Terms of Service
Last updated: August 29, 2026
These Terms of Service ("Terms") govern access to and use of Flow, an invoice approval, document extraction, and accounts-payable workflow service ("Flow", "we", "us") operated by UFIRST LLC, a company registered in Wyoming, USA ("Company"). By creating an account, connecting an organization, or otherwise using Flow, you agree to these Terms and to our Privacy Policy. If you are agreeing on behalf of an organization, you confirm you have authority to bind that organization.
1. The service
Flow reads invoices and vendor statements submitted by email or upload, extracts their data, routes them through an approval workflow you configure, and — where you choose to connect it — syncs approved bills to QuickBooks Online. Features and plan limits are described on the Billing page and may change as the product evolves; we will give reasonable notice of changes that materially reduce functionality you are actively paying for.
2. Accounts, organizations, and roles
Access to Flow is organized around an "organization" — your company or a single client entity you manage. Each organization has its own users, invoices, and configuration, isolated from every other organization on the platform. Members hold one of a small set of roles (admin, approver, general user, or read-only auditor); an organization's admins are responsible for who holds those roles and what they can see. You are responsible for maintaining the confidentiality of your login credentials and for activity that happens under your account.
3. Free trial
A new organization may receive a free trial period, currently 14 days, with full access to the product and no payment required. We may change the length or availability of future trials at our discretion. If no paid plan is chosen before the trial ends, the organization moves to a read-only state — existing data remains fully visible, but approving or adding new invoices requires selecting a plan.
4. Subscriptions, billing, and payment
Paid use of Flow is billed under one of the plans described on the Billing page, each with a monthly document allowance and a per-document rate for usage beyond it. Fees are billed in USD via our payment processor and are due as invoiced; except where required by law, fees already paid are non-refundable. We may change plan pricing on a going-forward basis with notice; continued use after a price change takes effect constitutes acceptance of the new price.
5. Your content and data
You retain all ownership rights in the invoices, statements, vendor and workflow data, and other content your organization submits to Flow ("Your Content"). You grant us a limited license to host, process, transmit, and display Your Content solely to provide and improve the service for you. You are responsible for having the rights necessary to submit Your Content and for its accuracy — Flow is a processing and routing tool, not a substitute for your own review before approving a bill.
6. Automated extraction and AI processing
Flow uses third-party AI models to read and extract data from the documents you submit. We do not use Your Content to train our own models, and we do not sell it. Extraction results are a starting point, not a guarantee of accuracy — totals, line items, and vendor details should be checked as part of your own approval process before a bill is paid. Documents are shared with our AI processing sub-processor (see our Privacy Policy) only as needed to perform extraction.
7. Third-party integrations
Connecting Flow to QuickBooks Online or any other third-party service is optional and initiated by your organization's admin. Once connected, data is synced according to the settings you choose; disconnecting at any time stops future syncing but does not undo bills already pushed. We are not responsible for the availability or behavior of third-party services we integrate with.
8. Acceptable use
You agree not to: use Flow for any unlawful purpose; upload content you don't have the right to share; attempt to disrupt, reverse-engineer, or gain unauthorized access to Flow or another organization's data; or use the service to build a competing product. We may suspend or terminate access for a violation of this section.
9. Intellectual property
Flow, its software, design, and branding are owned by the Company and its licensors. These Terms grant you a limited, non-exclusive, non-transferable right to use Flow for your own internal business purposes — nothing here transfers ownership of the underlying software to you.
10. Disclaimers
Flow is provided "as is" and "as available." To the maximum extent permitted by law, we disclaim all warranties, express or implied, including fitness for a particular purpose and non-infringement. We do not warrant that extraction results will be error-free or that the service will be uninterrupted.
11. Limitation of liability
To the maximum extent permitted by law, the Company will not be liable for indirect, incidental, or consequential damages, or for lost profits or data, arising from use of Flow. Our total liability for any claim relating to Flow will not exceed the fees you paid us in the twelve months before the claim arose.
12. Indemnification
You agree to indemnify and hold the Company harmless from claims arising out of Your Content, your use of Flow in violation of these Terms, or your violation of any law or third-party right.
13. Termination
You may stop using Flow and close your organization's account at any time. We may suspend or terminate access for a material breach of these Terms that is not cured after notice, or immediately for conduct that creates legal or security risk. Sections of these Terms that by their nature should survive termination (ownership, disclaimers, limitation of liability, indemnification) will survive.
14. Changes to these terms
We may update these Terms from time to time. For material changes, we will provide reasonable notice (such as an in-app notice or an email to your organization's admin) before the change takes effect. Continued use of Flow after a change takes effect constitutes acceptance of the updated Terms.
15. Governing law
These Terms are governed by the laws of the State of Wyoming, USA, without regard to its conflict-of-laws principles.
16. Contact
Questions about these Terms can be sent to support@ufirst.co.