Fair use policy

Fair use policy

Version 2026-10-24.3. This policy forms part of the Ledger Grove terms of service. New UK orders are managed service only. Existing accepted self-service orders retain their agreed scope, price and policy; software-only subscriptions are not currently open to new customers. Your accepted order contains the exact GBP fee, workload allowances, service scope and this policy's version. Account creation is not a paid order. A catalogue update does not change an existing agreement.

Choose by work, not turnover

The bands are Solo, Business, Growth, Scale and Custom. They describe workload, not statutory company sizes. Choose a package that fits every limit. Turnover alone does not determine the price. A customer wanting its accounting handled should choose an agreed managed service; self-service customers or their appointed accountants oversee remaining decisions and obligations.

All allowances are shared across the entire order and all its included legal entities. Published starting bands cover one entity. Multiple entities require a written quote; they share the agreed total allowance rather than each receiving a separate allowance. Only named, accepted entities are covered. Unrelated clients cannot be placed under one business order. Accountants managing unrelated clients need an agreed practice arrangement.

Solo covers one straightforward sole trader with up to 50 transactions and 25 documents a month. Business covers one supported sole trader or limited company with up to 100 transactions, Growth up to 300, and Scale up to 1,000. The published starting prices cover one entity; multiple entities require a written scope and quote. VAT registration alone does not force an upgrade; supported complexity and the included work still need checking. The order specifies transactions, document reads, bank accounts and payroll headcount. Business complexity, currencies, accounting basis, reporting needs, inventory, projects, intercompany work, integrations, migration, historic records and review effort can require a tailored quote even if volumes fit. Scale and Custom require written scope and capacity confirmation. Unsupported work cannot be made available simply by choosing a larger package.

Clear counting

A transaction means one business invoice, bill, credit note or bank-only financial event processed for your books. An invoice or bill and its matched payment count once, not as two commercial transactions. Instalments matched to the same document do not create another copy of that document. A refund or credit note is a separate economic event. Internal journal lines, report refreshes, matching, system retries and corrections of Ledger Grove's own processing errors do not create extra transaction charges.

Document reads are a separate resource allowance: each distinct invoice, receipt, credit note or similar accounting document submitted for extraction counts once when first processed in the month. The same file received again or retried by the system is not another document read. An unchanged document is cached where possible. Normal documents of up to ten pages are within standard scope; larger, badly damaged, handwritten or unusually complex files may need a usable replacement or an agreed specialist workflow. We identify this before additional work or charges.

Payroll headcount means people included in an agreed payroll cycle, not users logging into the platform. Ordinary monthly payroll is within scope only where the order expressly includes it; unusual pay arrangements, additional runs, pensions work or retrospective corrections need confirmation of the included work. A bank account means a connected/imported bank, cash, card or payment-provider account covered by the order.

Included AI and standard setup

Each plan states its document-read allowance and includes routine accounting classification, report explanations and the approved standard AI work needed for that scope. Budgets and forecasts use saved business assumptions and source records; they are projections, not promises of future results. Standard retries and source rechecks are included. Ledger Grove funds its sales AI and corrections of its own processing errors within its fees; neither creates an extra customer usage count or separate charge. A correction reserve is an internal delivery budget, not a limit on our responsibility to fix our processing errors. There is no undefined unlimited AI promise. Ordinary customers do not buy API credits or provide an API key. We manage routing, provider costs, retries and operational budgets.

Reasonable use means running the named businesses' supported accounting workflows. This is not a general-purpose AI API, bulk document-conversion service, unrelated chatbot or resale right. Automated loops, account sharing outside authorised users, bypassing safeguards or deliberate resource exhaustion are not standard use. We investigate apparent misuse proportionately and explain restrictions where lawful; an ordinary business query is not misuse merely because it needs a capable model.

Standard setup covers the supported guided workflow and usable, current opening records for the agreed entities. Historical cleanup, reconstructing missing books, large backlogs, bespoke integrations, difficult migrations and specialist work are quoted separately. We obtain agreement before that work or its charge.

Volume spikes and reviews

We review transaction and document volumes by calendar month. An isolated increase of up to 20% above either monthly allowance prompts a notice and discussion, without a retrospective overage bill. An increase in two consecutive months, or more than 20% in one month, requires a workload review. Entity additions, payroll beyond the agreed headcount, extra bank accounts, new currencies or material complexity changes require review when requested; the volume tolerance does not automatically extend those limits.

A review does not automatically charge your card, move you to another plan or mean a new price has been accepted. We show the evidence, explain the options and agree any future package, scope, effective date and price before extra charges. We give at least 30 days' written notice of a proposed recurring price or material policy change and permit cancellation before it takes effect. A customer-requested change can start sooner only with express agreement.

There are no surprise token charges, automatic top-ups or retrospective usage penalties. If further work would exceed the agreed scope or capacity, we tell you before accepting it and offer the agreed next steps. You can remain within the original scope or cancel renewal under your order. Any restriction preserves access to available records/exports and identifies outstanding work. We do not silently abandon managed deadlines or conceal obligations because a provider or AI budget fails.

Managed service and responsibilities

Managed means delivering the agreed accounting process through Ledger Grove, including professional review, missing-information follow-up and exception resolution. The order explicitly states the included bookkeeping, reconciliations, close, management accounts, cash reporting, credit control, supplier administration, payroll, VAT, annual accounts and tax returns. A specialist service, audit, personal director tax return or other excluded work requires separate agreement. A business package does not imply every possible tax scheme or filing is supported.

Customers must provide complete records and decisions in time, authorise access appropriately and retain their statutory responsibilities. Payment preparation never authorises or releases funds. Bank access, sensitive documents and declarations use secure, authorised workflows. The platform and export rights remain the same. Existing accepted self-service agreements are not converted automatically; a future service change needs agreement on responsibility, price and scope.

First-year and earlier-period work

Annual accounts and business tax work cover the accounting periods expressly agreed in your order. The monthly managed fee spreads the cost of that annual work; it does not promise to complete every return or earlier period for one month's fee. When you join during a financial year or with a return already due, we identify pre-start work, the first annual period/deadline and any one-off contribution in the proposal before acceptance. No catch-up fee is charged without your agreement. Cancellation does not create a retrospective usage charge; the agreed completion or handover of work already contracted remains visible.

Questions, cancellation and evidence

Contact the service operator shown with your terms/order through Help or its stated service contact. You can cancel renewal through billing controls or that contact. A monthly subscription ends at the end of its paid period unless the order or mandatory rights say otherwise. We provide the agreed managed handover and identify unfinished responsibilities. Properly authorised charges and statutory record-keeping obligations remain; cancellation is not conditioned on accepting unrelated extras.

We retain the terms/policy version, exact accepted document, acceptance time and the authenticated account's acknowledgement. You can save the terms before accepting and download your acceptance receipt afterwards. A tick records electronic acceptance; it is not a third-party identity-verification or certified electronic-signature service. Marketing consent is separate and is not required by this policy.

Demonstrations and trials

A free demonstration is available using fictional data or an agreed booked walkthrough. We do not offer a free trial of live managed accounting. Account creation and a successful demo do not create a subscription or grant authority to connect banks, submit returns or start delivery.