Privacy Policy

1. Information we collect

Account information

When you create an account, we collect your email address and the information needed to run your account (your organization, your subscription status, and login credentials handled through our authentication provider). We do not store your password in readable form.

Invoice and business data you provide

To do its job, Simpli processes the documents and lists you give it. This includes:

• Invoice and order content — the information read from each vendor invoice or customer sales/order document you upload, such as vendor and customer names, dates, line items, descriptions, quantities, prices, totals, and any addresses shown on the document.
• Your lists — the QuickBooks item list, vendor list, customer list, class list, item mappings, and remembered per-customer prices that you import or build up as you use Simpli. Your customer and vendor lists may include the names and details of third parties you do business with.
• Usage records — a record that you processed a given number of invoices in a billing period, used to enforce your plan's limits.
• Export records — a record that an IIF file was generated.

Payment information

We do not collect or store your payment card numbers. All payments are handled by our payment processor, Stripe, which stores your card details securely under its own terms. We receive only limited information from Stripe, such as your subscription status and the last four digits or card type where needed to display your billing information.

Information stored in your browser (not on our servers)

Simpli keeps a duplicate-check history — a record of which invoices you have already exported — in your web browser's local storage on your own device. This information stays on your device and is not sent to or stored on our servers. It is used to warn you if you try to export the same invoice again. You can clear it at any time, and it does not transfer between different browsers or devices.

2. How we use your information

We use the information above to:

• Read your invoices and generate QuickBooks-ready IIF files, or post bills to your QuickBooks Online company or QuickBooks Desktop company file when you send them;
• Remember your item, vendor, customer, and mapping data so future invoices are processed faster;
• Provide, maintain, and improve the service;
• Enforce plan limits and process your subscription and any refunds;
• Communicate with you about your account and support requests;
• Detect and prevent fraud, abuse, and security issues, and comply with law.

We do not sell your personal information, and we do not use your invoice content for advertising.

3. AI processing of your documents

Simpli uses artificial intelligence provided by Anthropic to read the documents you upload. When you upload an invoice or order, its content is sent to Anthropic's API so the AI can read it and return the parsed data. Anthropic processes this content to provide the reading service.

4. Connecting Simpli to QuickBooks Online

Simpli can connect to your QuickBooks Online company so it can read the lists you keep there and post the bills you send to it. The connection is optional. It is made only when you start it and approve it at Intuit.

What you approve. When you connect, Intuit asks you to grant Simpli access to your QuickBooks Online accounting data, and then gives us a credential for your company. Intuit does not offer a narrower version of this permission, so the permission you grant covers accounting data generally. What Simpli does with it is narrower. It reads your item list, vendor list and class list and keeps a copy in your Simpli item list, vendor list and class list, so your bills can be matched to them. It also reads your chart of accounts (each account's name, number, type and whether it is active; never its balance), so that a bill line posted to an account goes to one you have. It posts the bills you send to QuickBooks from Simpli, and only when you press Post to QuickBooks; it never posts on its own. It does not create, change or delete anything in your QuickBooks Online lists (items, vendors, customers, classes or accounts). If a bill names an item, vendor, class or account that is not in your QuickBooks Online lists, Simpli refuses to post it rather than adding it. Once a bill is posted, Simpli does not change or delete it. When you connect, Simpli also reads which QuickBooks Online edition your company is on, because Simple Start has no bills. If your company is on Simple Start, Simpli does not connect, tells Intuit to revoke its access, and keeps nothing from your company. On any other edition Simpli connects as normal, and does not store the edition.

What we store. We store the credential Intuit gives us, the identifier Intuit uses for your company, the status of the connection, and when it was made and last used. When you press Sync from QuickBooks, we also keep a copy of your QuickBooks Online item list, vendor list, class list and chart of accounts. For each item: its name, description, prices, whether it is active, whether it is set up for purchasing, and the identifier QuickBooks uses for it. For each vendor: its name, whether it is active, its payment terms (the identifier QuickBooks uses for them, so a bill you post gets its due date), and the identifier QuickBooks uses for the vendor. For each class: its name, whether it is active, and the identifier QuickBooks uses for it. For each account: its name, number, type, whether it is active, and the identifier QuickBooks uses for it. We also store whether your QuickBooks Online company tracks classes, and how, with the connection. When you post a bill, we also keep a record of it: which Simpli bill it was, the QuickBooks Online company it went to, whether it posted, the number and identifier QuickBooks gave it, any error QuickBooks returned, and Intuit's reference for our last request about it, which Intuit's support uses to look into a problem. Simpli uses these records so that the same bill is never posted twice. The copies are part of your Simpli item, vendor and class lists and chart of accounts, and are refreshed only when you press Sync from QuickBooks. They are not deleted when you disconnect: they stay until you delete your account.

Disconnecting. You can disconnect at any time from your settings. When you do, we tell Intuit to revoke Simpli's access and we delete the stored credential. If we cannot reach Intuit at that moment we delete the credential anyway and tell you so, so you can also remove Simpli under Apps in your QuickBooks Online account. Disconnecting does not delete the copies of your item, vendor and class lists and chart of accounts: your invoice matching and price history rely on them, and they stay until you delete your account. It does delete the class-tracking setting we stored with the connection. Disconnecting does not delete the records of bills you posted: they stay until you delete your account.

Deleting your account. Deleting your Simpli account also tells Intuit to revoke Simpli's access, deletes the stored credential, and deletes the copies of your item, vendor and class lists and chart of accounts, and the records of bills you posted.

5. Connecting Simpli to QuickBooks Desktop

Simpli can connect to your QuickBooks Desktop company file through the QuickBooks Web Connector, a program from Intuit that runs on the Windows computer where you use QuickBooks. The Web Connector contacts Simpli at regular intervals. Simpli cannot contact your computer, and only answers when the Web Connector contacts it.

What Simpli reads. The company's name, where the company file is kept on the computer it is opened from, and, when it is opened from a new place, the marker the Web Connector stored in the file when you added Simpli, so that Simpli only ever works with the company you connected. Your item list, vendor list and class list: for each item, its name, whether it is active, its descriptions and prices, and the names of its accounts; for each vendor and class, its name and whether it is active. Your chart of accounts: for each account, its name, number, type and whether it is active, so that a bill line posted to an account goes to one you have. Simpli never reads an account's balance. When a bill is on your work page, and again before sending it, Simpli searches your bills for any with the same bill number, and reads each one's vendor, date, amount and memo, so the same bill is never posted twice. Before sending a vendor credit, Simpli searches your vendor credits the same way. Nothing else in your company file is read.

What Simpli writes. Only the bills and vendor credits you send it, when you press Post to QuickBooks. Each one carries its vendor, number and date, its lines (item, description, quantity, cost and amount, or for a line posted to an account, the account, description and amount), its class if it has one, and a memo saying it was posted from Simpli, which on a vendor credit also names the invoice it is against when there is one. A vendor credit is posted unapplied: you apply it to the vendor's bills in QuickBooks when you pay them.

What Simpli never does. Through the Web Connector, it does not create, change or delete anything in your QuickBooks Desktop item, vendor or class lists or your chart of accounts. If a bill or vendor credit names a vendor, item, class or account that is not in your lists, Simpli refuses to post it rather than let QuickBooks create one.

Why QuickBooks asks to allow changes. When you add Simpli to the Web Connector, QuickBooks asks whether to let it access and modify the company file. Posting a bill or a vendor credit is a change, and the Web Connector also stores one marker in the file linking it to Simpli.

What we store. The lists above, as a copy for matching invoices. The Web Connector's login name, and its password only as a one-way hash. For each bill or vendor credit posted: which Simpli bill it was, the company file it went to, QuickBooks' own reference for it and when it was posted. That record is kept after you delete the invoice in Simpli. Before sending any bill or vendor credit, Simpli also checks QuickBooks for one with the same number from the same vendor, and does not post a second one. When that search finds a bill from the same vendor, Simpli keeps QuickBooks' reference for it, its date and amount with your bill, so the card can say so. It is deleted with the bill.

Ending it. Disconnect in Settings stops Simpli accepting the Web Connector's contact at once. To finish, remove Simpli from the Web Connector on your computer. Deleting your Simpli account also removes everything above.

6. Who we share information with

We share information only with service providers that help us run Simpli, and only as needed for them to perform their function. These are:

• Anthropic — reads your uploaded documents (AI processing).
• Supabase — hosts our database, where your account and business data are stored.
• Vercel — hosts and serves the application.
• Stripe — processes payments and subscriptions.
• Intuit — provides QuickBooks Online. If you connect your QuickBooks Online company, we send requests to Intuit, receive your list data in return, and send Intuit the bills you post.

Intuit is different from the others in one respect: it is your own accounting system, and information flows to and from it only because you connected it, and only for as long as that connection lasts.

We may also disclose information if required by law, to protect our rights or the safety of others, or in connection with a business transfer such as a merger or acquisition. We do not sell your personal information to third parties.

7. How long we keep your data, and how you delete it

We keep your invoice data and lists until you delete them. We do not delete your data automatically, because you may need to correct an invoice and re-export it. You are in control of deletion:

• Delete individual invoices — remove a single invoice's data from within the app.
• Clear all invoices — permanently delete all of your saved invoice data in one action.
• Delete your entire account — permanently delete your account and all associated data (invoices, vendor/customer/item lists, mappings, prices, and account records). This also cancels your subscription and issues any prorated refund due, as described in our Terms of Service. Your login is deleted with it, unless it also belongs to another organization in Simpli: then the login is kept, and opens that organization instead.

When you delete invoice data or your account, that data is permanently removed from our active systems and cannot be recovered. Deleting your account is final; if you return later, you start with a new, empty account. Backups, if any, are overwritten on our normal backup cycle.

Deleting an invoice, or clearing all invoices, does not delete the record that it was posted to QuickBooks Online. That record is kept so the same bill is not posted twice, and it is deleted with your account.

The browser-based duplicate-check history is deleted whenever you clear it, or when you clear your browser's local storage.

8. Your choices and rights

You can access and update your account information, delete your invoice data or entire account at any time using the in-app controls described above, and contact us with any privacy question or request. Depending on where you live, you may have additional rights under state privacy laws (for example, the California Consumer Privacy Act) to request access to, or deletion of, the personal information we hold about you. To make such a request, email us at support@simpli.one.

9. Security

We take reasonable measures to protect your information, and we rely on established providers (Supabase, Vercel, Stripe, Anthropic, and Intuit where you have connected QuickBooks Online) that maintain their own security practices. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.

10. Children

Simpli is a business tool and is not intended for anyone under 18. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will change the "Last updated" date above and, where appropriate, notify you. Your continued use of Simpli after an update means you accept the revised policy.

12. Contact us

If you have any questions about this Privacy Policy or your data, contact us at support@simpli.one.