DRAFT FOR REVIEW — not approved for production submission. Client engagement terms and provider processing/transfer arrangements still need review before production submission.
Terms of use
Rachel King trading as King’s Accountancy & Bookkeeping
rachel@kingsaccountancy.uk
Operator and scope
King’s Invoice Desk is operated by Rachel King, a sole trader trading as King’s Accountancy & Bookkeeping. Contact: rachel@kingsaccountancy.uk. These draft terms describe a private tool for Rachel King’s own authorised bookkeeping use, not a public service or client portal.
Permitted use
Access is restricted to Rachel King. The operator must have authority from each connected company to access its records and create bills. Passwords and connection credentials must not be shared. Do not use the app to access companies or records without permission, circumvent access controls or submit unlawful information. No licence for staff, clients or the general public is granted.
QuickBooks authorisation
Connections are approved through Intuit. Sandbox and production are separate environments. In production, posting is initially disabled; it additionally requires the configured company ID and explicit confirmation for each bill. Intuit and hosting charges are separate from this internal-use document, and the operator remains responsible for applicable provider terms.
Invoice review and responsibilities
Before posting, verify the company, supplier, invoice number and dates, amount, expense account, purchase VAT code and selected project/job. Duplicate detection and retry recovery reduce errors but cannot guarantee that duplicates never occur. Project allocation through the customer-linked record must be checked against the actual QuickBooks Project and its costs. The operator retains responsibility for accounting decisions and final records.
Current limits
This version supports manually entered, single-line GBP supplier bills. It does not implement Outlook collection, invoice extraction, original-file attachments, project splits, mixed VAT lines, CIS, specialist reverse-charge handling, multicurrency or unattended batch posting. Do not rely on it for those workflows. Tax and gross totals calculated by QuickBooks must be checked against the supplier’s document.
Submitted bills and failures
Creating a production bill changes the company’s QuickBooks records. Disabling posting, signing out or disconnecting does not reverse a saved bill. If a request fails or remains pending, inspect QuickBooks and use the saved retry request rather than preparing a fresh invoice to bypass the error. Corrections to completed bills must be made through an authorised accounting process.
Availability and continuity
This is a custom internal application. No guaranteed uptime, support response time or service-level commitment is offered in these draft terms. Keep original invoices and a suitable bookkeeping continuity process. Recovery depends on retaining the matching encrypted data and encryption key. Same-disk snapshots are not an independent off-site backup.
Ending use
The operator may stop using the app, disable live posting and revoke its access through QuickBooks’ connected-app controls. The updated dashboard has separate Disconnect QuickBooks and Delete app data controls for each client. Stopping use does not automatically erase history or QuickBooks bills. Disconnect revokes the connection and removes accessible app-token copies; deletion is separately reviewed and does not affect QuickBooks bills, exported copies or provider disk backups.
Privacy and changes
Use of personal information is described in the separate privacy notice, which must be finalised before production use. Review these terms when access, features or providers change. This document does not replace a bookkeeping engagement or data processing agreement.
Draft status
Prepared 27 October 2026 for operator review. Not a publicly offered licence or a statement that Intuit production approval has been granted. Nothing here seeks to remove rights or responsibilities that cannot lawfully be excluded.