DBX ONE business-service terms.

1. Business service and authority

The service is offered to organisations for business use. The person submitting documents or accepting a paid plan confirms authority to act for the organisation and to provide the documents and instructions.

2. Service scope

DBX ONE may extract and organise supplier invoices and credit notes; identify supported exceptions; produce management reports and draft communications; and, where STOCKROOM is agreed, maintain configured stock lists, expected deliveries, locations, replenishment levels and stock-related alerts. Draft accounting-import outputs may be produced where separately agreed. Exact features depend on the agreed service, supplied data and technical suitability.

3. No direct posting or professional approval

Unless separately agreed in writing, DBX ONE does not log into the client's bank or accounting system, post transactions, approve bills, reconcile bank accounts or submit statutory returns. Suggested coding or tax treatment must be reviewed by a competent person. The accountant retains responsibility for year-end accounts, tax, VAT submissions, payroll, pensions and professional judgement.

4. Client inputs

The client must provide readable, complete and lawfully disclosed documents; accurate setup information; and timely answers to exceptions. For STOCKROOM, the client may also provide existing stock sheets, room/cupboard names, pack sizes and replenishment levels. Patient records, passwords, bank credentials, payroll employee files, personal tax returns and pension records are outside scope.

5. Operational accuracy and review

Stock quantities depend on delivery confirmations, replenishment records and physical counts supplied by the client. DBX ONE must not be treated as proof of the physical presence, sterility, expiry status or clinical suitability of an item unless separately verified. Management and supplier-document findings must be reviewed before decisions are made.

6. Free trial

The free INSIGHTS trial is intended to demonstrate the workflow at Practice Pro level with up to 100 supported files. It may use generic assumptions where practice setup information is incomplete. It is not a substitute for onboarding, competent approval or professional advice.

7. Paid plans and turnaround

Essential, Practice Plus and Practice Pro include the standard monthly processing described on the Pricing page and Paid Service Schedule. Any stated one-working-day turnaround is a target after the batch is confirmed complete, readable, suitable and within scope. Clarification, extensive exceptions, corrupted files, technical outages or third-party changes may extend delivery.

8. Corrections and savings

DBX ONE will correct supported extraction, calculation or output-generation errors based on the original submitted evidence. New documents or changed instructions may be treated as additional work. Verified savings are reported only where evidence confirms the outcome; possible duplicates, price differences and consolidation scenarios remain review points until investigated.

9. Data handling and current AI-assisted workflow

The Privacy Notice, Confidentiality page and DPA explain the processing of submitted files, security, service providers, retention and deletion. For the current AI-assisted supplier-document workflow, original supplier files may be uploaded to DBX ONE's individual ChatGPT consumer account with “Improve the model for everyone” switched off. This is not ChatGPT Business, Enterprise or the OpenAI API. Acceptance of these Terms and the DPA records the organisation's authorisation of that disclosed workflow.

DBX ONE will not silently substitute a materially different API, Business, Enterprise or other AI-processing environment for client data without updating the applicable disclosure and contractual position before live processing.

10. Charges, billing and cancellation

Paid plans are billed monthly using the price and route shown in the verified continuation portal or written agreement. The private payment route can support Bacs Direct Debit, card or eligible wallet payments through Stripe, or a formal invoice/BACS bank-transfer arrangement where offered. Cancellation takes effect under the terms shown before the practice agrees.

11. Third-party services

The service depends on providers including hosting, email, payment, AI and accounting-platform tools. DBX ONE is not responsible for changes or outages outside reasonable control but will take reasonable steps to protect and restore the service.

12. Liability

Nothing excludes liability that cannot lawfully be excluded. Subject to that, DBX ONE is not liable for decisions made without the required review, third-party platform behaviour, incomplete client inputs or indirect loss. Any specific liability limit in the accepted Paid Service Schedule or written agreement applies to the extent lawful and reasonable.

13. Suspension and termination

DBX ONE may suspend processing for unlawful instructions, prohibited data, security risk, non-payment, material breach or unavailable required systems. On termination, return and deletion follow the contract and DPA.

14. General

The accepted Terms, DPA, Paid Service Schedule, selected plan and any agreed written scope form the contract. England and Wales law and courts apply subject to mandatory rules. Notices may be sent to [email protected].