Terms of Service

Ledesconverter is operated by Asuka Yoshida, sole proprietor / Einzelunternehmerin, Thurgaustr. 10, 81475 Munich, Germany ("we", "us", "our"). Ledesconverter provides software tools for creating, reviewing, validating, and exporting LEDES and Excel billing files from invoice information. Asuka Yoshida is not registered in the commercial register. VAT identification number: DE456448748. Tax number: not published.

These Terms apply when you access or use the website, manual LEDES creation, AI-assisted autofill, validation, export, account, billing, profile, and related support features (together, the "Service").

By accessing or using the Service, creating an account, starting manual LEDES creation, starting AI-assisted autofill, purchasing a plan, purchasing prepaid AI credits, or requesting a custom profile, you agree to these Terms.

If you do not agree, do not use the Service. If you use the Service on behalf of an organization, law firm, company, client, or other entity, you confirm that you have authority to do so and to bind that entity where applicable.

The Service helps convert invoice information into LEDES 1998B, client-specific LEDES profiles where available, and Excel exports where supported.

The Service is a software tool. It does not provide legal, tax, accounting, billing, e-billing, professional-responsibility, or client-guideline advice.

You remain responsible for reviewing all source invoices, extracted data, LEDES fields, UTBMS codes, timekeeper information, totals, dates, client requirements, billing rules, and exported files before using, submitting, or relying on them.

The Service may be used by personal users and by business or professional users, including freelancers, legal professionals, law firms, companies, and organizations.

You must be legally capable of entering into these Terms and must use the Service only in accordance with applicable law, confidentiality obligations, data-protection obligations, and any professional or client obligations that apply to you.

If you upload or process invoice materials for another person, client, employer, law firm, company, or organization, you are responsible for having permission to do so.

Manual LEDES creation allows you to view a PDF locally in your browser and manually enter invoice and line-item data for LEDES review and export.

Manual LEDES creation is free and does not require an account. A registered free account includes three successful AI invoice conversions for the lifetime of that account. Pay-as-you-go purchases add non-expiring prepaid AI credits. Monthly provides a monthly AI allowance.

Manual mode does not provide AI extraction, OCR, or automated PDF text extraction. The Service may provide technical LEDES validation and export checks, but it does not provide legal, billing, tax, client-guideline, or professional advice.

You are responsible for saving your source files, exported files, and records. Temporary data may remain in your browser session while you work and may be lost if you refresh, close the browser, clear browser data, or reset the workflow.

AI-assisted autofill sends the uploaded PDF to server-side processing and to the configured AI provider to create editable review data. The result may include suggested invoice fields, line items, amounts, timekeepers, task codes, expense codes, activity codes, comments, warnings, assumptions, and source references.

AI output is only a draft. It may be wrong, incomplete, inconsistent, unsuitable for your client, matter, jurisdiction, e-billing platform, billing guideline, or professional obligation. You must carefully review, correct, and validate all AI-assisted output before relying on it, exporting it, submitting it, or sharing it with anyone.

We do not use Customer Content to train our own AI models. Where we configure third-party AI settings to reduce or disable provider-side storage or logging, those operational settings may change and remain subject to the provider terms and our Privacy Policy. Material privacy-relevant changes to AI provider processing, retention, or storage settings will be reflected in the Privacy Policy where required.

You may need an account to use AI-assisted processing, paid plans, prepaid AI credits, custom profiles, billing management, or account-specific features.

You are responsible for keeping your sign-in credentials secure and for activity that occurs through your account.

Custom profiles may include client-specific columns, defaults, required fields, validation rules, code catalogs, and export formats. You remain responsible for confirming that a profile matches the relevant client requirements before using the exported file.

Custom profiles require an active Monthly subscription unless access was granted manually by us. When Monthly stops being active, custom-profile access is suspended. We may keep the profile configuration available for reactivation for up to 90 days after suspension. Resubscribing within that period may restore access; after 90 days, the profile remains archived pending owner intervention unless a longer period is required or permitted for legal, billing, support, security, or dispute purposes.

You must review all output before use. This includes, without limitation:

• checking invoice-level fields, matter fields, line-item fields, dates, totals, tax/VAT handling, LEDES columns, and export format;
• checking UTBMS task, expense, and activity codes, timekeeper IDs, and timekeeper classifications;
• checking compliance with client billing guidelines, outside counsel guidelines, e-billing portal rules, professional secrecy, confidentiality, tax, accounting, and data-protection requirements;
• correcting or deleting incorrect AI suggestions before export;
• maintaining backup workflows in case the Service is unavailable or produces unusable output.

The Service is not intended for emergency, deadline-critical, or sole-source workflows. You should maintain alternative methods for preparing, reviewing, validating, and submitting invoices.

The Service is not intended to be your archive, billing system of record, accounting system, document-management system, or legal file. You are responsible for downloading, storing, backing up, and retaining your own source files, review data, exports, and records.

No validation feature guarantees legal, accounting, tax, client, portal, or professional compliance.

Monthly, Pay as you go, invoice limits, prepaid AI credits, and custom profile setup fees are described on the website or in a separate written agreement.

Monthly includes one custom-profile creation for the lifetime of the account. This included creation does not reset if a profile is deleted, the subscription is cancelled, or the account later resubscribes. Additional custom-profile creations require an active Monthly subscription and a one-time setup fee, currently $59 or EUR 49 per profile depending on the checkout market, unless stated otherwise at checkout or in a written agreement. Pay as you go does not include or unlock custom profiles.

AI invoice usage is generally counted only after a successful AI-assisted autofill result is returned by the backend. Failed extractions should not count against the free lifetime allowance, a paid monthly allowance, or prepaid credits, unless stated otherwise on the website or in an agreement.

Prepaid AI credits currently do not expire unless stated otherwise at the time of purchase or in a later policy update that applies only to future purchases where required by law.

If a payment for prepaid AI credits is refunded, the corresponding unused credits may be removed. Where credits have already been used, we may contact you or make an account adjustment to the extent permitted by law.

Custom profile setup fees cover configuration work and may be charged separately from subscription fees.

Where an additional custom profile is not covered by the one included Monthly creation, the setup fee is normally collected before the request is submitted for our review. If we determine that we cannot support the requested format, we may cancel the request and refund the setup fee.

Custom-profile access continues only while Monthly is active. A scheduled cancellation remains active until the paid billing period ends. Once the subscription is no longer active, profiles are suspended and may be kept available for reactivation for up to 90 days as described in the Privacy Policy.

Subscriptions may be cancelled anytime for future billing periods unless otherwise agreed. Cancellation normally takes effect at the end of the current monthly billing period. Cancelling a subscription does not refund the current monthly period unless required by law or expressly agreed by us.

If something goes wrong or if you believe a refund is legally required, contact us at contact@ledesconverter.com. We may provide refunds, credits, or account adjustments at our discretion, and we will honor any refund or cancellation rights required by applicable law.

Nothing in these Terms limits mandatory consumer rights that apply to you. If you are a consumer in the EU, UK, or another jurisdiction with mandatory cancellation, withdrawal, digital-content, or digital-service rights, those rights remain unaffected.

Before paid checkout, you may be asked to expressly agree that we begin providing the digital service immediately and to acknowledge that you may lose any statutory withdrawal right once the digital service has been fully provided or digital results, credits, or subscription access have been made available, to the extent permitted by law.

We may change plan features, invoice limits, prices, credit packs, or profile setup fees from time to time.

Price changes apply only to future billing periods or future purchases unless otherwise agreed. Where required by law or contract, we will give advance notice and an opportunity to cancel before a price change takes effect.

"Customer Content" means files, invoice data, extracted data, manually entered data, review edits, profile instructions, and other content that you upload, enter, submit, or generate through the Service.

You retain your rights in Customer Content. You grant us a limited right to process Customer Content only as necessary to provide, secure, troubleshoot, support, maintain, and improve the reliability, security, and functionality of the Service, including through aggregated, de-identified, or operational metadata where appropriate, but not to train our own AI models on Customer Content.

Where we process Customer Content as a processor on behalf of a business customer, our Data Processing Addendum or other signed data processing agreement governs that processing.

You are responsible for deciding whether the Service is appropriate for the materials you process.

Please do not send invoice PDFs, client-confidential materials, or sensitive personal data to support unless necessary for your support request. If you do, we may process them as described in the Privacy Policy.

Do not upload materials that you are prohibited from processing through third-party systems or AI-assisted services.

Our processing of personal data is described in the Privacy Policy. Depending on the feature and context, we may process personal data as controller, processor, or both.

Where we process personal data contained in Customer Content on behalf of a business customer, we generally act as processor and the business customer acts as controller. The customer is responsible for determining the lawful basis, providing required notices, handling data subject rights, and ensuring that Customer Content may be processed through the Service.

For business, professional, law-firm, company, and organizational customers, the Data Processing Addendum is incorporated into these Terms by reference where we process Customer Content as processor.

Where we process Customer Personal Data on behalf of a business customer as processor, the Data Processing Addendum governs that processing unless a separately signed data processing agreement applies. Business customers may request a copy of the DPA where appropriate.

The Service may rely on third-party providers for hosting, authentication, payments, AI processing, database services, analytics, email, support, and other infrastructure. The Privacy Policy summarizes the main service providers, and the current list of authorized subprocessors and related providers is set out in the Data Processing Addendum / Subprocessor List (Annex III of the DPA).

Third-party services may have their own terms, security measures, data processing terms, availability, limitations, and outages. We are not responsible for third-party services except to the extent required by law.

You must not:

• upload content that you do not have the right to process;
• use the Service for unlawful, harmful, fraudulent, abusive, or security-invasive purposes;
• attempt to bypass usage limits, rate limits, payment requirements, authentication, or access controls;
• upload malware or content designed to disrupt the Service;
• use automated scraping, bulk extraction, reverse engineering, or abusive benchmarking to copy, replicate, or undermine the Service, except to the extent permitted by mandatory law;
• misrepresent AI-assisted output as verified legal, billing, accounting, or tax advice;
• use the Service in a way that violates confidentiality, professional, client, court, agency, regulatory, or data-protection obligations.

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Service for your own personal, professional, internal business, billing, client-submission, legal, accounting, audit, and recordkeeping purposes.

You may use exports generated from your own Customer Content for those purposes.

We retain all rights in the Service, including software, user interface, workflows, prompts, validation logic, code catalogs, documentation, branding, and other materials, except for your Customer Content.

We may add, remove, suspend, or change features, profiles, AI models, limits, validation rules, pricing, and integrations. We may also suspend or stop the Service.

We will try to avoid materially reducing paid features during a paid billing period without reasonable notice or an appropriate remedy, where required by law or contract.

To the maximum extent permitted by law, the Service is provided "as is" and "as available" without warranties of any kind.

We do not warrant that:

• AI output will be accurate, complete, current, or suitable for any invoice, client, matter, platform, jurisdiction, or billing guideline;
• validation will catch every issue;
• exported files will be accepted by any client, e-billing platform, court, authority, or other third-party system;
• the Service will be uninterrupted, secure, or error-free;
• the Service will preserve Customer Content or exports;
• the Service will satisfy any professional, legal, regulatory, confidentiality, tax, accounting, or client-billing requirement.

We are liable without limitation for damages arising from injury to life, body, or health caused by an intentional or negligent breach of duty by us, our legal representatives, or our vicarious agents. We are also liable without limitation for damages caused by intent or gross negligence, under the German Product Liability Act (Produkthaftungsgesetz), to the extent of any guarantee expressly given by us, and in cases of fraudulent concealment of a defect.

In the event of a slightly negligent breach of a material contractual obligation, our liability is limited to the foreseeable damage typical for this type of contract. Material contractual obligations are obligations whose fulfilment is essential for the proper performance of the contract and on whose observance you may regularly rely.

In all other cases, our liability for slight negligence is excluded.

Any further liability is excluded.

Mandatory statutory liability provisions and mandatory consumer-protection rights remain unaffected.

If you use the Service for or on behalf of an organization, business, law firm, client, employer, or other entity, you will indemnify and hold us harmless from claims, losses, damages, liabilities, penalties, costs, and expenses, including reasonable legal fees, arising from or relating to:

• Customer Content you upload, enter, or process;
• your use of exported files or AI-assisted output;
• your violation of third-party rights, confidentiality obligations, professional obligations, client instructions, or data-protection laws;
• your use of the Service on behalf of another person, client, employer, company, law firm, or organization without proper authority;
• your breach of these Terms.

We may suspend or terminate access to the Service if you violate these Terms, create legal or security risk, misuse the Service, fail to pay fees, or if required by law or a third-party provider.

You may stop using the Service at any time. Account deletion, data deletion, billing cancellation, and retention are handled as described in the Privacy Policy and in billing/account tools where available.

These Terms and other legal documents may be made available in English, German, or other languages. The language version presented for the regional site, checkout, account flow, or document page you use is intended to apply to that use.

If language versions differ, the version made available for the relevant regional site, checkout, account flow, or document page applies to the extent legally permitted, unless mandatory consumer, data-protection, or other applicable law requires otherwise.

These Terms are governed by the laws of Germany, except where mandatory consumer, data-protection, or other laws provide otherwise.

For business users, merchants, public-law entities, or special public-law funds, the courts at our business seat shall have jurisdiction to the extent legally permitted. Mandatory consumer venues remain unaffected.

For questions about these Terms, contact: Asuka Yoshida | Thurgaustr. 10, 81475 Munich, Germany | Email: contact@ledesconverter.com