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Terms of Service

Effective: 2027-01-01 · Also available in French and Spanish.

These terms are a contract between you and Rodney Moffat ("we", "us"), which operates Xpense. By creating an account or using Xpense, you accept them. If you use Xpense for a company, you also confirm that you may accept them for that company.

1. The service

Xpense is an online service for preparing, approving, paying and recording expense reports, available at xpense.ca and on mobile devices. It includes reading receipts, approval routes, accounting exports, budgets, card statement matching, vehicle and mileage records, exchange rates and Canadian tax reference values.

Xpense is a record-keeping tool. It does not give tax, accounting or legal advice. Amounts it estimates from published sources (for example the Canada Revenue Agency's per-kilometre rates or the Bank of Canada's exchange rates) are for information; you and your accountant remain responsible for your filings and decisions.

2. Your account

  • You must have reached the age of majority where you live and give accurate information, including a working e-mail address.
  • An account is for one person. Keep your password to yourself; you are responsible for what is done with your account. Tell us at once at [email protected] if you think someone else has used it.
  • You may close your account at any time from your profile.

3. Companies and personal workspaces

A company workspace belongs to the company that created it. Its administrators decide who is invited, what each role allows, the approval route, categories and accounts, and they can see, correct and export the expense information of the company's members according to those roles. If you are invited by an employer, your employer's own policies also apply to you.

A personal workspace belongs to you alone. Nothing in it is shared with a company you belong to.

4. Your content

You keep ownership of what you and your company put in Xpense: receipts, descriptions, messages and other information ("your content"). You give us the right to store, copy, process and display your content only as needed to provide Xpense to you and to the people you or your company authorise, to secure it and to meet our legal obligations. We do not sell your content or use it for advertising.

You are responsible for your content and for having the right to add it, including information about other people (for example attendees of a meal).

5. Acceptable use

You agree not to: use Xpense for false or fraudulent expense claims; break the law or the rights of others; try to reach accounts or data that are not yours; test, probe or overload the service without our written permission; copy, resell or reverse-engineer the service; or send malicious code.

6. AI features

Some features (reading receipts, statements and translations) send the content you choose to an artificial intelligence service that processes it for us. They are used only when you start them, may be limited per day, and can be turned off by the operator of the system. AI results can be wrong: check them before you submit. No decision about you is made by AI alone; people approve every report.

7. Information from third parties

Exchange rates come from the Bank of Canada and tax reference values from the Canada Revenue Agency's public pages. We check them daily and log every change, but we do not guarantee that they are complete, current or error-free.

8. Fees

If a fee applies to your use of Xpense, it will be shown to you before you are asked to pay, with taxes. We will give at least 30 days' notice by e-mail before changing a fee, and you may close your account before the change takes effect.

9. Availability and changes

We work to keep Xpense available and secure, but it may be interrupted for maintenance or reasons beyond our control. We may improve or change features. If we stop offering Xpense, we will give at least 60 days' notice so you can export your content.

10. Suspension and closing

We may suspend or close an account that breaks these terms or puts the service or other users at risk, with notice when the situation allows. When an account or company workspace is closed, its content is deleted according to our Privacy Policy, except what we must keep by law. Export what you need first.

11. Warranties

Xpense is provided "as is". To the extent the law allows, we make no warranty beyond those in these terms. Nothing in these terms limits the legal warranties a consumer has under the Quebec Consumer Protection Act or the Civil Code of Québec.

12. Liability

To the extent the law allows, we are not liable for indirect losses such as lost profits, lost data that you could have exported, or tax penalties, and our total liability for a claim is limited to the fees you paid us in the 12 months before it (or $100 if you paid nothing). We do not exclude liability for bodily or moral injury, or for our intentional or gross fault. These limits do not apply to consumers to the extent the Consumer Protection Act forbids them.

If you use Xpense for a business, that business will compensate us for claims by third parties arising from its content or from its breach of these terms.

13. Changes to these terms

We may update these terms. We will tell you of an important change by e-mail or in Xpense at least 30 days before it applies. If you do not agree, you may close your account before then; otherwise, the new terms apply from that date.

14. Law and courts

These terms are governed by the laws of Quebec and the federal laws of Canada that apply there. Disputes go to the courts of the judicial district of Montréal, Quebec, except that a consumer may always bring a claim in the courts where they live.

15. Language

These terms are provided in French, English and Spanish. If the versions differ, the French version prevails.

16. Contact

Rodney Moffat, 1723 Vallée du Rhône, Saint-Lazare (Québec) J7T 2C1, Canada · [email protected]