially reduce core functionality without notice to Tenant Admins.

4. Fees

The Service costs £80 per Tenant per month, including unlimited Users and unlimited locations. During early access we invoice monthly in arrears and payment is due within 14 days of invoice. Prices exclude VAT and any other applicable taxes. We will give at least 30 days' notice before a price change; you may terminate before it takes effect. Late payment may lead to suspension after written notice.

5. Acceptable use

You must not:

• use the Service for unlawful, fraudulent or misleading purposes;
• upload malware, or content you have no right to upload;
• attempt to access another Tenant's data, probe or bypass our security controls, or run load or penetration tests without our written consent;
• reverse engineer, resell or white-label the Service without our agreement;
• use the Service to send unsolicited bulk email.

We may suspend access immediately where there is a serious security risk or a clear breach of this section.

6. Customer Data

You own your Customer Data. You grant us a limited licence to host, process and transmit it solely to provide, secure and support the Service. Where we process personal data on your behalf, the Data Processing Addendum applies and forms part of these terms. You are responsible for having a lawful basis for the data you put in, and for informing your own staff about it.

7. Confidentiality

Each party will keep the other's non-public information confidential and use it only for this agreement, except where disclosure is legally required.

8. Availability and support

We aim to keep the Service available and to respond to support requests by email within one business day. During early access we do not offer a contractual uptime commitment or service credits. We may perform maintenance, and will try to schedule disruptive work outside UK business hours.

9. Third-party services

The Service depends on third parties for hosting and email delivery, and can forward items to an accounting inbox you nominate. We are not responsible for those third parties' own availability, filtering decisions or handling of forwarded messages. We are not affiliated with or endorsed by Xero; forwarding simply emails your chosen address.

10. Disclaimers

The Service is provided "as is". Beyond the warranties implied by law that cannot be excluded, we make no warranty that the Service will be uninterrupted or error free. The Service supports your internal approval process — it is not accounting, tax, audit or legal advice, and it does not replace your own financial controls.

11. Limitation of liability

Neither party excludes liability for death or personal injury caused by negligence, fraud, or anything else that cannot lawfully be excluded. Subject to that, we are not liable for indirect or consequential loss, loss of profit, loss of business or loss of anticipated savings, and our total liability under this agreement is capped at the fees you paid in the 12 months before the claim arose.

12. Term, suspension and termination

This agreement runs until terminated. Either party may terminate for convenience on 30 days' written notice, or immediately for a material breach that is not fixed within 14 days of notice. On termination your access ends and fees accrued up to that date remain payable.

13. Data on exit

Before termination takes effect you can export your requests as CSV and download your attachments, and Users can export their own data from the Privacy Centre. We delete Tenant data within 30 days of termination unless you ask for earlier deletion or the law requires us to keep it.

14. Changes to these terms

We may update these terms. For material changes we will email Tenant Admins and update the date above at least 30 days before they take effect. Continuing to use the Service after that date means you accept the update.

15. General

Neither party may assign this agreement without the other's consent, except as part of a merger or sale of substantially all assets. If a provision is unenforceable, the rest still applies. Nothing here creates a partnership or agency. These terms are the entire agreement between us on this subject.

16. Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Questions about this document? Email info@go-liveai.com.