Irish Law • Updated January 2026

Terms & Conditions

These terms govern your use of expense.ie, the Irish travel and subsistence expense management platform.

Service Usage

Rules for using our Irish travel expense management platform

Payment Terms

Subscription pricing, billing cycles, and refund policies

Data & Privacy

Your responsibilities for data accuracy and security

Liability Limits

Service limitations and liability boundaries

1. Agreement to Terms

By accessing and using expense.ie ("the Service"), you agree to be bound by these Terms and Conditions. This agreement is between you and/or your organization ("you", "your", "User") and the operators of expense.ie ("we", "us", "our"). References to "Practitioner" mean an accountant, bookkeeper, or payroll bureau operating a free practice account to manage client companies on the platform.

If you do not agree to these terms, you must not use our Service. These terms are governed by Irish law and any disputes will be subject to the jurisdiction of Irish courts.

By creating an account or using our Service, you confirm that you have read, understood, and agree to these terms.

2. Service Description

Expense.ie provides a web-based platform for managing Irish business travel and subsistence expenses in compliance with Irish Revenue regulations. Our Service includes:

Core Features

  • • Mileage calculation using current Irish Revenue rates (cars, motorcycles, bicycles)
  • • Subsistence allowance calculations for domestic and international travel
  • • Vehicle registration and management
  • • Journey recording and expense tracking
  • • Approval workflow with full expense lifecycle tracking
  • • Compliance validation, scoring, and reporting (PDF, CSV, ERR export)
  • • Enhanced Reporting Requirements (ERR) export for Revenue filing
  • • Free practitioner accounts for accountants, bookkeepers, and payroll bureaus
  • • Practice dashboard for managing multiple client companies
  • • Multi-company and user management

We reserve the right to modify, suspend, or discontinue any aspect of the Service at our discretion, with reasonable notice to users where practicable.

3. User Responsibilities

Account Security

  • • Maintain the confidentiality of your login credentials
  • • Notify us immediately of any unauthorized access
  • • Use strong passwords and update them regularly
  • • You are responsible for all activities under your account

Data Accuracy

  • • Ensure all expense data you enter is accurate and truthful
  • • Verify that travel claims comply with Irish Revenue regulations
  • • Maintain supporting documentation for all expense claims
  • • Update vehicle information when changes occur

Prohibited Activities

  • • Creating false or fraudulent expense claims
  • • Attempting to access other users' data without authorization
  • • Using the Service for any illegal purposes
  • • Interfering with the Service's operation or security
  • • Sharing account access with unauthorized parties

4. Payment Terms and Billing

Subscription Plans

  • • Solo: €9/user/month or €79/user/year (1-3 users)
  • • Team: €29/month or €199/year (up to 5 users)
  • • Business: €49/month or €349/year (up to 15 users)
  • • Enterprise: Custom pricing for 15+ users
  • • All plans include free accountant access (read-only)

Practitioner Accounts

  • • Free for accountants, bookkeepers, and payroll bureaus
  • • No credit card required, no fees, no limit on client companies
  • • Each client company pays its own subscription independently
  • • Practitioners are not billed for any client usage

Billing Cycle

  • • Monthly plans billed monthly in advance
  • • Annual plans billed yearly in advance
  • • Automatic renewal unless cancelled
  • • Payment required to maintain access

Payment Processing

  • • All payments processed securely through our payment providers
  • • Prices include applicable Irish VAT where required
  • • Payment failures may result in service suspension
  • • Invoice copies available upon request

Cancellation and Refund Policy

No Refunds

Subscription fees are non-refundable. We do not provide refunds or credits for any partial subscription periods, plan downgrades, or unused time within your billing cycle.

  • Cancellation: You can cancel your subscription at any time through your account's billing portal. Your cancellation will take effect at the end of your current billing period (either monthly or annually).
  • Continued Access: After cancellation, you will continue to have full access to the Service until the end of the billing period for which you have already paid.
  • No Pro-Rata Refunds: We do not offer pro-rata refunds for cancellations initiated before the end of a billing period. For example, if you cancel a yearly plan after three months, you will not be refunded for the remaining nine months but will retain access for the full year.

5. Refunds and Cancellation

No Free Trial Policy

We do not offer free trials. All subscriptions begin immediately upon payment and account creation. Please review our features and pricing carefully before subscribing.

Refund Conditions

  • Technical Issues: Refunds may be provided if the Service is unavailable for extended periods due to our technical failures
  • Billing Errors: We will correct any billing errors and provide refunds for overpayments
  • Early Termination: No refunds for unused portions of subscription periods
  • Cancellation: You may cancel at any time, effective at the end of your current billing period

To request a refund or cancel your subscription, contact us at hello@expense.ie with your account details.

6. Service Availability and Maintenance

While we strive to maintain continuous service availability, we do not guarantee uninterrupted access. The Service may be temporarily unavailable due to:

  • • Scheduled maintenance and updates
  • • Emergency repairs or security updates
  • • Third-party service provider issues
  • • Force majeure events beyond our control

Maintenance Windows

Scheduled maintenance will typically occur during off-peak hours (outside 9 AM - 6 PM Irish time, Monday-Friday). We will provide advance notice of planned maintenance where possible.

7. Intellectual Property Rights

The Service, including all software, algorithms, design elements, and content, is protected by intellectual property laws. All rights are reserved unless explicitly granted.

Our Rights

  • • Platform source code and algorithms
  • • Branding, logos, and design elements
  • • Documentation and user guides
  • • Irish Revenue compliance calculations

Your Rights

  • • Your expense data and business information
  • • Generated reports and exports
  • • Right to use the Service per these terms
  • • Data portability upon request

8. Limitation of Liability

Important Liability Limitations

While we strive to provide accurate Irish Revenue compliance calculations, users remain responsible for verifying expense claims and ensuring compliance with current regulations.

Service Limitations

  • Accuracy: We provide calculations based on current Irish Revenue rates but cannot guarantee accuracy for all scenarios
  • Compliance: Users are responsible for ensuring their expense claims comply with applicable laws and regulations
  • Data Loss: While we maintain backups, users should retain their own records of important expense data
  • Financial Liability: Our total liability is limited to the amount paid for the Service in the 12 months preceding any claim

Professional Advice: Our Service provides tools and calculations but does not constitute professional accounting, tax, or legal advice. Consult qualified professionals for specific guidance.

9. Data Protection and Privacy

Your privacy and data protection are important to us. Our data handling practices are detailed in our Privacy Policy, which forms part of these terms.

Key Privacy Points

  • • Your data is stored securely within the European Union
  • • We comply with GDPR and Irish data protection laws
  • • Data is retained for 7 years to meet Irish Revenue requirements
  • • You have rights to access, correct, and delete your data

Read our full Privacy Policy →

10. Account Termination

User Termination

  • • Cancel subscription at any time
  • • Access continues until end of billing period
  • • Export your data before termination
  • • Account data retained per legal requirements

Service Termination

  • • Non-payment of subscription fees
  • • Violation of these terms
  • • Fraudulent or illegal activity
  • • Immediate access suspension possible

Upon termination, you will lose access to the Service and any data stored within it. We recommend exporting important data before cancellation.

11. Governing Law and Disputes

Irish Jurisdiction

These Terms and Conditions are governed by Irish law. Any disputes arising from your use of the Service will be subject to the exclusive jurisdiction of the Irish courts.

  • • Governing Law: Republic of Ireland
  • • Jurisdiction: Irish Courts
  • • Language: English
  • • Dispute Resolution: Good faith negotiation first, then Irish court proceedings

12. Changes to These Terms

We may update these Terms and Conditions periodically to reflect changes in our services, legal requirements, or business practices. When we make changes:

  • • We will post the updated terms on our website
  • • We will notify users via email of significant changes
  • • The "Last Updated" date will be revised
  • • Continued use constitutes acceptance of new terms

Last Updated: January 2026
If you do not agree to updated terms, you should discontinue use of the Service and cancel your subscription.

13. Contact Information

Questions About These Terms

If you have questions about these Terms and Conditions or need clarification on any provisions, please contact us:

General Inquiries: hello@expense.ie

Billing Questions: hello@expense.ie

Legal Matters: hello@expense.ie

Technical Support: hello@expense.ie

Support is available Monday to Friday. We do not offer support during weekends.

  • Solo Plan: Email support with response within 1-2 business days.
  • Team & Business Plans: Priority email support with same-day response during business hours.
  • Practitioner Accounts: Priority email support with same-day response during business hours.

Ready to Automate Your Travel Expenses?

Stop calculating manually. Our platform automatically applies the correct Irish Revenue rates, manages your records, and ensures 100% compliance with every expense claim.

Create AccountTry Free Calculator