Terms of Service

These Terms of Service (“Terms”) form a legal contract between you, or the legal entity you represent (“you” or “User”), and Fyxi LLC, a limited liability company formed under the laws of the State of California, United States, with registered office at 2108 N ST STE N, Sacramento, CA 95816 (hereafter “Fyxi”, “we”, or “the Service”). By creating an account, accepting a workspace invitation, or using the Service in any way, you agree to be bound by these Terms and by our Privacy Policy.

If you do not agree with any of these Terms, do not use the Service. If you accept on behalf of a company, you represent that you have authority to bind that company.

Fyxi is a SaaS platform for expense management, receipt capture, and preliminary tax reporting designed for owners of small Hispanic businesses in the United States. The Service allows you to: capture receipts via photo or WhatsApp; extract data with artificial intelligence; auto-categorize; manage multiple users with roles; reconcile against bank statements; and generate preliminary reports aligned with IRS Schedule C line items.

Fyxi is not an accounting firm, is not a CPA firm, is not a tax advisor, and does not replace your accountant. The reports we generate are inputs meant to accelerate the work of your CPA, not tax filings. You and your CPA are ultimately responsible for all data submitted to the IRS or state authorities.

To use the Service you must be at least 18 years old and have legal capacity to enter into contracts in your jurisdiction. The Service is intended for commercial use. If you are under 18, you may not register or use the Service under any circumstances.

To use Fyxi you must create an account with a valid email, or sign in via a third-party identity provider (for example, Google OAuth). Each business operates within a “workspace” that may have multiple members with different roles: owner, admin, contributor, viewer, and accountant.

You are responsible for keeping your email, password, and any additional authentication factor secure, and you are responsible for all activity performed under your account or inside your workspace. Notify us immediately at support@fyxi.ai if you suspect unauthorized access.

The workspace owner is responsible for ensuring that all invited members are authorized to access the company's financial data and that their access complies with the business's internal policies.

Fyxi offers a free plan with usage limits (currently 25 receipts per month and up to 2 members) and paid plans (Pro and Business) with monthly billing. Current prices, limits, and features are published on the pricing page.

Payment processing. Payments for paid plans are processed through Stripe, Inc. (“Stripe”). By subscribing to a paid plan you authorize Stripe to charge your payment method on a recurring basis until you cancel the subscription. Fyxi does not receive, store, or have access to your full card number. By paying you also agree to the Stripe Terms of Service.

Taxes. Prices published are in US dollars (USD) and do not include applicable taxes. You are responsible for any value-added tax, sales tax, or other tribute that your jurisdiction requires on the subscription.

Price changes. We may modify prices at any time. Changes apply to the next billing cycle and we will notify you by email at least 30 days in advance.

Cancellation and refunds. You may cancel your subscription at any time from Settings → Billing. Upon cancellation, you retain access to the paid plan until the end of the already billed period, and then you automatically drop to the free plan. We do not offer refunds for partial periods unless required by applicable law.

You may not use the Service to, nor allow third parties to:

• Store, transmit, or share illegal, fraudulent, or defamatory content or content that infringes third-party intellectual property or privacy rights.
• Upload false, altered, or generated invoices or receipts intended to evade taxes or defraud tax authorities, insurers, partners, or investors.
• Reverse engineer, decompile, scrape, or attempt to extract the source code of the Service, or use bots, scripts, or automated techniques to access the Service, except through officially published APIs.
• Share your credentials with people outside your workspace, or allow multiple people to impersonate a single user.
• Attempt to attack, overload, degrade, or interrupt the Service infrastructure (denial-of-service, brute-force, security exploits, etc.).
• Send spam, phishing, malware, or malicious software through the Service's features.
• Use the Service for regulated activities for which you are not authorized, including the unauthorized practice of public accounting in jurisdictions where that requires licensure.

We may suspend or cancel your account, temporarily withhold access, or require immediate remediation if you violate these rules or if we have reasonable grounds to suspect that you have.

Everything you upload to the Service (receipt photos and PDFs, notes, vendor data, business information, messages, etc. — collectively, “Your Content”) remains your property. We do not claim it.

You grant us a worldwide, non-exclusive, royalty-free, term-limited license to access, process, host, transmit, display back, and make operational copies of Your Content, for the sole purpose of operating the Service (AI extraction, categorization, indexing, generation of reports and exports, operational backups, execution of your instructions).

We do not sell Your Content to third parties. We do not use Your Content to train our own or third-party AI models.

Image retention. Original photos and PDFs are kept in private, encrypted-at-rest storage while your account is active. Upon cancellation of your account we give you 90 days grace to download your data from the Export section. After those 90 days, images are irreversibly deleted. Database records (receipt metadata, categories, reports) are deleted at cancellation, with the exception of operational backup copies that persist up to 30 additional days.

The Service uses artificial intelligence models (including but not limited to Google Gemini) to extract data from receipt images, suggest tax categories, detect recurring or anomalous expenses, and generate summaries or projections.

You explicitly acknowledge and accept that:

• AI models can make mistakes. Extraction may misread amounts, dates, vendors, or line items. Category suggestions may not reflect the correct tax treatment for your specific case.
• The mapping of Fyxi's internal categories to IRS Schedule C line items is an approximation for reference only. Final tax classification is decided by your CPA or authorized tax preparer.
• Certain Schedule C lines have specific IRS limitations (for example, meals at 50%, entertainment non-deductible since 2018 under TCJA, home office prorated under Form 8829, vehicles under Form 4562). Fyxi may not apply these adjustments automatically.
• You, and not Fyxi, are responsible for reviewing and correcting data before using it for accounting, tax, or legal purposes. Fyxi is not responsible for errors in your tax filings derived from use of the Service.

Fyxi does not provide tax, accounting, or legal advice. Information generated by the Service should not be interpreted as a substitute for advice from a licensed professional.

To provide the Service we rely on external providers (hosting, AI, storage, authentication, payments, messaging, email). The updated and detailed list is at Sub-processors. By using the Service you authorize the transmission of Your Content and necessary personal data to these providers exclusively to operate the Service.

Each provider has its own terms and privacy policy. We are not responsible for third-party practices beyond our reasonable control, but we do select providers with recognized security standards and sign data processing agreements with them.

We make commercially reasonable efforts to keep the Service available 24 hours a day, every day, but we do not guarantee uninterrupted or error-free availability. We may perform scheduled maintenance, emergency updates, or temporary suspensions affecting access. Where possible, we will notify in advance.

We may modify, add, or discontinue features at any time. If a change removes a material feature of a paid plan you are actively subscribed to, we will notify you by email at least 30 days in advance and give you the option to cancel without penalty.

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE”. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, FYXI DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, ACCURACY OF AI-EXTRACTED DATA, AND ABSENCE OF ERRORS OR INTERRUPTIONS.

WE DO NOT WARRANT THAT THE SERVICE MEETS YOUR SPECIFIC NEEDS, THAT THE REPORTS IT GENERATES ARE ACCEPTED BY THE IRS, STATE AUTHORITIES, OR YOUR CPA, NOR THAT THE SERVICE IS FREE FROM SECURITY VULNERABILITIES.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, FYXI AND ITS DIRECTORS, EMPLOYEES, AFFILIATES, AND SUPPLIERS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE, OR CONSEQUENTIAL DAMAGES, INCLUDING BUT NOT LIMITED TO LOST PROFITS, LOSS OF DATA, BUSINESS INTERRUPTION, IRS OR STATE PENALTIES OR INTEREST, ADDITIONAL CPA OR ATTORNEY FEES, DERIVED FROM USE OR INABILITY TO USE THE SERVICE, EVEN IF WE WERE ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

FYXI'S TOTAL AGGREGATE LIABILITY FOR ANY CLAIM ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT, IN ANY CASE, EXCEED THE GREATER OF (a) THE AMOUNT YOU PAID TO FYXI IN THE TWELVE (12) MONTHS PRIOR TO THE EVENT THAT ORIGINATED THE CLAIM, OR (b) ONE HUNDRED U.S. DOLLARS (USD 100).

Some jurisdictions do not allow the exclusion or limitation of certain damages. In those jurisdictions the above limitations apply to the maximum extent permitted by law.

You agree to defend, indemnify, and hold harmless Fyxi and its directors, employees, and affiliates from any claim, damage, obligation, loss, expense, or reasonable cost (including legal fees) derived from: (i) your use or misuse of the Service; (ii) your violation of these Terms; (iii) your violation of third-party rights, including privacy or intellectual property rights; (iv) Your Content; (v) your unmet tax or accounting obligations before the IRS or state authorities, including but not limited to errors in tax filings prepared based on Service reports.

You may cancel your account at any time from Settings → Business → Danger zone, or by writing to support@fyxi.ai. Cancellation permanently deletes the workspace data in accordance with the retention policy described in Section 7.

We may suspend or terminate your access to the Service at any time and without prior notice if: (i) you violate these Terms; (ii) your payment method fails repeatedly; (iii) your use puts the security, stability, or reputation of the Service at risk; (iv) a competent legal authority orders us to do so.

Clauses that by their nature should survive termination (including but not limited to Sections 11, 12, 13, 15, and 16) shall continue in full force.

These Terms are governed by the laws of the State of California, United States, without giving effect to its conflict-of-laws principles. Application of the United Nations Convention on Contracts for the International Sale of Goods is expressly excluded.

Arbitration agreement. Any dispute, claim, or controversy arising from or related to these Terms or the Service will be resolved through binding, individual arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. Arbitration will be held in the county where Fyxi's registered offices are located, or remotely. The arbitrator will have exclusive authority to resolve disputes over arbitrability.

Class action waiver. BOTH PARTIES AGREE THAT CLAIMS WILL BE RESOLVED ONLY INDIVIDUALLY AND NOT AS PART OF A COLLECTIVE ACTION, CLASS ACTION, PRIVATE ATTORNEY GENERAL ACTION, OR CONSOLIDATED ACTION. The arbitrator may not consolidate claims from more than one person.

Exception for small claims and intellectual property. Either party may bring eligible individual claims to a small claims court with jurisdiction, and Fyxi may initiate legal actions to protect its intellectual property.

We may modify these Terms occasionally. If we make material changes, we will notify you by email at least 30 days before they take effect, and update the “Last updated” date at the top of this page. Continued use of the Service after the effective date constitutes acceptance of the changes. If you do not agree, you must cancel your account before the effective date.

Entire agreement. These Terms, together with the Privacy Policy and any additional agreement you sign with Fyxi, constitute the entire agreement between the parties regarding the Service.

Severability. If any provision of these Terms is deemed invalid or unenforceable, the remaining provisions will continue in full force.

Waiver. Our failure to exercise a right does not constitute a waiver of exercising it in the future.

Assignment. You may not assign these Terms without our prior written consent. We may assign them freely in connection with a merger, acquisition, or sale of assets.

Force majeure. Neither party shall be liable for delays or breaches caused by events beyond its reasonable control (natural disasters, war, pandemics, third-party infrastructure failures).

If you have questions about these Terms, write to support@fyxi.ai. For formal legal matters, including notices of dispute: legal@fyxi.ai.

Legal entity: Fyxi LLC · California Filing #B20260341393
Registered address: 2108 N ST STE N, Sacramento, CA 95816, United States