Terms of Service

Billa is a software-as-a-service platform (“the Service” or “Billa”) operated by its founders as an Australian business. The Service provides NDIS service delivery documentation tools, including AI-assisted progress note drafting, live budget tracking, approval workflows, claim export, and Xero integration.

These Terms of Service (“Terms”) are a binding legal agreement between you (“you” or “User”) and Billa (“we”, “us”, “our”). By creating an account or using the Service you confirm that you have read, understood, and agree to these Terms. If you use Billa on behalf of an organisation, you represent that you have authority to bind that organisation.

If you do not agree to these Terms, do not use the Service.

What we cannot guarantee: Acceptance and payment of NDIS claims is determined solely and exclusively by the NDIA, registered plan managers, Support Coordinators, and other funding bodies. These are independent third parties whose decisions are entirely outside our control. Factors that may cause a claim to be rejected, reduced, or delayed include — but are not limited to:

• Insufficient or exhausted funding in a participant's plan
• Participant plan expiry, suspension, or cancellation
• Inaccurate information entered into Billa by you or your staff
• A plan manager's own internal policies or processing errors
• NDIA audits, payment holds, or fraud investigations
• Disputes about whether a service was delivered as described
• Changes to NDIA pricing, rules, or eligibility criteria
• Technical failures in the NDIA's own payment systems

Billa is not responsible or liable for any claim rejection, payment delay, funding clawback, or financial loss arising from any of these circumstances — even where the documentation produced using our platform was accurate and compliant.

Your responsibility: You must verify that all information you enter into Billa is accurate before submitting any claim. Supervisors and authorised personnel must review and approve notes before lodgement. Billa's approval workflow is a tool to assist that process, not a substitute for it.

Billa uses artificial intelligence to assist in drafting progress notes and other documentation. You acknowledge that:

• AI-generated notes are drafts. They require human review and must not be submitted without verification by a qualified staff member.
• AI outputs reflect the information you provide. Garbage in, garbage out — if you enter inaccurate details, the draft will reflect those inaccuracies.
• AI language models can occasionally produce hallucinated, imprecise, or contextually inappropriate text. Always read the draft before approving.
• Billa does not warrant that any AI-generated note will satisfy a specific NDIA auditor, plan manager, or tribunal.
• We may update, retrain, or replace AI models at any time. Note style may vary across updates.

Using Billa to produce notes still requires professional judgment. The platform reduces admin burden — it does not replace clinical, support, or supervisory responsibility.

You are solely responsible for:

• All content entered into, generated by, or exported from the Service under your account.
• Ensuring all service notes accurately and honestly describe services that were actually delivered.
• Reviewing and approving AI-drafted notes before submission or use in any claim.
• Ensuring your use of Billa complies with the NDIS Practice Standards, your registration conditions, your service agreements, and all applicable laws.
• Maintaining appropriate supervisor review processes within your organisation.
• Ensuring participant consent is obtained for data collection and storage in accordance with your obligations under the Privacy Act 1988 (Cth).
• Keeping your login credentials secure. You are responsible for all activity under your account.
• Notifying us immediately at hello@billa.app if you become aware of any unauthorised access to your account.
• Ensuring that workers who use the platform under your organisation's subscription have read and understood these Terms.

You must not use Billa to enter, generate, or submit false, misleading, or fraudulent information of any kind, including NDIS claims for services not delivered. We reserve the right to immediately suspend accounts where fraud is suspected and to refer the matter to the NDIS Quality and Safeguards Commission, the NDIA, or other relevant authorities.

Access to Billa is provided on a subscription basis. Current plans are:

• Sole Trader — $39/month: 1 user, unlimited participants, all core features.
• Provider Team — $29/user/month (minimum 3 users): Unlimited participants, approval workflows, team dashboard, Xero integration, and priority support.

All prices are in Australian dollars (AUD) and are inclusive of GST where applicable. Pricing is displayed on our website and may be updated with at least 30 days' written notice to active subscribers.

Billing and renewal: Subscriptions are billed monthly or annually (as selected) via Stripe. Your subscription renews automatically at the end of each billing period unless cancelled before the renewal date. By providing payment details you authorise us to charge the applicable fees on each renewal date.

Free tier: New accounts may create up to 3 service notes at no charge. No credit card is required. After the 3 free notes have been used, a paid subscription is required to continue creating notes. Accounts that are not upgraded will retain read access to existing notes. We reserve the right to permanently delete data from inactive free accounts after 30 days — we will provide email notice before any deletion occurs.

Refunds: We do not offer refunds for partial billing periods. If you cancel mid-period, your access continues until the end of that period. If you believe you have been charged in error, contact us within 14 days at hello@billa.app and we will investigate promptly.

Failed payments: If a payment fails, your account will be moved to a past-due status and access to the Service will be suspended until the outstanding balance is settled. Stripe may retry the payment automatically. If you believe a payment failure is an error, contact us within 14 days at hello@billa.app. We are not responsible for any loss arising from account suspension due to failed payment.

Billa offers optional integration with Xero accounting software. By connecting your Xero organisation you authorise Billa to create draft invoices in your Xero account on your behalf. You acknowledge that:

• Billa creates invoices in draft status only. You must review and approve invoices in Xero before sending them to clients or plan managers.
• Billa is not a Xero reseller or affiliate. Your Xero subscription is a separate agreement between you and Xero.
• We are not responsible for errors introduced by Xero's API, Xero's system outages, or changes Xero makes to its platform.
• You are responsible for the accuracy of all financial information sent to Xero via Billa.
• Disconnecting your Xero account from Billa does not delete previously created invoices in Xero.

We collect and process personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Our full Privacy Policy is available at billa.app/privacy.

Data location: All data is stored on servers located in Australia. Personal information is disclosed to overseas recipients only in two circumstances: (a) when you use the AI note-generation feature, inputs are transmitted to our AI model provider which may be located outside Australia; and (b) if you enable the Xero integration, relevant financial data is transmitted to Xero Limited (New Zealand). Both disclosures are subject to the safeguards described in our Privacy Policy at billa.app/privacy.

Participant data: You are the data controller for participant information you enter into Billa. We process that data solely to provide the Service. You are responsible for obtaining any necessary participant consent for data collection and storage.

Ownership: You retain ownership of all data you input into the Service. You grant Billa a limited, non-exclusive licence to process that data for the purpose of providing the Service.

Data export and deletion: You may export your data at any time from within the Service. On account closure, your data will be retained for 30 days to allow for export, after which we will take steps to permanently delete it. If you require confirmation of deletion, contact us at hello@billa.app.

Security: We implement industry-standard security measures including encrypted data transmission (TLS), row-level database security, and access controls. However, no system is 100% secure. You should use strong, unique passwords and enable any multi-factor authentication options we offer.

The Billa platform, including its software, design, AI models, templates, and brand, is owned by Billa and protected by Australian and international intellectual property laws. These Terms do not transfer any intellectual property rights to you.

You may not copy, modify, distribute, sell, sublicense, reverse-engineer, or create derivative works from any part of the Service without our prior written consent.

You retain full ownership of the content you create using Billa — including service notes, participant records, and exports.

To the maximum extent permitted by Australian law, Billa and its founders, officers, employees, contractors, and agents are not liable for:

• Any NDIS claim rejection, payment non-acceptance, funding clawback, audit failure, deregistration, or regulatory action — regardless of whether Billa-produced documentation was used.
• Any financial loss arising from a plan manager's, NDIA's, or other third party's decision not to accept or pay a claim.
• Any inaccuracy, omission, or error in AI-generated notes, exports, or any other content where that error arose from information you provided.
• Any loss of revenue, business opportunity, participants, or goodwill.
• Any indirect, incidental, special, consequential, exemplary, or punitive damages of any kind.
• Service interruptions, outages, or data loss caused by circumstances beyond our reasonable control (see clause 12).
• Third-party services including Xero, Stripe, the NDIA's portals, or internet service providers.

Where liability cannot be excluded under the Australian Consumer Law, our total cumulative liability to you for any claim is limited to the greater of: (a) re-supplying the relevant Service; or (b) the total subscription fees you paid to us in the three (3) calendar months immediately preceding the event giving rise to the claim.

You agree to indemnify, defend, and hold harmless Billa and its founders, personnel, and agents from and against any claims, losses, damages, penalties, fines, or legal costs (including reasonable solicitor fees) arising from or relating to:

• Your use or misuse of the Service.
• Any breach of these Terms by you or anyone using your account.
• Any inaccurate, false, or fraudulent information entered into the Service.
• Any NDIS claim submitted using documentation from the Service that is found to be non-compliant, fraudulent, or inaccurate where that inaccuracy was caused by information you provided.
• Any breach of your obligations under NDIS legislation, regulations, Practice Standards, or your registration conditions.
• Any claim by a third party arising from your use of the Service.

By you: You may cancel your subscription at any time from your account settings. Cancellation takes effect at the end of the current billing period. You will retain access to the Service until that date.

By us: We may suspend or terminate your access immediately and without notice if you: (a) breach any provision of these Terms; (b) engage or are reasonably suspected to have engaged in fraudulent or illegal conduct including fraudulent NDIS claiming; (c) fail to pay outstanding subscription fees after reasonable notice; or (d) use the Service in a manner that poses a risk to other users, to us, or to participants.

On termination for any reason, your right to access the Service ceases immediately. We will retain your data for 30 days to allow export, after which we will take steps to permanently delete it. If you require confirmation of deletion, contact us at hello@billa.app.

We are not liable for any failure or delay in providing the Service caused by circumstances beyond our reasonable control, including but not limited to: natural disasters, government actions, internet or infrastructure outages, third-party service failures (including Supabase, Vercel, Stripe, or Xero), cyberattacks, or changes to NDIS rules or regulations that require emergency platform updates.

We will notify users of significant outages as promptly as reasonably possible and will work to restore the Service as quickly as we can.

We may update these Terms from time to time. If we make material changes, we will notify you by email or in-app notification at least 14 days before the changes take effect. If you continue to use the Service after that date, you are taken to have accepted the updated Terms.

We may add, modify, or remove features from the Service at any time. Where a change materially reduces the Service's functionality, we will provide reasonable notice and, at our discretion, a pro-rata credit or refund.

If you have a dispute with us, please contact us first at hello@billa.app. We will respond within 5 business days and will genuinely try to resolve the matter fairly and promptly.

If we cannot resolve the dispute informally within 30 days, either party may refer the matter to mediation through a mutually agreed mediator before commencing legal proceedings, unless urgent injunctive relief is required.

Nothing in this clause limits your rights under the Australian Consumer Law or your right to complain to a relevant government body.

These Terms are governed by and construed in accordance with the laws of Victoria, Australia. Each party submits to the non-exclusive jurisdiction of the courts of Victoria for the resolution of any dispute.

Nothing in these Terms limits any right you have under the Australian Consumer Law (Schedule 2, Competition and Consumer Act 2010 (Cth)).

Entire agreement: These Terms, together with our Privacy Policy and any additional terms presented at sign-up, constitute the entire agreement between you and Billa regarding the Service.

Severability: If any provision of these Terms is found to be unenforceable, that provision will be modified to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in full force.

No waiver: Our failure to enforce any right under these Terms does not constitute a waiver of that right.

Assignment: You may not assign your rights or obligations under these Terms without our prior written consent. We may assign our rights in connection with a merger, acquisition, or sale of assets.

Contact: For any questions about these Terms, contact us at hello@billa.app.