LedgerClean — Terms of Service

Last updated: March 18, 2026

1. What LedgerClean Is

LedgerClean is a web-based diagnostic tool that helps professional bookkeepers identify and prioritize issues in QuickBooks Online files. You upload QBO export files. The tool runs automated checks and AI-powered analysis, generates a diagnostic report with a health score, and provides a guided cleanup checklist with fix procedures and draft journal entry memos.

LedgerClean is a diagnostic and workflow tool. It is not accounting software, tax preparation software, or a substitute for professional judgment. All findings, fix procedures, and draft journal entries generated by LedgerClean should be reviewed and validated by a qualified bookkeeper or accountant before being applied to any QuickBooks file. You are solely responsible for any actions you take in your clients' books based on LedgerClean's output.

2. Who Can Use LedgerClean

LedgerClean is designed for professional bookkeepers and accounting professionals. By creating an account, you represent that you are a bookkeeping or accounting professional using the tool in the course of your professional practice.

You must be at least 18 years old to use LedgerClean.

You are responsible for maintaining the confidentiality of your account credentials. You are responsible for all activity that occurs under your account.

3. What You Upload

You upload QBO export files (Excel spreadsheets and CSV files) containing your clients' financial data. By uploading these files, you represent that you have the necessary authorization from your client (or your firm) to upload this data to a third-party diagnostic tool.

LedgerClean does not require or request bank account numbers, Social Security numbers, Employer Identification Numbers, or other government-issued identifiers. If such information is present in your uploaded files, our system strips it during processing. See our Privacy Policy for details on how we handle data.

4. How We Process Your Data

Uploaded files are parsed and analyzed by our automated detection engine. A summary of the findings (with personally identifiable information removed) is sent to the Anthropic Claude API for interpretation, prioritization, and narrative generation. The Claude API operates under Anthropic's commercial terms, which prohibit use of API data for model training.

Uploaded files are deleted after processing is complete. We do not retain your clients' raw financial data. We store diagnostic results (health scores, issue lists, checklist items, fix procedures) so you can access them in your account. See our Privacy Policy for full details on data handling, storage, and deletion.

5. AI-Powered Analysis

LedgerClean uses artificial intelligence (the Anthropic Claude API) to interpret diagnostic findings, generate plain-language explanations, write fix procedures, and draft journal entry memos. AI-generated content may contain errors, omissions, or inaccuracies.

You are responsible for reviewing all AI-generated output before acting on it. Do not apply journal entries, reclassify transactions, or make changes to a client's QuickBooks file based solely on LedgerClean's output without independent verification.

Before data is sent to the AI, LedgerClean strips structured PII including Social Security numbers, EINs, bank account numbers, email addresses, phone numbers, and physical addresses. Your client's business name is replaced with a generic label. Vendor and customer names are sent to the AI because they are needed to generate accurate fix procedures. See our Privacy Policy for full details on PII handling.

6. Subscription Plans and Billing

LedgerClean offers Free, Solo, Firm, and Single Cleanup plans. Plan features and pricing are described on our pricing page at ledgerclean.com/pricing. Pricing is subject to change with 30 days' notice to existing subscribers.

Solo and Firm are subscription plans billed monthly or annually through Stripe. By subscribing, you authorize Stripe to charge your payment method on a recurring basis until you cancel.

Single Cleanup is a one-time purchase plan. Payment is processed through Stripe as a single charge. Single Cleanup provides full Solo-level access for one project for 30 days from the date of purchase. At the end of the 30-day access window, your account automatically reverts to the Free tier. No recurring charges apply. To clean up additional projects, you may purchase another Single Cleanup or subscribe to a Solo or Firm plan.

Free trials provide full Solo plan access for 14 days. No payment method is required to start a trial. At the end of the trial, your account converts to the Free tier unless you subscribe to a paid plan.

You may cancel your subscription at any time. Cancellation takes effect at the end of your current billing period. You retain access to paid features through the end of your current billing cycle, and no further charges will apply after cancellation.

Refunds are not issued for partial billing periods. In limited circumstances, we may issue refunds at our sole discretion. To request a refund, contact support@ledgerclean.com within 14 days of the charge in question.

7. Grandfathered Pricing for Early Subscribers

Subscribers who signed up prior to April 20, 2026 retain introductory pricing ($29/month Solo, $19 Single Cleanup) for the duration of their continuous subscription. If a grandfathered subscriber cancels and later resubscribes, the current standard pricing applies at that time.

8. What You Can and Cannot Do

You may use LedgerClean for your professional bookkeeping practice, including generating diagnostic reports and cleanup assessments for your clients.

You may not:

• Share your account credentials with anyone outside your subscription (Firm plan team seats are the exception)
• Resell, redistribute, or white-label LedgerClean's output as your own software product
• Attempt to reverse-engineer, scrape, or extract the detection logic, prompts, or algorithms
• Systematically catalog, document, or reconstruct LedgerClean's detection rules, scoring methodology, or fix procedure logic through repeated or automated use of the service
• Use LedgerClean, its output, or knowledge gained from using the service to develop, train, improve, or inform a competing product or service
• Upload files you are not authorized to upload
• Use the tool for any illegal purpose
• Interfere with the tool's operation or attempt to access other users' data

9. Intellectual Property

LedgerClean's detection logic, cleanup sequencing, health score methodology, prompt engineering, fix procedure templates, and software code are the intellectual property of LedgerClean.

Diagnostic reports and cleanup assessments generated for your clients are yours to use in your professional practice. You may share them with your clients, include them in proposals, and use them to scope engagements. You may add your firm name and logo to PDF exports.

You may not use diagnostic output, fix procedures, or other LedgerClean-generated content as training data for machine learning models, as input to automated systems that replicate LedgerClean's functionality, or to build or enhance a competing diagnostic tool.

10. Limitation of Liability

LedgerClean is provided "as is" without warranty of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or accuracy of diagnostic findings.

LedgerClean is not responsible for:

• Errors or omissions in diagnostic findings, fix procedures, or draft journal entries
• Actions you take in a client's QuickBooks file based on LedgerClean's output
• Financial losses, tax penalties, or regulatory consequences resulting from reliance on LedgerClean's output
• Data loss during upload or processing
• Service interruptions or downtime

In no event shall LedgerClean's total liability to you exceed the amount you paid for the service in the 12 months preceding the claim.

You agree to indemnify and hold LedgerClean harmless from any claims, damages, or expenses arising from your use of the tool, your clients' reliance on reports you generated using the tool, or your violation of these terms.

11. Availability and Changes

We aim to keep LedgerClean available and reliable, but we do not guarantee uninterrupted access. We may perform maintenance, updates, or modifications that temporarily affect availability.

We reserve the right to modify these Terms of Service. Material changes will be communicated via email to registered users at least 30 days before taking effect. Continued use of LedgerClean after changes take effect constitutes acceptance of the updated terms.

12. Termination

You may close your account at any time by contacting us. We may suspend or terminate your account if you violate these terms or if we reasonably believe your use poses a risk to other users or to the service.

Upon termination, your access to diagnostic reports and checklist data in your account will be removed. We recommend exporting any reports you need before closing your account.

13. Governing Law

These terms are governed by the laws of the State of Missouri, without regard to conflict of law principles. Any disputes arising from these terms or your use of LedgerClean shall be resolved in the courts of the State of Missouri.

14. Contact

Questions about these terms can be directed to: support@ledgerclean.com