Terms of Service

These terms are an agreement between you and White Star Web Solutions (Pvt) Ltd, a company incorporated in Sri Lanka (registration number PV 114441, registered office 110, Havelock Road, Colombo 05) (“we”, “us”), for the use of TaxFlow. By creating an account or using TaxFlow you accept these terms, our Privacy Policy and our Refund and Cancellation Policy. If you use TaxFlow for a business or practice, you confirm that you may accept these terms for it, and “you” includes that business or practice.

1. Who can use TaxFlow

You must be 18 or over and give accurate account details. Each login is for one person.

2. The service

• TaxFlow for Business reads invoices from the software or files you connect (Xero, QuickBooks Online, Zoho Books, Odoo, Google Sheets, CSV or Excel), checks them against the tax invoice requirements in Gazette Extraordinary No. 2481/22, and issues tax invoices, credit notes and debit notes in that format. Depending on your plan it can also send documents, create payment links, prepare VAT reports and provide an API.
• TaxFlow Personal computes individual income tax from the figures you enter and prepares a return pack for you to file yourself or have a partner practice file for you.
• TaxFlow for practices lets accounting firms manage clients in either line.
• TaxFlow reads your accounting data. It never changes your accounting records.
• What each plan includes is shown on our pricing page.

3. Your responsibilities

• The information on your documents and returns, including TINs, descriptions, amounts, exchange rates and dates, comes from you and your books. You are responsible for its accuracy, for checking every document and return before you issue or file it, and for your tax filings and payments.
• TaxFlow is not tax, accounting or legal advice. Please have a qualified accountant review your setup.
• Keep your password and API keys safe, turn on two-step verification and only invite people who should have access. You are responsible for activity under your account.
• Only enter personal data about other people if you are entitled to. For data about your own customers, clients and staff, you are the controller and we process it for you, as our Privacy Policy explains.
• Use TaxFlow lawfully. Do not issue false or misleading documents, resell access, disrupt or overload the service, probe it for weaknesses, or reverse engineer it.

4. TaxFlow Personal

• Computation: TaxFlow applies the rules for each year of assessment as we understand the law. Results depend on the figures and answers you give. While any item is missing or estimated, the computation is marked provisional.
• Filing: TaxFlow does not file returns or pay tax for you. You either enter the return pack into the IRD portal yourself, or a partner practice files it as your authorised tax agent. You are responsible for meeting filing and payment deadlines.
• Changes in the law: we update our rules when the law changes, but a change can take effect before we update. If in doubt, check a result with the IRD's guidance or an accountant.
• Return pack: the pack is a watermarked draft until a pass covers the return.
• Assisted filing: if you choose a partner practice, your agreement for that work is with the practice. The practice is a registered tax agent, sets its own terms, invoices you directly and is responsible for its advice and filing. We are not a party to that agreement. The practice sees your return for the year you accepted, and only after you give consent.

5. Practices

• A practice confirms it has its clients' authority to connect their books, process their data and act for them.
• A practice is the controller of its clients' data, decides which staff can see each client and is responsible for their actions.
• Partner practices that offer assisted filing must be registered IRD tax agents and must tell us at once if their registration lapses.

6. Plans and payment

• Free plan: one company, 2 customers with up to 5 invoices per customer in each calendar month (counted by the month the invoice is issued in TaxFlow). Documents on the Free plan carry a “Prepared with TaxFlow” footer. TaxFlow Personal computation is free. We may change Free plan limits with 30 days' notice.
• Pro and Business: billed in Sri Lankan rupees through PayHere, monthly or yearly in advance. Plans renew automatically until you cancel.
• TaxFlow Personal passes: a pass covers one year of assessment for one person. You can pay once for the year or in 12 monthly payments. On monthly payments, the return pack unlocks after 10 payments, or earlier if you pay the balance up to the year price. If you cancel before the pack unlocks, the pass ends and paid features for that year stop. If you cancel after it unlocks, you keep the pass for that year and no further payments are taken. A pass does not carry over to another year of assessment.
• Practice: billed monthly in arrears for each active business client, and per return for each personal client in a year of assessment.
• Taxes: prices include VAT.
• Saved cards: when a code, discount or points change the amount from one payment to the next, your plan is billed to a card saved with PayHere and charged each period until you cancel. You authorise these charges.
• Failed payments: we retry once a day for up to 7 days. If payment still fails, we may pause paid features until it is made.
• Price changes: we give 30 days' notice by email. New prices apply from your next billing period, so a yearly plan keeps its price until it renews.
• Refunds: payments are not refundable except as our Refund and Cancellation Policy sets out.

7. Referral codes, promo codes and points

• A referral, affiliate or promo code gives a new customer a discount on Pro, Business or TaxFlow Personal: 20% off the first 3 monthly payments, or off the first yearly payment or year pass, unless a promo code says otherwise. A code must be applied before the workspace's first payment, one code per workspace. Codes do not apply to Practice billing.
• When someone you referred pays TaxFlow, you earn points worth 20% of each payment they make in their first 12 months (1 point = Rs 1). Points can be used 14 days after each payment, only as credit towards your own TaxFlow plans. They have no cash value, cannot be transferred or withdrawn, are cancelled if the payment that earned them is refunded or charged back, and end when you close your account.
• You may not refer yourself, your own workspaces or people who are already members of your workspace, or create accounts to earn points. We may cancel points or codes obtained this way.

8. Affiliate programme

• Anyone may apply; we approve affiliates at our discretion. Approved affiliates receive a code and a link.
• Commission is a share of what each referred customer pays in their first 12 months: 20% while you have up to 10 paying customers, 25% from 11 to 50 and 30% above 50. The rate is set when each payment is made.
• Commission is confirmed 14 days after each payment and is cancelled if the payment is refunded or charged back. We pay confirmed commission monthly by bank transfer to a Sri Lankan bank account once it reaches Rs 5,000. We deduct withholding tax where the law requires it; any other tax on your commission is yours to pay.
• When you promote TaxFlow, say clearly that you earn commission. Do not bid on TaxFlow in paid search, send unsolicited messages, make claims about TaxFlow that are not true, or present yourself as TaxFlow. We may suspend an affiliate account for a breach; commission earned honestly before then is still paid.
• We may change the programme with 30 days' notice. Changes do not reduce commission already earned.

9. Connected services and test features

• Xero, QuickBooks, Zoho Books, Odoo, Google, Meta and PayHere are run by other companies under their own terms. We are not responsible for their availability, and a connection can stop working if a provider changes or withdraws access.
• Money paid through a TaxFlow payment link goes to your own PayHere merchant account. We are not a party to your customer's payment and never hold the funds.
• WhatsApp messages go from your own WhatsApp Business number under Meta's policies. You are responsible for having your recipients' permission to message them.
• IRD e-invoice sync runs in test mode until the IRD opens access; we will tell you when it goes live. Features marked test or beta are provided as they are and may change.

10. API

API keys belong to your workspace. Keep them secret and stay within the published rate limits. Documents issued through the API follow your workspace's approval settings unless a key has the approval scope. We may revoke a key that is misused.

11. Your data

You own your data. You allow us to process it only to provide TaxFlow, as our Privacy Policy describes. You can export issued documents and return packs at any time. After you close your account, you can ask us for a copy of your issued documents for as long as we keep them.

12. Our intellectual property

TaxFlow, its software, templates and brand belong to us. While you use TaxFlow, you have a personal, non-transferable right to use it under these terms. If you send us suggestions, we may use them without obligation to you.

13. Availability and support

We aim for TaxFlow to be available at all times but do not guarantee uninterrupted service. We give notice of planned maintenance where we can. Support is by email at [email protected].

14. Liability

• TaxFlow is a tool, and you review every document and return before you use it. To the extent the law allows, we are not liable for indirect losses, lost profits, or any tax, penalty, surcharge or interest charged to you.
• To the extent the law allows, our total liability for all claims in any 12 months is limited to the fees you paid us in the 12 months before the claim.
• Nothing in these terms limits liability that the law does not allow us to limit, including for fraud.

15. Your indemnity

You will cover our reasonable losses from claims caused by your unlawful use of TaxFlow, documents you issue that are false, or personal data you had no right to enter.

16. Suspension and closing an account

• You can close your account at any time from your settings. Paid plans end as our Refund and Cancellation Policy describes.
• We may suspend or close an account for a breach of these terms, non-payment after notice, fraud or a legal requirement. Where we reasonably can, we give notice first and let you export your issued documents.
• Sections 3, 11, 14, 15 and 20 continue after an account closes.

17. Changes to these terms

We post changes on this page and update the date at the top. We email you at least 30 days before a significant change takes effect. If you do not agree, you can cancel before then; using TaxFlow after that date means you accept the change.

18. Events beyond our control

We are not responsible for delays or failures caused by events outside our reasonable control, such as power or internet outages, failures of third-party services, natural disasters or government action.

19. General

These terms, our Privacy Policy, our Refund and Cancellation Policy and our pricing page are the whole agreement between us. If a part of these terms cannot be enforced, the rest still applies. Not enforcing a right does not waive it. You may not transfer this agreement without our consent; we may transfer it to a buyer of our business. We send notices to your account email. If these terms are translated, the English version applies.

20. Governing law and disputes

These terms are governed by the laws of Sri Lanka, and the courts of Colombo have jurisdiction. Please contact us first so we can try to resolve any complaint directly.

21. Contact us

White Star Web Solutions (Pvt) Ltd, 110, Havelock Road, Colombo 05. Email [email protected].