Reconlio Terms of Service

Reconlio helps managed service providers (MSPs) reconcile the software licenses they are billed for (currently Microsoft 365 and Google Workspace, with additional vendors possible over time) against the actual, active users at each of their own clients — surfacing licenses being paid for but not used. The Service also includes an optional compliance-tracking module (currently aligned to ISO 27001) that derives baseline coverage estimates from the same data.

To do this, the Service:

• Accepts invoice files (PDF, CSV, or XLSX) that you upload, and extracts line-item data from them using an artificial-intelligence/large-language-model provider (see Section 6 and our Privacy Policy for how this works and which providers we use).
• Accepts user roster data either by CSV upload or, if you choose to connect it, by an automated read-only sync against your client's Microsoft 365 or Google Workspace directory, authorized through that provider's own OAuth consent screen.
• Compares the two and produces a reconciliation report identifying discrepancies (e.g., licenses billed for users who are inactive or no longer present).

Reconciliation results, including cost-savings figures, are generated by comparing the data you provide against the data your integration returns. They are only as accurate as that underlying data, and AI-extracted invoice data can be wrong — see Section 6.

The Service is intended for use by businesses (principally MSPs and similar IT service providers), not individual consumers. You must be at least 18 and have authority to bind your Organization to these Terms. You are responsible for the accuracy of the information you provide when registering, for maintaining the confidentiality of your account credentials, and for all activity that occurs under your account. Notify us promptly at [email protected] if you suspect unauthorized use.

Each Reconlio account belongs to one Organization (“tenant”). You may invite additional team members from your Organization; the person who invites a member is responsible for that member's compliance with these Terms.

3.1 Ownership. As between you and Reconlio, you (or your Organization) retain all ownership of the roster data, invoice files, and any other content you upload or connect to the Service (“Customer Data”). We claim no ownership over it.

3.2 License to us. You grant Reconlio a limited license to access, store, process, and display Customer Data solely to provide, maintain, and improve the Service for you, and as otherwise permitted by these Terms and our Privacy Policy. We do not sell Customer Data, and we do not use it to train AI models outside the parsing pipeline described in Section 6.

3.3 You are responsible for your right to share it. Customer Data frequently includes data about your own clients' employees (names, work email addresses, department, and license/status information). By uploading or connecting this data, you represent that you have the right to share it with Reconlio for the purposes described in Section 1 — most commonly because you are your client's technology provider and processing this data is within the scope of your existing engagement with them. Reconlio processes this data as a data processor acting on your instructions; you (or, in Reconlio's assessment, your client) remain the data controller. See our Privacy Policy for more detail on this relationship.

3.4 Self-serve connections. If you use Reconlio's connection-link feature to have your client's own IT administrator directly authorize a Microsoft 365 or Google Workspace connection, that administrator is granting access on behalf of their own organization, not yours — you are responsible for making sure the right person at your client completes that step.

4.1 Plans. The Service is offered on a free trial (limited to one invoice) and on paid subscription tiers described at reconlio.com/pricing, which may change from time to time on notice.

4.2 Billing provider. Paddle.com Market Limited (“Paddle”) is our payment processor and, for most subscriptions, acts as the Merchant of Record — meaning Paddle, not Reconlio, is the seller for billing, invoicing, and tax-collection purposes on those transactions, under its own terms of service and privacy policy, which you separately agree to at checkout. Some pre-existing accounts may instead be billed directly through Stripe, in which case Reconlio itself is the merchant of record for that subscription.

4.3 Changes and cancellation. You may upgrade, downgrade, or cancel your subscription at any time from your account settings. Downgrades and cancellations take effect according to the billing provider's normal proration and end-of-period rules; we do not currently offer partial-period refunds except where required by law or at our discretion.

4.4 Non-payment. We may suspend or terminate access for accounts with a failed or lapsed payment, after reasonable notice to the account's registered email.

You agree not to: (a) use the Service to store or process data you are not authorized to share; (b) attempt to circumvent rate limits, storage limits, or account/tenant isolation controls; (c) reverse-engineer, scrape, or resell the Service without our written permission; (d) upload malicious files or attempt to compromise the security of the Service or other tenants' data; or (e) use the Service in a way that violates applicable law, including data-protection law governing the personal data you upload. We may suspend accounts that violate this section, with notice where practicable.

Invoice line-item extraction is performed by a third-party large-language-model provider (currently one of Anthropic, OpenAI, or Groq, depending on our active configuration — see our Privacy Policy). This extraction can be wrong.The Service applies automated validation (for example, checking that extracted line totals reconcile against the invoice's stated total) and flags invoices that fail that check as needing manual review, but this does not catch every error. You are responsible for reviewing extracted data and reconciliation results before relying on them for a billing dispute, a client-facing report, or any other consequential decision. Reconlio is not liable for decisions made on the basis of unreviewed or incorrectly extracted data.

The Service can connect to Microsoft 365 and Google Workspace via OAuth to read (not write) directory/user data for roster synchronization. Your use of those integrations is also subject to Microsoft's and Google's own terms. We are not responsible for the availability, accuracy, or behavior of those third-party platforms. Revoking access from within Microsoft/Google, or disconnecting the integration in Reconlio, stops future syncs but does not retroactively delete data already synced — see our Privacy Policy for deletion requests.

The Service, including its software, design, and all Reconlio trademarks and branding, is owned by Reconlio and its licensors. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service for your Organization's internal business purposes. Nothing here transfers any Reconlio intellectual property to you.

Each party will protect the other's confidential information with the same degree of care it uses for its own confidential information of similar importance (and no less than reasonable care), and will use it only as needed to perform under these Terms. This section does not limit either party's rights regarding Customer Data as described in Section 3 or our Privacy Policy.

The Service is provided “as is” and “as available,” without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that AI-extracted data or reconciliation results will be accurate. Reconlio is currently an early-stage product. As of this document's date, we have completed an automated security baseline scan (OWASP ZAP) with no critical- or high-severity findings, but have not yet completed independent, manual penetration testing.

To the maximum extent permitted by law, Reconlio will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or goodwill, arising from your use of the Service. Reconlio's total liability arising out of or related to these Terms will not exceed the amount you paid Reconlio in the twelve (12) months preceding the claim. This limitation does not apply to liability that cannot be limited under applicable law.

You agree to indemnify and hold Reconlio harmless from claims arising out of (a) Customer Data you were not authorized to share, or (b) your violation of these Terms or applicable law. Reconlio agrees to indemnify you against third-party claims that the Service, as provided by us, infringes a third party's intellectual property rights, subject to customary exclusions (e.g., modifications you make, or use in combination with something we didn't provide).

These Terms remain in effect while you use the Service. Either party may terminate for the other's uncured material breach with 30 days' written notice. You may terminate at any time by canceling your subscription and ceasing use. Upon termination, your right to access the Service ends; see our Privacy Policy for what happens to your data afterward.

We may update these Terms from time to time. We will provide reasonable notice of material changes (for example, by email to your account's registered address or a notice within the Service) before they take effect. Continued use of the Service after changes take effect constitutes acceptance.

Reconlio intends to register its operating legal entity in the United Arab Emirates (see the Beta notice above); pending that, these Terms are intended to be governed by the laws of the United Arab Emirates, without regard to conflict-of-law principles, and any dispute is intended to be resolved in the courts of the United Arab Emirates. This section is provisional and will be finalized once our legal entity is formed.

If any provision of these Terms is found unenforceable, the remaining provisions stay in effect. These Terms, together with our Privacy Policy, are the entire agreement between you and Reconlio regarding the Service and supersede any prior agreements on this subject, except a separately signed order form or enterprise agreement, which controls in the event of conflict.

Questions about these Terms: [email protected].