Terms of Service

The Service is operated by Mikołaj Gurdek, Poland ("we", "us"). Contact: support@flowdesks.org.

FlowDesk is an AI payment assistant for freelancers and small businesses. You record unpaid invoices; the Service then sends automated payment reminders to the client email address you provide, on a schedule matching the chasing tone you choose. It can send a "Payment Handshake" request before the due date so the client can confirm they are ready to pay or report a blocker, interpret client replies, track promised payment dates, and surface invoices that need your attention. You remain in control: you can pause, resume, mark paid or disputed, send a reminder manually, or delete an invoice at any time.

FlowDesk does not process your clients' payments and does not hold client funds. Any payment link you add points to your own payment provider, and money flows directly between your client and that provider.

You must be at least 16 years old and able to enter into a binding contract. You are responsible for the accuracy of your account details, for keeping your credentials secure, and for all activity under your account. Notify us promptly if you believe your account has been compromised.

• You are solely responsible for the invoice numbers, amounts, currencies, due dates, notes, payment links and client email addresses you enter, and for their accuracy.
• You confirm that you have a lawful basis to store your clients' details in the Service and to contact them about payment of the invoices you record.
• You must not enter data for invoices that do not exist, are not owed to you, or that you are not entitled to pursue.
• Where we process client personal data on your behalf, we act as your processor and only for the purpose of delivering the features you use (see the Privacy Policy).

• By recording an invoice with automated chasing enabled, you instruct us to send reminder and Payment Handshake emails to the client address you provided, on your behalf.
• You are responsible for the content you configure and for the appropriateness of contacting that recipient. Automated chasing is not a debt-collection, legal or credit-control service.
• We may add unsubscribe information to outgoing emails, honour recipient unsubscribe requests, and suppress addresses that bounce, complain or ask not to be contacted — even where chasing is still active on your side.
• We may apply reasonable sending limits and anti-abuse controls to protect deliverability for all users.

Payment Handshake generates a secure, single-invoice link that your client can open without an account to confirm readiness to pay or report an issue (for example a needed correction, a missing PO number, or a pending approval). Treat that link as sensitive: anyone holding it can view that invoice's basic details and submit a response. A client response is information only — it is not a payment, a guarantee of payment, or a legally binding commitment.

The Service uses AI to draft or interpret text, including classifying client replies and handshake comments and extracting promised payment dates. AI output can be wrong, incomplete or misleading. Any resulting recommendation is a suggestion only, and you are responsible for reviewing it before you act. You should verify payment status against your bank or payment provider, never against FlowDesk alone.

FlowDesk helps you follow up consistently. It does not guarantee that any invoice will be paid, paid in full, or paid on time, and we are not liable for unpaid invoices, late payment, disputes with your clients, or any commercial outcome of using the Service.

• Starter — $9.99/month: up to 50 active (unpaid) invoices.
• Pro — $19.99/month: up to 250 active invoices, plus AI features and custom chasing workflows.
• Business — $39.99/month: unlimited active invoices, plus team and advanced workflow features.
• 5-day free trial: each customer is entitled to one trial. The trial belongs to the customer, not to a plan — switching or upgrading plans does not restart it. A valid payment method is required to start the trial. If you do not cancel before the trial ends, your chosen plan is charged automatically.
• Limits: active invoices are unpaid invoices. Marking an invoice paid, or deleting it, frees capacity. Limits are enforced on our servers; when you are at your limit, creating new invoices is blocked until you free capacity or upgrade.
• Downgrades never delete data. If you downgrade while above the new plan's limit, your existing invoices remain and keep working, but you cannot create new ones until you are back within the limit.

• Subscriptions are billed monthly in advance and renew automatically until cancelled.
• Billing is handled by Creem as our Merchant of Record. Creem is the seller of record for your subscription, collects your payment details, and charges any applicable taxes such as VAT. We do not store your card details.
• Upgrades and downgrades are processed through the payment provider and take effect according to its proration rules.
• Prices may change with at least 30 days' prior notice; changes apply from the next renewal.
• If a payment fails, we may retry it and may suspend paid features until payment succeeds.

You can cancel at any time from the in-app Billing page — you do not need to contact support. Cancellation takes effect at the end of the current paid period and you keep access until then. Cancelling during the trial prevents the first charge.

• Free trial: cancel before the trial ends and you are not charged.
• EU/EEA right of withdrawal: consumers in the EU/EEA may withdraw from a paid subscription within 14 days of the first charge for a full refund, provided the Service has not been substantially used. To withdraw, email support@flowdesks.org.
• Outside the 14-day window: monthly subscriptions are non-refundable. We may grant a discretionary refund, for example in cases of prolonged service unavailability.

You agree not to:

• Use the Service for unlawful, fraudulent, harassing or harmful activity.
• Send spam, bulk marketing, unsolicited messages, malware or misleading content through FlowDesk's email or handshake features.
• Chase people who have not entered into a payment obligation with you, or who have asked not to be contacted.
• Use threatening, abusive or deceptive language in content sent through the Service.
• Upload lists of contacts unrelated to genuine invoices you have issued.
• Reverse engineer, resell, scrape, overload, or attempt to bypass usage limits, authorisation or security controls.
• Infringe the intellectual property, privacy or other rights of third parties.

We may suspend or terminate accounts that violate these rules, and may suspend automated sending immediately where abuse is suspected.

You retain ownership of the invoices, notes and other content you submit, and you grant us a limited licence to host, process, transmit and display that content solely to operate the Service for you and your clients. The Service itself — software, design, branding and documentation — remains our property. These Terms grant you a personal, non-exclusive, non-transferable right to use the Service while your subscription or trial is active.

We aim to keep the Service available but do not guarantee uninterrupted or error-free operation. Automated reminders run on a schedule and may be delayed, retried or suppressed by us or by email providers and recipient mail systems; we do not guarantee that any individual email will be delivered, opened or acted upon. We may perform maintenance, change or discontinue features, and restrict access where necessary for security or legal reasons.

You may stop using the Service at any time by cancelling your subscription and deleting your account. We may suspend or terminate your account for material breach of these Terms, abuse of the email features, or where required by law. On termination your access ends and data is deleted in line with our Privacy Policy. Export anything you need before you delete your account or an invoice — deletion is permanent.

To the maximum extent permitted by law, our aggregate liability for any claim arising from the Service is limited to the fees you paid in the 12 months preceding the claim. We are not liable for indirect or consequential loss, lost profit, lost revenue, unpaid or late-paid invoices, damage to client relationships, or loss of data beyond our control. Nothing in these Terms limits liability for gross negligence, wilful misconduct, or any liability that cannot be excluded under applicable law (including statutory consumer rights in the EU/EEA).

These Terms are governed by the laws of Poland, without prejudice to mandatory consumer-protection rights in your country of residence. Disputes shall be brought before the competent courts of Poland, unless mandatory law provides otherwise.

We may update these Terms occasionally. Material changes will be communicated by email or in-app notice at least 30 days before they take effect. Continued use after the effective date constitutes acceptance.

Questions? Email support@flowdesks.org.