AI Usage Policy

1. Overview

InvoiceMe uses artificial intelligence to suggest invoice line items and prices based on your own recent invoice history. This policy explains what data is used, where it goes, how long it is kept, and how you can control it.

2. What the AI Does

When you create an invoice, quote, or job, InvoiceMe may suggest line items, materials, and prices drawn from your most recent entries. Suggestions are personalised to your account only.

• Your data is never used to train suggestions for other users.
• Your data is never used to train any underlying AI model.
• Suggestions are bounded by your own history — the AI does not generate open-ended content.

3. Which AI Provider We Use

When you request a suggestion, your recent invoice entries are sent to OpenAI (model: GPT-5 mini) via our backend provider, Base44, for processing. OpenAI is contractually prohibited from using API data submitted by InvoiceMe to train their models.

OpenAI may retain prompts for a short abuse-monitoring window (typically up to 30 days), after which they are deleted. For full details, see OpenAI's API data usage policies and privacy policy.

4. What Data Is Sent

Only the data needed to produce a relevant suggestion is sent:

• Line item descriptions (e.g. “Plasterboard 12.5mm”)
• Quantities and unit prices
• Item categories where you have set them

We do not send your clients' personal data, payment information, or account credentials to the AI provider.

5. Retention

InvoiceMe keeps a rolling window of your most recent 20 invoice entries for suggestion purposes. Once you exceed 20 new items, the oldest entries are automatically overwritten.

6. Your Controls

You can manage AI features at any time in Settings → AI:

• Disable suggestions: turn AI-powered suggestions off entirely.
• Clear suggestion history: wipe the 20-item rolling window immediately.
• Dismiss a suggestion: tap “Not useful” on any suggestion to remove it.

7. Accuracy

AI suggestions are best-effort estimates based on your past entries. Always review suggested items, descriptions, and prices before sending an invoice or quote to a client. You are responsible for the final content of any document you issue.

8. Reporting an Issue

If a suggestion is inappropriate, inaccurate, or otherwise concerning, please email support@invoice-me.co.uk. Reports help us improve safety and quality.

9. Changes to This Policy

If we change the AI provider, the data sent, or the retention window, we will update this policy and notify you in-app before the change takes effect.