ProFactuur General Terms and Conditions

1. Who we are

ProFactuur is a service of Zentio, the business of Maxime Roosen, Lafelterweg 2A, 3770 Riemst, Belgium, enterprise number BE 1031.106.436, email info@zentio.be (hereinafter “we”).

2. Scope

2.1 These terms apply to all use of ProFactuur (the website and the application).

2.2 ProFactuur is intended exclusively for professional use by businesses, self-employed persons and organisations (hereinafter “the customer”). Consumers cannot create an account.

2.3 By creating an account, the customer accepts these terms. The customer's general terms and conditions do not apply.

3. Account and verification

3.1 The customer provides accurate and complete information when registering and keeps it up to date.

3.2 A customer may only register a business they are legally authorised to represent. We may request proof of that authority. Verification for Peppol is carried out through our Peppol service provider and its verification procedure, before Peppol sending and receiving become available.

3.3 The customer keeps their login credentials confidential and is responsible for all actions through their account, including those of team members they invite.

3.4 If the customer suspects misuse of their account, they must report it immediately to support@profactuur.be.

4. The service

4.1 ProFactuur enables the customer to create quotations, invoices and credit notes, manage customers, and send and receive documents through the Peppol network.

4.2 We may improve, expand or modify the service. We give advance notice of significant changes that adversely affect the customer.

5. Responsibility for invoices and administration

5.1 ProFactuur is a tool. The customer remains personally responsible for the content of their documents, including amounts, VAT rates, the VAT regime and legally required information.

5.2 ProFactuur does not replace an accountant or tax advice. Information on the website or in the application is general and does not constitute legal or tax advice.

5.3 The customer is personally responsible for complying with their statutory obligation to retain invoices and other records. ProFactuur provides the ability to download and export documents.

6. Peppol registration and sending

6.1 Sending and receiving through Peppol take place through an accredited Peppol Access Point service provider (currently Recommand).

6.2 By activating Peppol, the customer instructs ProFactuur to register their business on the Peppol network and to send and receive documents on their behalf. ProFactuur does this through the Peppol service provider and acts solely on the customer's instructions.

6.3 Identity verification is carried out by the business's legal representative through the Peppol service provider's verification procedure. Peppol sending and receiving are only activated after successful verification.

6.4 The instruction is recorded with the user's name, date, time and IP address as evidence of the instruction to register.

6.5 We make reasonable efforts to ensure proper operation, but are not liable for failures, delays or rejections resulting from the Peppol network, the Access Point service provider or the recipient's system.

6.6 The customer checks the status of sent documents in the application.

6.7 In the event of cancellation or a downgrade, ProFactuur may terminate the Peppol registration. The customer receives a grace period of 14 days during which incoming documents continue to work normally and an upgrade cancels the deregistration. After that period, the business is deregistered with the Peppol service provider; it can then be registered again through the same process.

7. AI connector

7.1 The customer can connect ProFactuur to a third-party AI assistant through the AI connector (MCP).

7.2 The AI connector can only be used to view data and create drafts. Final documents, sending and changes to business and payment details are always handled by the customer personally in the application.

7.3 The customer chooses which AI assistant to connect and is responsible for that use. Data requested through the AI connector is processed under that third party's terms. The customer checks every draft before using it.

7.4 The customer can revoke access at any time through Integrations.

8. Acceptable use

The customer must not use ProFactuur for unlawful purposes, fraud, false or misleading documents, registering businesses they are not authorised to represent, or attempts to circumvent or disrupt the security or operation of the service.

9. Data and privacy

9.1 The customer retains ownership of the data they enter into ProFactuur.

9.2 For personal data the customer processes in ProFactuur (for example, data about their own customers and contacts), we act as a processor. The data processing agreement at /verwerkersovereenkomst forms part of these terms.

9.3 Our privacy policy describes how we process personal data about our own customers and website visitors.

10. Prices and payment

10.1 ProFactuur offers the Gratis, Start, Pro and Team plans. Features and monthly limits are listed at /prijzen. Gratis costs € 0, without Peppol or export. Quotations, customers, products, scanning and invoices by email are unlimited in every plan. With monthly payment, Start costs € 9,99, Pro € 18,99 and Team € 43,99 per month. With annual payment, Start costs € 95,88 per year (equivalent to € 7,99 per month), Pro € 179,88 per year (€ 14,99 per month) and Team € 419,88 per year (€ 34,99 per month). Customers with an ongoing subscription retain their plan and price until the next renewal.

10.2 All prices exclude VAT. Zentio falls under the special exemption scheme for small businesses and therefore does not charge VAT. Our invoices bear the statement “Bijzondere vrijstellingsregeling kleine ondernemingen” (special exemption scheme for small businesses).

10.3 The customer chooses a monthly or annual subscription at the corresponding price. A monthly subscription is paid monthly and can be cancelled monthly. For an annual subscription, the full annual price is paid in advance. Payment is made through Stripe, using Bancontact, card or SEPA, insofar as available in the payment interface. By taking out the subscription, the customer authorises recurring renewal payments and separate charges for additional usage.

10.4 A monthly subscription automatically renews for one month and an annual subscription for one year, unless the customer cancels before the end date through Manage subscription. Existing annual subscriptions retain their term. A change from annual to monthly payment only takes effect after the current paid annual period. The start and end dates are shown in Settings > Subscription. Dates are displayed in the Europe/Brussels time zone.

10.5 No refund is given for a current paid period, including in the event of cancellation, downgrade or non-use of the service, subject to mandatory statutory provisions.

10.6 An upgrade takes effect immediately. Stripe offsets the remaining value of the current period against the price of the new plan; the customer pays the difference shown at confirmation. A downgrade takes effect at the end of the current paid period. Plan changes take place through the customer portal and do not create a second subscription for the same business.

10.7 If a payment fails, the customer receives a notification and a grace period of 7 days to settle the payment. If payment has not been made by then, the plan reverts to Gratis. Outstanding amounts remain payable.

10.8 Included Peppol documents apply per calendar month and per business. A Peppol document is any invoice or credit note sent or received through Peppol. Above the limit, everything continues to work and each additional Peppol document costs € 0,25. Quotations, customers, products, scanning and invoices by email do not count. Test documents do not count towards limits or additional usage.

10.9 Additional usage is invoiced separately on the 1st of the following month and automatically collected through Stripe. If there is no additional usage, no separate invoice is issued. The customer can view usage in Settings > Subscription.

10.10 We give at least 30 days' advance notice of price changes by email or in the application. They only apply upon a renewal after the notice period has expired. The customer can cancel before that renewal.

11. Availability

11.1 We aim for the highest possible availability, but do not guarantee uninterrupted or error-free operation.

11.2 We give advance notice of scheduled maintenance where possible.

12. Liability

12.1 We are only liable for damage that is the direct result of a fault on our part.

12.2 We are not liable for indirect damages, such as lost profits, loss of customers, fines or loss of data the customer could have exported themselves.

12.3 Our total liability is limited to the amount the customer paid us in the 12 months preceding the event giving rise to the damage.

12.4 These limitations do not apply in cases of wilful misconduct or fraud.

13. Intellectual property

13.1 The software, design, ProFactuur brand name and all associated content are the property of Zentio.

13.2 The customer receives a non-exclusive, non-transferable right to use ProFactuur for as long as their account is active.

14. Duration and termination

14.1 A Gratis account runs for an indefinite term. A paid subscription is entered into for one month or one year and renewed according to the chosen period, as set out in Article 10.4.

14.2 The customer can cancel the paid subscription before the end date through Manage subscription. The plan remains active until the end of the paid period and then reverts to Gratis. There is no refund for the remaining period. The expiry of a paid plan does not terminate the Gratis account: data is retained for as long as that account exists.

14.3 The customer can delete their account through the settings. Account deletion is not a substitute for cancelling an ongoing Stripe subscription: the customer must first cancel it through Manage subscription and export their data before deleting their account. Data that must be retained by law is excluded from deletion.

14.4 We may suspend access or terminate the agreement in the event of a breach of these terms, fraud, misuse or false registration. In other cases, we give at least 30 days' advance notice of termination. Suspension does not remove payment obligations for the agreed paid period.

14.5 Upon termination of the agreement, other than immediate account deletion at the customer's request, the customer can export their data for 30 days. If necessary, they can request the export via support@profactuur.be. After that, we delete the customer's documents and other data, except where retention is required by law. We retain our own invoices to the customer for 10 years. The customer remains responsible for their own statutory retention obligation.

14.6 When the Team plan expires, API keys no longer grant access (HTTP 403) and webhook deliveries stop. The data remains stored for as long as the account has not been terminated.

15. Changes to these terms

We may change these terms. We give at least 30 days' advance notice of significant changes by email or in the application. If the customer continues using ProFactuur after the effective date, they accept the new terms.

16. Applicable law and competent court

These terms are governed by Belgian law. Disputes are submitted exclusively to the courts of the judicial district of Limburg, Hasselt division.

17. Contact

Questions about these terms: support@profactuur.be.

18. Public API, test mode and webhooks

18.1 The public API and webhooks are only available with an active Team plan. Features, technical limits and request conditions are set out in the public documentation at /docs.

18.2 The customer manages their own API keys, keeps them secret, restricts access and revokes them immediately if misuse is suspected. The customer is responsible for all actions using their keys, including by employees or external systems.

18.3 The API has a limit of 60 requests per minute per key. The same plan limits, validations and additional usage charges as in the application also apply. We may limit or reject requests to protect security and availability.

18.4 Test keys use separate test data and test numbering. Test documents are not actually sent through Peppol and do not count towards usage. Test emails are sent only to the owner of the business. The customer uses fictitious data in test mode.

18.5 The customer manages their own webhook addresses, events and signing secrets and verifies the signature of received notifications. Test events go only to test endpoints and live events only to live endpoints. Notifications may be delivered again; the customer handles duplicate notifications safely. We do not guarantee uninterrupted or error-free delivery to the customer's system.

18.6 We may revoke API keys and suspend API or webhook access in cases of misuse, a security risk or a breach of these terms. Where possible, we inform the customer. This does not release the customer from their payment obligations.