Welcome to Solobuch. The following General Terms and Conditions (AGB) govern the use of our e-invoicing and bookkeeping platform. Please read these terms carefully.
1. Scope and Target Audience (B2B Only)
The services of Solobuch (Operator: mcarrow software UG (haftungsbeschränkt)) are directed exclusively at entrepreneurs within the meaning of § 14 BGB (German Civil Code) and legal entities under public law. Contracts with consumers (§ 13 BGB) are not concluded. By registering and using our platform, you confirm that you are acting in the exercise of your commercial or independent professional activity.
2. Subject Matter and Services
Solobuch provides web-based software (SaaS) for creating, managing, validating, and exporting invoices, particularly in the electronic formats XRechnung and ZUGFeRD 2.3 (Factur-X), as well as recording expense receipts. The software assists the user in meeting bookkeeping requirements (e.g., through the immutability of finalized invoices and structured DATEV exports). The specific scope of services is determined by the description of the subscription plan chosen by the user (Free, Pro, Advanced or Business). We strive to maintain a high level of platform availability (99.9% annual average), but maintenance-related downtime cannot be entirely excluded. The agreed availability of 99.9% on annual average is subject to scheduled or necessary maintenance work, which will be announced to the user in advance whenever reasonably possible.
3. Registration and Conclusion of Contract
Using the platform requires registration. The contract for use is concluded upon successful completion of the registration process. You are obliged to provide truthful and complete information during registration and profile creation (name, email, tax number, etc.) and to keep this information up-to-date.
4. Plans, Payment Terms and Stripe
The use of certain features (e.g. unlimited invoices, tax preview) is subject to fees. All prices are net prices exclusive of any applicable statutory VAT. Payment processing is handled by Stripe. Subscriptions automatically renew for the respective billing period unless cancelled before expiration. You can cancel or change your subscription at any time via the Stripe Customer Portal in your profile settings. The user is only entitled to offset or withhold due payments if their counterclaims have been legally established with final effect or are undisputed by us.
5. Obligations of the User
You are solely responsible for the legal correctness of the invoices and tax details (e.g. small business regulation pursuant to § 19 UStG) created with Solobuch. Solobuch does not provide tax or legal advice. The user agrees not to misuse the platform or use it for illegal purposes (e.g. sending spam emails via our invoice sending feature).
6. Limitation of Liability
(1) The provider is liable without limitation for damage arising from injury to life, body or health, for damage based on intent or gross negligence of the provider, its legal representatives or vicarious agents, to the extent of any guarantee given, and under the German Product Liability Act. (2) In cases of simple negligence, the provider is only liable for the breach of a material contractual obligation whose fulfilment is essential for the proper performance of the contract and on whose observance the user may regularly rely (cardinal obligation). In this case, liability is limited to the damage typical for the contract and foreseeable at the time the contract was concluded. (3) Otherwise, the provider’s liability for simple negligence is excluded. Strict liability for defects existing at the time the contract was concluded (§ 536a (1) alt. 1 BGB) is excluded. (4) For loss of data, the provider is liable within the scope of paragraphs 1 to 3 only for the effort that would have been required for restoration if the user had backed up data regularly and appropriately to the risk (in particular through regular exports under § 11). (5) The above limitations also apply in favour of the provider’s legal representatives, employees and vicarious agents. Claims under Art. 82 GDPR remain unaffected. Where these terms contain limitations of liability elsewhere, they apply only within the scope of this § 6.
7. Copyright and Usage Rights
The Solobuch platform and its contents (texts, graphics, software, design) are protected by copyright. We grant you a simple, non-transferable, non-sublicensable right to use the platform for your own internal business purposes for the duration of the contract.
8. Final Provisions (Applicable Law & Jurisdiction)
This contract is governed exclusively by the laws of the Federal Republic of Germany, excluding the UN Convention on Contracts for the International Sale of Goods (CISG). If the user is a merchant, a legal entity under public law, or a special fund under public law, the place of jurisdiction for all disputes arising from or in connection with this contract is the registered seat of the owner (Altena / Hagen, Germany).
9. Tax Advisor Access Links & Public Invoice Links (Liability & GDPR)
The user acknowledges that the Service provides features to generate unindexed, cryptographically secure token-based views (e.g., Tax Advisor Portal, public invoice links). The user bears sole responsibility for the confidentiality and careful dissemination of these access links to third parties (such as tax consultants, accountants, or agents). The provider is not liable for unauthorized access or data disclosure resulting from the user sharing or losing such links. The provider’s liability for its own breaches of duty, in particular for security defects within its area of responsibility, is governed by § 6. The user can revoke generated access links at any time in the account settings.
10. Automated Receipt Recognition (OCR) and User's Duty to Verify
Solobuch provides features for automated receipt recognition (Optical Character Recognition / OCR) and data extraction to facilitate the entry of expenses and receipts. The user explicitly acknowledges that this is merely a technical assistive tool. OCR technology and automated algorithms are subject to potential errors (e.g., due to poor scan or image quality, complex receipt layouts, handwritten notes, or incomplete text recognition). Prior to saving or finalizing any expense, the user is strictly required and obligated to independently and thoroughly verify all automatically extracted data—including vendor/merchant name, document date, amounts (net, tax, and gross amounts), tax rates, currency, and payment details—for accuracy and completeness, and to make manual corrections where necessary. Blind reliance on automated recognition is strictly prohibited. Automated receipt recognition in no way replaces personal review and verification by the user. For erroneous bookkeeping entries, incorrect tax reports, tax reassessments, penalties or other damage resulting from the user adopting OCR results without verification, the provider is liable only in accordance with § 6.
11. Retention Obligations and Data Deletion
The user is solely responsible for complying with statutory retention and archiving periods (in particular pursuant to § 147 German Fiscal Code / AO, § 257 German Commercial Code / HGB, and the GoBD) for their tax-relevant documents. Solobuch does not constitute a certified statutory long-term archive. We provide the user with their invoice data, receipts, and bookkeeping packages (e.g., DATEV EXTF 700 + ZIP, PDF/XML) for download and export during the active contract term. The user is required to regularly download and store their documents and export files in a compliant archiving system of their own or provide them to their tax advisor. After termination of the contract, the user can still retrieve and export their data for at least 30 days (§ 17). The provider then deletes all data stored under the contract completely and irrevocably, unless the provider itself is legally obliged to retain it. If the user deletes their account themselves in the profile settings, the data is deleted immediately. There is no claim to restoration of deleted data.
12. Free Services (Freemium Plan)
Insofar as the provider offers services, features or plans (e.g. the “Free” plan) free of charge, it may restrict, modify or discontinue them for objective reasons (e.g. technical development, misuse, economic viability). The provider will announce the discontinuation of a free plan or any restriction of access to stored data at least four weeks in advance in text form; data export under § 17 remains possible during this period. There is no claim to reduction or refund for free services. Liability is governed by § 6.
13. Account Suspension and Fair Use
The use of the platform and its interfaces (e.g., receipt recognition, invoice sending) is only permitted within industry-standard volumes ('Fair Use'). In the event of excessive use that places a disproportionate load on the provider's technical infrastructure, the provider reserves the right to throttle the relevant functions after prior warning. The provider is entitled to temporarily or permanently suspend the user's access to the platform if the user is in default of payment of due amounts or breaches material contractual obligations (e.g., prohibition of spam, unlawful content, or actions endangering system integrity).
14. Price Adjustments
The provider is entitled to adjust prices for paid subscriptions at most once per calendar year to reflect general cost developments (e.g., increased infrastructure, personnel, or third-party service costs). Any price adjustment will be announced to the user via email at least four weeks prior to taking effect. If the user does not agree with the change, they have the right to extraordinary termination up to the date the price change becomes effective.
15. Professional Secrecy Obligations and Data Protection
(1) If the user processes data subject to professional secrecy with Solobuch (e.g. as a lawyer, tax advisor, physician, psychotherapist or member of another profession listed in § 203 StGB), the following applies in addition. (2) The provider participates in the user’s professional activity within the meaning of § 203 (3) sentence 2 StGB. It undertakes to maintain secrecy about all third-party secrets that become known to it and to obtain knowledge of them only to the extent necessary to provide the agreed services. The provider has been informed that unauthorized disclosure of third-party secrets is a criminal offence under § 203 (4) StGB. (3) The provider obliges all employees who may gain access to such data to secrecy in text form and informs them of the criminal consequences of a breach. It only uses subcontractors (e.g. hosting) if they are obliged to secrecy in the same way. (4) This provision is an agreement in text form within the meaning of § 43e (3) BRAO and § 62a (3) StBerG. It survives the end of the contract. Under § 203 (3) StGB, the consent of clients or patients is not required for using the provider; the user’s professional obligations remain unaffected. (5) The provider processes the data in accordance with the GDPR and restricts employee access rights to the necessary minimum.
16. Assignment of Contract and Amendments to the Terms
Assignment of Contract: The provider is entitled to assign its rights and obligations under this contractual relationship in whole or in part to a third party with four weeks' notice. In this case, the user has the right to terminate the contract extraordinarily within two weeks of receiving the notification. Amendments to the Terms: The provider reserves the right to amend these Terms with at least four weeks' prior notice in text form (e.g., via email), provided there is a valid reason (in particular statutory or regulatory changes, changes in case law, administrative requirements, technical security needs, or functional service expansions). If the user does not object to the amended terms in text form prior to their proposed effective date and continues to use the platform, the amendments shall be deemed accepted. If the user objects, both parties have the right to terminate the contractual relationship. The provider will separately inform the user of these legal consequences and the right of termination in the notification.
17. Switching Providers and Data Export (EU Data Act)
(1) The user may at any time request to transfer their data to another provider or to their own infrastructure (switching under Art. 23 et seq. Regulation (EU) 2023/2854, “Data Act”). The notice period for switching is at most two months; shorter cancellation periods of the chosen plan remain unaffected. (2) Exportable data includes in particular: invoices as PDF with embedded ZUGFeRD/Factur-X XML, bookkeeping data in DATEV format (EXTF CSV) with invoice PDFs and receipt files as ZIP, and invoice and expense lists as CSV. Client and sender profiles and all other data entered by the user that cannot be exported by the user in the chosen plan are provided by the provider on request in a common machine-readable format (JSON or CSV). Internal data of the provider (e.g. source code, security logs) is not included. (3) After the notice period, the provider supports the switch during a transitional period of at most 30 calendar days and continues to provide the agreed services during this time. If this is technically not feasible, the provider will notify the user with reasons within 14 working days of the switching request and may extend the transitional period to at most seven months. The user may extend the transitional period once. (4) After the end of the transitional period, the user can retrieve their data for at least another 30 days. All data is then completely deleted, unless the provider itself is legally obliged to retain it. (5) The provider charges no fees for switching and data export. (6) The contract ends upon successful completion of the switch; the provider informs the user of this without undue delay.
18. Tax deadline reminders (convenience feature)
(1) The “Business” plan includes a reminder function for tax deadlines (e-mail, web push, Telegram). It is an additional convenience feature and not a main contractual obligation of the provider. In particular, the provider does not owe that a reminder is delivered on time, completely or at all. (2) The deadlines shown are determined on the basis of general statutory rules and the information stored by the user (e.g. VAT return period, permanent extension, tax advisor) and serve as guidance. Only the assessments and communications of the competent tax office are authoritative. The user is responsible for checking the accuracy of their information and for meeting their tax deadlines; in individual cases deadlines may differ. (3) Delivery may in particular fail or be delayed due to outages at service providers (e-mail, push or messenger providers), blocked or disconnected channels, spam filters, device or browser settings, or incomplete or incorrect profile information. The user should not rely on this function alone. (4) The user can view the delivery status in the history. “Handed over” means that the message was passed to the respective service provider; it does not mean that it was delivered or read. (5) Liability is governed by § 6. § 5 (no tax or legal advice) applies accordingly.