Terms of service

Last updated: 12 October 2026

These terms are the agreement between you and PaySorted, a trading name of Gary Callaway, a sole trader ("PaySorted", "we", "us"), of 61 Harcourt Gardens, Bath, BA1 4DL, UK (our address for service of documents). Email: [email protected]. Please read them — they're as short and plain as we could make them.

1. Who can use PaySorted

PaySorted is for businesses only. By signing up you confirm that you're 18 or over and using PaySorted for your trade, business or accountancy practice, not as a consumer. If you sign up for a business, you confirm you're allowed to accept these terms for it. "You" means that business. The data processing terms below form part of this agreement; our privacy policy explains how we handle your information.

2. Your account

Keep your login details safe and tell us straight away if you think someone else has used them. You're responsible for what happens in your account, including anything done by staff or others you give access to. Keep your business details accurate — they appear on your invoices.

3. The service

PaySorted helps you create quotes, jobs and invoices, take payments, keep records and send reminders to your customers. We work hard to keep it running smoothly, but we can't promise it will always be available, uninterrupted or error-free. We may improve, change or withdraw features; if we remove something important you're paying for, we'll tell you first. Email [email protected] for help — we aim to reply within 3 working days.

4. Free trial

New accounts get a 30-day free trial with the Pro features. No card is needed. When the trial ends, you'll need to choose a plan to keep using PaySorted; otherwise your account becomes read-only (see section 7).

5. Plans, prices and payment

Monthly plans: Starter £14.99, Pro £24.99, Business £49.99 a month. They're paid in advance by card through Stripe and renew each month until you cancel.

VAT: PaySorted isn't VAT registered at the moment, so no VAT is charged. If we become VAT registered, VAT at the standard rate will be added to plan prices and extras from the date we register. We'll email you at least 30 days before your first bill with VAT on it, and every receipt will show the VAT separately.

12-month plans: you can choose a 12-month plan at a lower monthly price (the equivalent of 2 months free). It's billed monthly, but you agree to pay for the full 12 months, so it can't be cancelled, moved to a lower plan or switched to monthly during that time. You can move up to a higher plan. Two weeks before the 12 months end, we'll ask you to choose: renew for another 12 months at the 12-month price, or move to monthly at the normal monthly price, which you can then cancel at any time. If you don't choose, you move to monthly. If payments stop during a 12-month plan, the rest of the 12 months' payments are still due.

Extras: Business includes 3 logins; extra logins are £8 a month each. Your web page is £25 a month, cancel any time; if you stop it, we'll help you move any web address we set up for you. Extra texts are £5 for 100; they're used after your monthly allowance, don't expire while your account is open, and aren't refundable. Done-for-you set-up is £39 one-off; if we haven't started it, ask and we'll refund you in full. Printed stickers and cards are priced when you ask.

Missed payments: if a payment fails, we'll tell you and try again. If it still isn't paid, your plan ends and section 7 applies — you can pay at any time within the 90 days to carry on where you left off.

Price changes: we'll give you at least 30 days' notice of any price change. A 12-month plan keeps its price until its 12 months end.

6. Cancelling

You can cancel a monthly plan or monthly extra at any time from More → Plan & billing. You keep access until the end of the period you've paid for. We don't refund part-used months or periods.

7. When your plan or trial ends

Your account becomes read-only and automatic chasing stops. Your data is kept for 90 days so you can come back or download it, then permanently deleted. You can download your data or delete your account at any time from More → Privacy & your data.

8. Using PaySorted fairly and lawfully

You agree:

to check your quotes, invoices, prices, VAT and CIS details are right. PaySorted works things out from what you enter, but you're responsible for your invoices, your tax and what you charge;
to send reminders only to your own customers, about genuine work and money genuinely owed, and to stop chasing anything that's paid, disputed or not owed;
not to use PaySorted to harass or mislead anyone. You're responsible for the wording of any message you write or edit. Don't threaten action you don't intend or aren't entitled to take, or suggest a message is from a court or official body;
to follow the law on direct marketing. Service reminders and review requests are marketing messages, so only send them to customers you've done that kind of work for, who were given a chance to say no when you took their details, and who haven't asked you to stop. Every one includes a way to opt out, and opt-outs must be respected;
to have a lawful reason to hold your customers' details, and to tell them how you use them (for example in your own privacy notice);
when chasing individuals (not businesses), to follow the rules that apply to consumer debts, including the Pre-Action Protocol for Debt Claims before going to court;
to make sure anything on your web page — including reviews — is genuine, accurate and yours to use, and not to hide or filter out genuine negative reviews; and
not to break the law, send spam, upload anything harmful, try to get into accounts or data that aren't yours, or copy, overload or reverse-engineer PaySorted.

If you break these rules, we may suspend or close your account. We'll usually warn you first, unless it's serious or urgent.

9. Messages sent in your name

Emails and texts go out in your business name, on your instructions and to the schedule you set. We do our best to deliver every message, but we can't guarantee delivery: email and phone networks, spam filters and wrong contact details are outside our control. If we're told a message has failed, PaySorted tells you, so please keep an eye out and act on those alerts.

10. Payments from your customers

Card and Pay by Bank payments are processed by Stripe under Stripe's own terms, which you accept when you set up payments. Money goes from your customer to your Stripe account and then to your bank — PaySorted never holds it. Stripe charges its own fees. Refunds, chargebacks and disputes are between you, your customer and Stripe.

11. Late payment interest, letters and legal steps

Statutory late payment interest and compensation can only be claimed from business customers, and PaySorted never adds them unless you choose to. Reminder wording, the letter before action template, the calculators, guides and any other guidance in PaySorted are general information, not legal, tax or financial advice. PaySorted isn't a debt collection agency and doesn't take legal action for you. Get professional advice before starting legal action.

12. Connected services

If you connect Xero, QuickBooks, FreeAgent, Sage or Zapier, you allow us to read and create the invoices, contacts and payments needed to keep them in step with PaySorted. Those services are run by their own providers under their own terms, and we're not responsible for them.

13. Accountants and bookkeepers

Accountants and bookkeepers can use the accountant portal free of charge. A practice only sees a client's records once that client has agreed, and the client can remove access at any time. Access is read-only. The practice is responsible for how it uses client information it sees or downloads, as its own controller. Partner rewards and client discounts are agreed separately with each practice in writing.

14. Referrals and offers

If someone signs up from your referral link, you get 1 free month once they've been with PaySorted for 3 months and are on a paid plan. Several valid referrals give consecutive free months, including on 12-month plans. Free months and offers have no cash value and can't be swapped. We may refuse or remove rewards from referrals that aren't genuine, such as referring yourself or a business you already run.

15. Your content and ours

Your data is yours. You let us store, copy and process it only to run PaySorted for you. PaySorted itself — its software, design, wording, templates and brand — belongs to us. You may use the templates and wording in your own business. If you send us ideas or feedback, we may use them without owing you anything.

16. Our liability

Nothing in these terms limits liability that can't legally be limited, such as for death or personal injury caused by negligence, or fraud. Otherwise:

we're not liable for loss of profit, revenue, business, goodwill or data you could have exported, or for any indirect or consequential loss;
we're not liable for money your customers don't pay you, for messages that aren't delivered for reasons outside our control, or for problems caused by Stripe, connected services, networks or other things outside our reasonable control; and
our total liability to you for all claims arising in any 12-month period is limited to the greater of (a) the fees you paid us in the 12 months before the event giving rise to the claim and (b) £500.

You're responsible for, and will cover our reasonable costs of, any claim against us caused by messages or content you send through PaySorted in breach of these terms or the law.

17. Changes to these terms

We may update these terms. If a change matters, we'll tell you by email or in the app at least 30 days before it applies, unless the law or a security issue requires a faster change. If you don't agree, you can cancel before it applies; a 12-month plan can be ended without paying the remaining months if a change significantly disadvantages you.

18. Ending the agreement

You can stop using PaySorted and cancel at any time (subject to section 5 for 12-month plans). We may end the agreement with 30 days' notice, or straight away if you seriously or repeatedly break these terms or don't pay. If we end the agreement other than because you broke these terms, no further 12-month plan payments are due. Sections that by their nature should continue — such as payments due, liability and data deletion — continue after it ends.

19. General

We may transfer this agreement to someone who takes over PaySorted; we'll tell you if we do. You can't transfer it without our agreement. Only you and we have rights under these terms. If any part is found unenforceable, the rest still applies. These terms are the whole agreement between us about PaySorted. Notices are given by email to the address on your account, or to [email protected]. You can save or print these terms at any time from this page. Because PaySorted is for businesses only, you agree that regulations 9(1), 9(2) and 11(1) and (2) of the Electronic Commerce (EC Directive) Regulations 2002 don't apply.

20. Complaints

If something's not right, email [email protected]. We'll acknowledge it within 3 working days and do our best to put it right.

21. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.

Schedule: Data processing terms

These terms apply where we process personal data on your behalf (your customers' information), as UK GDPR Article 28 requires. Words like "controller", "processor" and "personal data breach" have the meaning given in UK data protection law.

Roles. You are the controller and we are your processor for the personal data you or your customers put into PaySorted about your customers and contacts.
What we process. Subject matter and purpose: providing PaySorted — storing records, creating and sending quotes, invoices, reminders, receipts and messages, taking payments, syncing with services you connect, and support. Duration: for as long as we provide PaySorted to you, plus the deletion periods in section 7 of these terms. Types of data: names, contact details, addresses, job and site details, quotes, invoices, payments, messages, photos and documents. Data subjects: your customers, their contacts and anyone else you record. Please don't add special category data (such as health information) unless you genuinely need it for the job.
Instructions. We process the data only on your documented instructions (including about transfers of personal data outside the UK) — these terms and how you use and set up PaySorted — unless the law requires otherwise, in which case we'll tell you first unless the law forbids it. We'll tell you if we think an instruction breaks data protection law.
Confidentiality. Anyone we authorise to process the data is bound by confidentiality.
Security. We keep appropriate technical and organisational measures in place, including encryption in transit and at rest, separation of each business's records, access controls and backups.
Sub-processors. You give general authorisation for us to use the sub-processors listed in our privacy policy. We'll give at least 14 days' notice of a new sub-processor by email or in the app; if you reasonably object, you may end the agreement without penalty, including a 12-month plan. Each sub-processor is bound by data protection terms equivalent to these, and we remain responsible for them.
International transfers. We transfer data outside the UK only with appropriate safeguards, as described in our privacy policy.
Helping you. We'll help you respond to people exercising their data rights — most things can be done directly in PaySorted, including exports and deletions — and pass on any request we receive. We'll also help you with security, breach notifications, data protection impact assessments and any prior consultation with the ICO, taking into account what we do and the information available to us.
Breaches. We'll tell you without undue delay, and in any case within 48 hours, after becoming aware of a personal data breach affecting your data, with the information you need to meet your obligations.
Deletion. When the agreement ends, we delete your data as set out in section 7 of these terms, and backup copies within 30 days, unless the law requires us to keep it. You can download your data before then.
Audits. We'll give you the information you reasonably need to show we meet these terms, and allow and contribute to reasonable audits, on reasonable notice and at your cost.

Questions? Email [email protected].