Terms of Service

Last updated: March 2026

1. Acceptance of terms

By accessing or using the Workkeeping platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you are accepting these Terms on behalf of a company, firm, or other legal entity ("Firm"), you represent and warrant that you have the authority to bind that entity. If you do not agree to these Terms, do not use the Service.

These Terms are originally written in English. While we may provide translated versions for your convenience, the English language version is the authoritative and legally binding version. In the event of any conflict or inconsistency between the English version and any translated version, the English version shall prevail.

2. Definitions

The following terms have specific meanings throughout this agreement:

"Service" refers to the Workkeeping web application, including all features, tools, and updates provided through workkeeping.com.
"Firm" refers to the legal entity (accounting firm, bookkeeping practice, or similar organization) that subscribes to the Service.
"Employee" refers to an internal user invited by the Firm to use the Service, including administrators, managers, and staff members.
"Collaborator" refers to an external user (typically a Firm's client) granted limited access to the Service through the client portal.
"Firm Data" refers to all data entered, uploaded, or generated by the Firm and its Employees and Collaborators within the Service, including but not limited to client records, job details, task information, time entries, documents, and comments.

3. Service description

Workkeeping is a cloud-based workflow management platform designed for accounting firms and professional service organizations. The Service enables Firms to manage clients, jobs, tasks, time tracking, document storage, recurring work templates, team workloads, and client collaboration through a dedicated portal. The Service is provided on a subscription basis and is accessible via supported web browsers.

4. Account registration and security

To use the Service, you must create an account and provide accurate, complete, and current information. You are responsible for:

Maintaining the confidentiality of your account credentials and not sharing them with unauthorized individuals.
All activities that occur under your account, whether or not authorized by you.
Notifying us immediately at [email protected] if you become aware of any unauthorized use of your account or any other breach of security.
Ensuring that all Employees and Collaborators invited to your Firm comply with these Terms.

Workkeeping reserves the right to suspend or terminate accounts that provide false information or violate these Terms.

5. Subscription and payment

The Service is offered through a paid monthly subscription. By subscribing, you agree to the following:

Subscription fees are billed monthly in advance and are charged through our payment processor, Stripe.
All fees are quoted in the currency displayed at the time of purchase and are non-refundable except as required by applicable law or as explicitly stated in our refund policy.
You authorize us to charge your designated payment method for all applicable fees. If payment fails, we may suspend access to the Service until payment is received.
We may change subscription pricing with at least 30 days' prior notice. Price changes take effect at the start of your next billing cycle.
You are responsible for all applicable taxes associated with your subscription, except for taxes based on Workkeeping's income.
Fair use: The subscription is designed for use by a single Firm operating at a scale typical of small to mid-sized accounting and bookkeeping practices. Usage that significantly exceeds reasonable patterns — such as an exceptionally large number of employees, clients, or data volume relative to what the pricing model is intended to support — may be considered outside the scope of fair use. In such cases, we reserve the right to contact you to discuss an appropriate arrangement or, if no agreement is reached, to limit or terminate access with 30 days' notice.

6. Free trial

We may offer a free trial period for new Firms. During the trial, you have full access to the Service. At the end of the trial period, your subscription will begin and you will be charged unless you cancel before the trial ends. We reserve the right to modify or discontinue trial offers at any time.

7. Guarantee and refund policy

We offer two levels of guarantee to ensure your confidence in Workkeeping. All guarantees apply to monthly subscription payments only.

30-Day unconditional refund

Within the first 30 days of your paid subscription (after the 14-day free trial), you may request a full refund for any reason. No conditions, no questions asked. Refunds are processed within 5 business days.

90-Day conditional double-money-back guarantee

If you have fully used Workkeeping for 90 consecutive days and have not experienced significant time savings on administrative work, we will refund double the subscription payments you made during that period.

Conditions for the double-money-back guarantee

At least 3 active team members invited and using the system
At least 5 active clients added to the system
At least 20 jobs created and managed through the system
At least 100 time entries logged by your team
Workkeeping used as your primary practice management tool for 90 consecutive days

The maximum refund under the double-money-back guarantee is $282 (3 months × $47 × 2). This guarantee applies to monthly subscription payments only.

Claims are verified within 10 business days. We review system usage data to confirm the conditions above were met.

Exclusions

Accounts that have already filed a chargeback with their payment provider
Multiple accounts created by the same individual or firm
Accounts created solely for the purpose of claiming the guarantee

For subscribers in the European Union and European Economic Area: your statutory 14-day withdrawal right under the EU Consumer Rights Directive (2011/83/EU) is not affected by this guarantee. Our 30-day unconditional guarantee exceeds your statutory rights.

Workkeeping offers monthly billing only. No annual billing option is available. All guarantee terms refer to monthly subscription payments.

8. Data ownership

You retain all rights, title, and interest in your Firm Data. Workkeeping does not claim ownership of any data you submit to the Service. By using the Service, you grant Workkeeping a limited, non-exclusive license to use, process, and store your Firm Data solely for the purpose of providing and improving the Service. Specifically:

Your Firm Data remains yours. You may export your data at any time using the export features available within the Service.
We will not sell, share, or use your Firm Data for advertising or any purpose unrelated to providing the Service.
Upon termination of your account, your Firm Data will be retained for a limited period (see Section 16) and then permanently deleted.
You are solely responsible for the accuracy, quality, and legality of your Firm Data and the means by which you acquired it.

9. Intellectual property

The Service, including its design, code, features, documentation, branding, and all related intellectual property, is owned by Workkeeping and protected by applicable intellectual property laws. These Terms do not grant you any rights to use Workkeeping's trademarks, logos, or branding. You may not copy, modify, distribute, sell, or lease any part of the Service, nor may you reverse engineer or attempt to extract the source code of the Service.

10. Confidentiality

We understand that accounting firms handle sensitive financial and personal data on behalf of their clients. Workkeeping is committed to maintaining the confidentiality of your Firm Data:

All Firm Data is stored in a multi-tenant architecture with strict logical separation between Firms. No Firm can access another Firm's data.
Access to Firm Data within the Service is governed by role-based permissions (administrator, manager, staff, and temporary roles) that you configure.
Collaborators (your clients) can only access data you explicitly share with them through the client portal.
Workkeeping employees may access Firm Data only when necessary to provide support you have requested, to resolve technical issues, or to comply with legal obligations.

11. Data protection and privacy

We process personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) where applicable. Our data protection practices include:

Personal data is processed for the legitimate purpose of providing the Service and as described in our Privacy Policy.
You may request deletion of your personal data at any time through the account settings (data erasure request). We will process such requests in accordance with applicable law.
Data is stored on servers located within the European Union.
For complete details on how we collect, use, and protect your data, please refer to our Privacy Policy. Privacy Policy

12. Acceptable use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You agree not to:

Use the Service for any purpose that is illegal or prohibited by these Terms.
Upload or transmit any content that is harmful, threatening, abusive, defamatory, or otherwise objectionable.
Attempt to gain unauthorized access to any part of the Service, other accounts, or systems connected to the Service.
Use the Service to store or transmit malicious code, viruses, or any other harmful technology.
Use automated tools (bots, scrapers, crawlers) to access the Service without our prior written consent.
Resell, sublicense, or provide the Service to third parties without our authorization.

We reserve the right to investigate and take appropriate action against anyone who violates these provisions, including suspending or terminating access to the Service.

13. Service availability and support

We strive to maintain high availability of the Service, but we do not guarantee uninterrupted or error-free access. Specifically:

We may perform scheduled maintenance that temporarily affects availability. Where possible, we will provide advance notice of planned maintenance.
We are not liable for any downtime or service interruptions caused by circumstances beyond our reasonable control, including internet outages, hardware failures, or force majeure events.
Technical support is available via email at [email protected] during business hours. Response times may vary depending on the complexity of the issue and current support volume.

14. Third-party services

The Service may integrate with or rely on third-party services (such as Stripe for payment processing and cloud hosting providers for infrastructure). Your use of such third-party services is subject to their respective terms and privacy policies. Workkeeping is not responsible for the availability, accuracy, or practices of third-party services.

15. Termination

Either party may terminate this agreement:

You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of your current billing period, and you will retain access until that date.
We may suspend or terminate your access to the Service immediately if you: (a) violate these Terms, (b) fail to pay applicable fees after reasonable notice, (c) engage in activity that threatens the security or integrity of the Service, or (d) are required to do so by law.
We may discontinue the Service entirely with at least 90 days' prior notice.

16. Effect of termination

Upon termination of your account:

Your right to access the Service ceases immediately (or at the end of your billing period for voluntary cancellations).
Your Firm Data will be retained for 30 days following termination to allow you to export your data. After this period, your data will be permanently and irreversibly deleted from our systems.
We may retain anonymized, aggregated data that cannot be used to identify you or your clients for analytical and service improvement purposes.
Sections of these Terms that by their nature should survive termination (including but not limited to data ownership, confidentiality, limitation of liability, and indemnification) will continue to apply.

17. Limitation of liability

To the maximum extent permitted by applicable law:

Workkeeping shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business opportunities, or goodwill, arising from your use of or inability to use the Service.
Our total aggregate liability for any claims arising from or related to these Terms or the Service shall not exceed the total fees paid by you to Workkeeping during the twelve (12) months immediately preceding the event giving rise to the claim.
These limitations apply regardless of the theory of liability (contract, tort, strict liability, or otherwise) and even if Workkeeping has been advised of the possibility of such damages.

Some jurisdictions do not allow the exclusion or limitation of certain damages. In such jurisdictions, our liability is limited to the maximum extent permitted by law.

18. Indemnification

You agree to indemnify, defend, and hold harmless Workkeeping and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising from or related to your use of the Service, your violation of these Terms, your Firm Data, or your violation of any rights of a third party.

19. Governing law

These Terms shall be governed by and construed in accordance with the laws of Romania, without regard to its conflict of law provisions. You agree to submit to the exclusive jurisdiction of the courts located in Iași, Romania, for the resolution of any disputes arising from or related to these Terms or the Service.

20. Dispute resolution

Before filing any legal claim, both parties agree to attempt to resolve disputes informally. If you have a concern or dispute, please contact us at [email protected]. We will attempt to resolve the matter within 30 days. If the dispute cannot be resolved informally, either party may pursue formal legal remedies as described in Section 19.

21. Changes to terms

We may update these Terms from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make changes:

We will post the revised Terms on this page with an updated "Last updated" date.
For material changes, we will provide at least 30 days' prior notice via email or an in-app notification before the changes take effect.
Your continued use of the Service after the effective date of the revised Terms constitutes your acceptance of the changes.
If you do not agree with the revised Terms, you may cancel your subscription before the changes take effect.

22. General provisions

The following general provisions apply to these Terms:

Entire agreement: These Terms, together with our Privacy Policy and any applicable subscription agreement, constitute the entire agreement between you and Workkeeping regarding the Service.
Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.
Waiver: Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision.
Assignment: You may not assign or transfer your rights under these Terms without our prior written consent. Workkeeping may assign its rights and obligations without restriction.
Force majeure: Neither party shall be liable for any failure or delay in performance due to circumstances beyond its reasonable control, including natural disasters, pandemics, war, terrorism, riots, government actions, internet outages, or infrastructure failures.

23. Contact us

If you have questions, concerns, or requests regarding these Terms of Service, please contact us at [email protected]