Terms of Service

1. About SendBillie

SendBillie is a professional invoicing platform designed for Dutch freelancers (ZZP’ers) and small businesses. We help you create, send, and manage invoices, track payments, and keep your financial administration organised.

SendBillie is operated from the Netherlands. By creating an account, you agree to these Terms of Service.

2. Definitions

“Platform”: The SendBillie web application and all associated services.
“Freelancer” or “User”: A registered user who creates and sends invoices through the Platform.
“Client”: A person or business that receives invoices from a Freelancer via the Platform.
“Client Portal”: The interface where Clients can view, pay, and download their invoices.
“Payment Processor”: Mollie B.V., the third-party payment service provider integrated with the Platform.

3. Your Account

3.1 Eligibility

You must be at least 18 years old and legally capable of entering into a binding agreement to use the Platform. If you register on behalf of a business, you confirm that you have the authority to bind that business to these terms.

3.2 Registration

You agree to provide accurate and complete information during registration and to keep your account details up to date. You are responsible for maintaining the confidentiality of your password and for all activity under your account.

3.3 One Account per Person

Each person or business entity may create one Freelancer account. Client Portal accounts are linked to the email address where invoices are received.

4. Our Services

SendBillie provides the following services:

Invoice creation and management — Create professional invoices with customisable templates, multi-currency support, and automatic numbering.
Client management — Store client details, track invoice history, and manage your business relationships.
Online payments — Accept payments via iDEAL, credit card, bank transfer, Klarna, and Bancontact through Mollie.
Banking integration — Connect your bank account via TrueLayer to automatically match incoming payments to invoices.
Financial overview — Track revenue, outstanding invoices, and BTW (VAT) obligations.
Export and reporting — Export invoices, client data, and financial reports in CSV, MT940, CAMT.053, and UBL formats.
Client Portal — Your clients can view, pay, and download their invoices through a secure portal.

4.1 Client Portal — Cross-Provider View

The Client Portal aggregates invoices from all freelancers using SendBillie. This means your invoices may appear alongside invoices from other freelancers in your client’s portal dashboard. By using the Platform, you acknowledge and consent to this cross-provider visibility.

Each invoice includes a SendBillie ID (SB-ID) on the footer — a pseudonymised client reference that enables cross-provider invoice grouping. The SB-ID is derived from the client’s business registration (KVK) number or email address and cannot be used to reverse-engineer the original data.

The portal shows only invoice-level data: invoice numbers, dates, amounts, line item descriptions, and payment status. It does not expose your internal rates, margins, client notes, or any business data beyond what appears on the invoice.

5. Pricing & Fees

SendBillie is free to use — no subscription required

You can create invoices, manage clients, track payments, and use all features without paying a monthly or yearly subscription fee. There are no hidden costs or feature locks.

5.1 Transaction Fee

When your client pays an invoice through Mollie (our integrated payment processor), SendBillie applies a standard processing fee of 0.5% of the invoice total. This fee is automatically deducted from the payment via Mollie’s split payment mechanism.

Example

Your client pays a €1,000 invoice via iDEAL. Mollie’s iDEAL fee is €0.29. SendBillie’s fee is €5.00 (0.5%). You receive €994.71.

5.2 When the Fee Applies

The 0.5% fee only applies to payments processed through Mollie via the Platform.
If your client pays by manual bank transfer (outside of Mollie), no SendBillie fee is charged.
Mollie’s own per-transaction fees apply separately. See mollie.com/pricing for current rates.

5.3 How It Compares

A 0.5% transaction fee is standard for invoicing platforms. Many competitors charge monthly subscriptions of €10–€50 in addition to transaction fees. With SendBillie, you only pay when you get paid — no fixed costs, no commitments.

5.4 Fee Changes

We will notify you at least 30 days in advance of any changes to the transaction fee via email to the address associated with your account.

6. Payment Processing

6.1 Mollie

Online payments are processed by Mollie B.V., a licensed payment service provider regulated by De Nederlandsche Bank (DNB). SendBillie is not a payment processor and does not handle your funds directly.

6.2 Supported Methods

Your clients can pay using iDEAL, credit card (Visa, Mastercard, American Express), SEPA bank transfer, Bancontact, and Klarna. Available methods may vary depending on your Mollie account configuration and your client’s location.

6.3 Settlement

Mollie settles payments directly to your connected bank account. Settlement times depend on the payment method and your Mollie account settings. SendBillie does not hold or escrow any funds.

6.4 Refunds

Refunds must be processed through your Mollie dashboard. SendBillie provides credit note functionality for accounting purposes, but does not initiate payment refunds on your behalf.

7. Your Responsibilities

As a user of the Platform, you agree to:

Provide accurate business information, including your KVK number, BTW number, and bank details.
Ensure your invoices comply with Dutch tax and invoicing regulations, including correct VAT rates and required fields.
Maintain the security of your account and notify us immediately if you suspect unauthorised access.
Not use the Platform for illegal activities, money laundering, fraud, or to send misleading invoices.
Keep your Mollie and banking integrations up to date and authorised.

SendBillie is a tool to help you manage your invoicing. We do not provide tax, legal, or financial advice. You are solely responsible for the accuracy of your invoices and your tax obligations.

8. Data & Privacy

Your privacy is important to us. Our Privacy Policy explains what data we collect, how we use it, and your rights under the GDPR. Key points:

Your data is stored securely with encryption at rest for sensitive information (bank tokens, OAuth credentials).
We do not sell your data to third parties.
You can export all your data at any time using our built-in export tools (CSV, UBL, CAMT.053).
You can delete your account and all associated data upon request.

9. Intellectual Property

The SendBillie platform, including its design, code, and brand assets, is owned by SendBillie. You retain full ownership of your business data, invoices, and client information.

You grant us a limited licence to store, process, and display your data solely for the purpose of providing the Platform’s services. This licence ends when you delete your account.

10. Account Termination

10.1 By You

You can delete your account at any time from Settings. Upon deletion, we will remove your personal data within 30 days, subject to any legal retention requirements (e.g., tax records must be retained for 7 years under Dutch law).

10.2 By Us

We may suspend or terminate your account if you violate these terms, use the Platform for illegal purposes, or if your account has been inactive for more than 24 months. We will notify you at least 14 days before termination, except in cases of serious violations.

11. Limitation of Liability

The Platform is provided “as is.” While we strive for reliability, we cannot guarantee uninterrupted service. To the maximum extent permitted by Dutch law:

SendBillie is not liable for any indirect, incidental, or consequential damages.
Our total liability is limited to the fees you paid to SendBillie in the 12 months preceding the claim.
We are not responsible for actions taken by Mollie, TrueLayer, or other third-party services.
We are not liable for errors in your invoices, tax calculations, or business decisions.

12. Changes to These Terms

We may update these Terms of Service from time to time. If we make material changes, we will notify you by email at least 30 days before they take effect. Continued use of the Platform after the effective date constitutes acceptance of the updated terms.

13. Governing Law

These terms are governed by the laws of the Netherlands. Any disputes shall be submitted to the competent court in Amsterdam, the Netherlands.

14. Contact Us

If you have questions about these terms or our services, you can reach us at:

Email: support@sendbillie.com
Website: sendbillie.com