Outworx

    Terms and Conditions

    Last updated: 26 September 2026

    These Terms of Service (“Terms”) govern your access to and use of the Outworx platform. By creating an account, signing in, or using the service, you agree to these Terms and to our Privacy Notice. If you do not agree, you must not use Outworx.

    At a glance

    • Outworx is operated by Outworx Ltd, a UK company (company number 17006703). These Terms form a contract between you and Outworx Ltd.
    • Outworx is a business service — it is intended for accountants, bookkeepers and businesses, not consumers.
    • You keep ownership of the data you upload. We use it only to deliver the service. See our Privacy Notice for full details.
    • Outworx’s AI extraction is a tool to assist your bookkeeping. You remain responsible for reviewing and approving every figure before it is filed with HMRC, posted to Xero/QuickBooks, or relied on for decisions.
    • These Terms are governed by the laws of England and Wales.

    1. Definitions

    • “Outworx”, “we”, “us” and “our” mean Outworx Ltd, a company registered in England and Wales under company number 17006703 and registered with the UK Information Commissioner’s Office under registration number ZC186598.
    • “You” and “your” mean the individual or business entity that has registered for or is using the service.
    • “Service” means the Outworx software-as-a-service platform available at app.outworx.ai and any related apps, APIs and supporting services.
    • “Customer Data” means any data you upload to or process through Outworx, including documents (invoices, receipts, statements), transactions fetched from connected accounts, and information about your own clients.
    • “Subscription” means the paid plan you select to access the Service.

    2. Who can use Outworx

    You may use Outworx if you are at least 18 years old and have the legal capacity to enter into a binding contract under English law. If you are using Outworx on behalf of a business, you confirm that you have authority to bind that business to these Terms, and references to “you” include both you personally and that business.

    Outworx is a business service. If you are a consumer using Outworx for personal, non-business purposes, please be aware that some of the protections offered to consumers under UK law may not apply, and certain commercial terms (such as the limitation of liability) may apply differently to you.

    3. Your account

    You must keep your account credentials secure. You are responsible for everything that happens under your account, including the actions of any colleagues or clients you invite. You must tell us promptly at general@outworx.ai if you believe your account has been compromised.

    You agree to provide accurate registration details and keep them up to date. We may refuse to create, suspend or terminate accounts that contain inaccurate information.

    4. The Service we provide

    Outworx provides AI-assisted bookkeeping and accounts-payable automation. The Service includes features for document upload and extraction, bank-feed reconciliation, expense and mileage capture, supplier-statement matching, and posting of records to connected accounting platforms (such as Xero and QuickBooks Online).

    We work to keep the Service available 24/7, but we do not guarantee uninterrupted operation. We may need to take the Service offline for maintenance, security or improvements; where reasonably possible we will give you advance notice.

    We may add, remove or change features from time to time. We will not, without giving reasonable notice, remove or materially reduce a feature that is core to the Subscription you have paid for.

    5. Subscription, fees and payment

    Access to the paid features of Outworx is provided on a subscription basis. The fees, billing cycle and feature limits applicable to your Subscription are those set out on our pricing page or in the order form you accept at sign-up.

    • Billing. Fees are billed in advance for each renewal period (monthly or annually as you select). Payment is taken by our payment processor on the renewal date.
    • Auto-renewal. Subscriptions renew automatically at the end of each period for the same period, at the then-current price, unless you cancel before the renewal date.
    • Late payment. If a payment fails, we may suspend access to paid features until the balance is settled. Persistent non-payment may lead to termination under section 12.
    • Refunds. Subscriptions are not refundable in respect of partial periods, except where required by applicable law.
    • Price changes. We may change Subscription prices for future renewal periods. We will give you at least 30 days’ notice of any price change before it takes effect, so you can cancel before the new price applies.

    6. Free trial

    We may offer a free trial. Free-trial accounts have the same obligations under these Terms as paid accounts, except that no fees are payable during the trial. We may end or modify free trials at any time.

    7. Acceptable use

    You agree not to:

    • Use the Service for any unlawful purpose, or to upload unlawful content.
    • Upload content that infringes the intellectual property, privacy or other rights of any person.
    • Upload material that is defamatory, harassing, malicious, fraudulent, or that contains malware or other harmful code.
    • Attempt to gain unauthorised access to the Service, to other users’ accounts, or to any underlying systems or networks.
    • Reverse-engineer, decompile or attempt to derive the source code of the Service, except to the extent permitted by mandatory law.
    • Use automated means (scraping, bots, scripts) to access the Service in a way that imposes an unreasonable load on our infrastructure or that bypasses any feature limits.
    • Resell, sublicense or otherwise make the Service available to third parties outside the scope of your Subscription.
    • Interfere with the proper operation of the Service or with other customers’ use of it.

    8. Your data and our Privacy Notice

    You retain ownership of all Customer Data. By using the Service, you grant us a limited, non-exclusive, worldwide licence to host, store, transmit and process your Customer Data solely for the purpose of providing, securing and supporting the Service for you. We will not sell your Customer Data, share it for unrelated advertising, or use it (including any data received from Xero or another connected accounting platform) to train, fine-tune, adapt or enhance any artificial intelligence or machine-learning model, whether our own or a third party’s.

    Our handling of personal data is described in our Privacy Notice, which forms part of these Terms.

    You are responsible for the lawfulness of the Customer Data you upload, including obtaining any consents or other legal bases needed for us to process it on your behalf. Where Outworx processes personal data of your own clients or customers, we act as a processor on your instructions, and our Data Processing Agreement forms part of these Terms.

    9. Third-party integrations

    The Service integrates with third-party providers including Xero, QuickBooks Online, Microsoft OneDrive, AWS, Google, Twilio and Intuit. Your use of those providers’ services is governed by their own terms, which you accept directly with them when you connect.

    We are not responsible for the availability, accuracy, behaviour or security of any third-party service, or for any data those providers return to us. If a third-party integration changes, deprecates an API, or becomes unavailable, we may need to modify or remove the related Outworx feature.

    Connecting Xero. If you connect a Xero organisation to Outworx:

    • You confirm that you are authorised to connect that organisation and to let Outworx read data from it and post records to it on your instructions.
    • Your use of Xero continues to be governed by your agreement with Xero Limited. You are responsible for keeping your Xero subscription active.
    • We will access, store, use and share data from Xero only as described in section 6 of our Privacy Notice. We will not sell it, share it with anyone other than the sub-processors listed in that notice, or use it to train any AI model.
    • You can disconnect Xero at any time from your Outworx settings or from Xero. After you disconnect, we can no longer access your Xero organisation, and features that depend on the connection will stop working.
    • Xero is a trade mark of Xero Limited. Outworx is an independent product and is not owned, operated or endorsed by Xero. Xero gives no warranty and makes no commitment about Outworx.

    10. AI extraction and your responsibility for accuracy

    Outworx uses AI models (including Google Gemini) to extract structured data from the documents you upload, and to suggest categorisation and matching. This is an assistive tool: it can make mistakes, including misreading numbers, mis-categorising line items, or extracting incorrect totals.

    You are responsible for reviewing and approving every extracted figure before relying on it for any purpose, including before:

    • Filing tax returns with HMRC.
    • Posting bills, invoices or journals to Xero, QuickBooks Online or any other accounting system.
    • Making payments to suppliers based on extracted invoice details.
    • Reporting to your own clients or to any regulator.

    Outworx accepts no liability for losses, penalties, fines or other consequences caused by reliance on extracted data that has not been independently reviewed and approved by you.

    11. Our intellectual property

    The Outworx software, branding, logos, user interface, documentation and all related intellectual property are owned by Outworx Ltd or our licensors. These Terms do not transfer any of those rights to you, except for the limited right to access and use the Service for your business in accordance with these Terms.

    If you provide us with feedback or suggestions about the Service, we may use that feedback freely without obligation to you.

    12. Suspension and termination

    By you. You may cancel your Subscription at any time from within the Service, or by emailing general@outworx.ai. Cancellation takes effect at the end of your then-current billing period.

    By us. We may suspend or terminate your access immediately, with or without notice, if:

    • You materially breach these Terms or our Acceptable Use rules.
    • You fail to pay a fee that is due and remains unpaid for more than 14 days after written notice.
    • We are required to do so by law or by a competent authority.
    • Continuing to provide the Service to you would expose us, our other customers or any third party to material risk.

    Effect of termination. On termination, your right to access the Service ends. We will keep your Customer Data available for export for 30 days, after which it will be deleted in accordance with our retention schedule (see the Privacy Notice). Sections that by their nature should survive termination (including sections 8, 10, 11, 13, 14, 15 and 18) will continue to apply.

    13. Warranties and disclaimers

    We warrant that we will provide the Service with reasonable care and skill. Beyond that, and to the maximum extent permitted by law:

    • The Service is provided “as is” and “as available”.
    • We make no warranty that the Service will be uninterrupted, error-free, or that any extraction or suggestion is accurate or complete.
    • We exclude all implied terms, warranties, conditions and representations to the extent permitted by law, including any implied warranties of satisfactory quality, fitness for a particular purpose, or non-infringement.

    Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law (such as liability for death or personal injury caused by negligence, or for fraud).

    14. Limitation of liability

    Subject to the previous paragraph, our total aggregate liability to you arising out of or in connection with these Terms or the Service, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the greater of:

    • The total fees you have paid us under your Subscription in the 12 months immediately preceding the event giving rise to the claim; or
    • Five hundred pounds sterling (£500).

    We are not liable for any indirect, incidental, special, consequential or punitive losses, or for loss of profits, revenue, goodwill, anticipated savings, or loss or corruption of data, even if such losses were foreseeable.

    You agree that our pricing reflects the allocation of risk in these Terms, and that this allocation is fair and reasonable in the context of a business-to-business SaaS service.

    15. Indemnity

    You agree to indemnify and hold us harmless from any third-party claims, losses or damages (including reasonable legal costs) arising from your breach of these Terms, your misuse of the Service, your unlawful upload or use of Customer Data, or your reliance on extracted data without independent review (see section 10).

    16. Changes to these Terms or the Service

    We may update these Terms from time to time. The “last updated” date at the top of this page will reflect any change. If a change materially affects your rights or obligations, we will notify you by email at least 30 days before it takes effect, and you may cancel your Subscription before the change applies if you do not agree. Your continued use of the Service after the change takes effect means you accept the updated Terms.

    17. Notices and contact

    Where these Terms require notice in writing, we may give you notice by email to the address registered to your account, or by an in-product message. You should send any notice to us by email to general@outworx.ai, or in writing to our registered office (see section 20).

    18. Governing law and jurisdiction

    These Terms, and any dispute or claim arising out of or in connection with them or their subject matter (including non-contractual disputes), are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction to settle any such dispute or claim, except that we may bring proceedings against you in any jurisdiction where you are based.

    19. General

    • Entire agreement. These Terms, together with the Privacy Notice and any order form or pricing page you accept, form the entire agreement between us regarding the Service.
    • Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect, and the unenforceable provision will be replaced by an enforceable one that achieves as closely as possible the original intent.
    • No waiver. Our failure to enforce any right under these Terms is not a waiver of that right.
    • Assignment. You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign or transfer ours to an affiliate or in connection with a corporate restructuring.
    • Force majeure. Neither party is liable for any delay or failure to perform caused by events beyond its reasonable control, including acts of government, outages affecting the public internet, or failures by third-party providers on whom the Service relies.
    • No third-party rights. A person who is not a party to these Terms has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term.

    20. Contact

    • General enquiries: general@outworx.ai
    • Legal notices: legal@outworx.ai
    • Registered office: Outworx Ltd, 415c Margaret Powell House, Midsummer Boulevard, Milton Keynes, United Kingdom, MK9 3BN