Terms of Service

Who you are dealing with

QuickBill - The Invoice Man is a product of Kanvas Creative Solutions ("Kanvas", "we", "us"), a South African creative and technology company based in Rustenburg. Kanvas builds and operates QuickBill, and it is the company you contract with when you use it.

Kanvas is the merchant of record for QuickBill. Your subscription and AI credit are paid to Kanvas through its PayFast and Yoco merchant accounts, and your statement shows a Kanvas Creative Solutions or QuickBill reference. Payments your own customers make to you are different: they go through the payment accounts you connect, straight to you.

• Registered nameKanvas Creative Solutions
• Registration number2019/136304/07
• ProductQuickBill · quickbill.co.za
• Physical address42 Heystrek Street, Rustenburg, North West, South Africa
• QuickBill supportsupport@quickbill.co.za
• Legal and privacylegal@kanvas.co.za
• Telephone and WhatsApp+27 81 788 0727
• Office hoursMonday to Friday, 09:00 to 17:00 (SAST)
• CurrencyAll prices are in South African Rand (ZAR)
• Company termsknvs.co.za legal set

1. The agreement

These Terms apply when you create a QuickBill account, sign in to one, use the QuickBill Android app, pay a subscription or buy AI credit. If you accept on behalf of a business, you confirm that you may bind it.

You must be at least 18 years old to hold an account, and the information you give us must be accurate and kept up to date.

We may update these Terms. The version on this page, with its effective date, is the one that applies. Material changes are announced by email or in QuickBill at least 14 days before they take effect.

2. What QuickBill is

QuickBill is business software for South African small businesses and freelancers, in the browser at quickbill.co.za and in the QuickBill Android app. It includes:

• Invoices, quotations and statements - branded documents, secure public links, PDF, email, SMS and WhatsApp delivery, partial payments and balances.
• Customers, leads and team members - a customer list, a leads list, and sub-user sign-ins for your staff.
• Inventory and the catalogue - your products and services, each marked as a product or a service and arranged in categories, published as a public catalogue (with Products and Services tabs where you sell both) and a cart and checkout. An item without a price shows as "Price on request" and cannot be ordered online.
• Payments - payment links, a permanent scan-to-pay QR and invoice checkout through the PayFast or Yoco account you connect, or EFT.
• Expenses and reports.
• The digital business card - a public page for your business with its own AI assistant (section 3).
• Bill AI - an assistant that works QuickBill for you by text and voice, in the app and on WhatsApp (section 4).

Features change as QuickBill improves. We may add, change or withdraw a feature, and will give reasonable notice where a change takes away something you rely on.

QuickBill is a tool, not an accountant, attorney or tax practitioner. Check that your documents meet your own tax and legal obligations.

3. The digital business card and catalogue

Every account can publish a digital business card at share.quickbill.co.za: your profile, contact details, links, services and catalogue, with "Save to contacts" and "Save to home screen", and an AI assistant visitors can chat to. Accounts brought over from the KNVS Assistant keep their card, and their old assistant.knvs.co.za links forward to it.

• You decide what is on it. Everything shown on your card and catalogue - prices, descriptions, pictures, opening hours - comes from what you enter, and you are responsible for it being accurate and lawful.
• The card is public. Anyone with its link or QR code can see it, and search engines may index it. Do not put anything on it you would not publish.
• Services and products come from your catalogue. The card's Services and Products sections show your catalogue items of each type, with their pictures and prices, and you choose on the card settings which sections and prices are shown.
• Orders from the catalogue are between you and your customer. A visitor can tap Order on the card, or ask the assistant, and the item goes into the catalogue cart, but the order, its price, delivery and any refund are yours to honour.
• The printed QuickBill Card. Its QR code opens your business card, your catalogue, or a payment link for 30 minutes, whichever you set as the default on the dashboard. A printed card can be ordered from Kanvas Card Studio at knvs.co.za/cardstudio; that is a separate purchase from Kanvas, with its price and estimated delivery shown at checkout.
• Leads. When a visitor gives the card assistant a name, phone number or email address, QuickBill saves it to your Leads so you can follow up. Use those details only to answer that person and as the law allows.

You can choose in Settings whether QuickBill opens on your business card or on the QuickBill dashboard.

4. Bill AI and the card assistant

QuickBill's AI features - Bill in the app, Bill on WhatsApp, Bill voice, and the assistant on your business card - are built on third-party AI models. Please keep in mind:

• AI can be wrong. Check documents, amounts and messages before you rely on them or send them. Actions that cannot be undone, such as deleting a document or sending an email or SMS, ask you to confirm first.
• The card assistant speaks for your business using the information, personality and instructions you give it. You are responsible for what it is told to say, and for answering the visitors and orders it passes on to you.
• It should not be used for advice that needs a qualified professional, or to make decisions about people that have legal or similar effects.
• The content needed to answer - the question, the relevant business details and the conversation - is sent to the AI provider to produce the reply. The Privacy Policy explains what is sent and what is not.

5. Your account and sign-in

You sign in with your email address and password, a one-time PIN by email or SMS, a WhatsApp confirmation, or Continue with Google. With Google, QuickBill opens the account that uses the email address Google confirms; if there is none, it offers to create one with that address. Where one email or number belongs to more than one QuickBill account (your own and a team account, say), QuickBill asks which one to open.

• Keep your password, PINs and devices private, and tell us at once at support@quickbill.co.za if you think someone else has access.
• You are responsible for what is done in your account, including by team members you add. Remove a team member's access when they leave.
• One business, one owner account. Do not open extra accounts to get around a limit or a free trial.

6. Subscription, free trial and price

Free trial. A new account gets a 30-day free trial of QuickBill. No card is needed to start it. When the trial ends, a subscription is needed to keep working; your data is kept for 14 days so you can subscribe or export it.

Price. QuickBill costs R189 a month, billed monthly in advance through PayFast. There is no annual plan. From 30 November 2026 the price is R289 a month. Existing subscribers are charged the new price from their first renewal on or after that date.

Renewal. The subscription renews each month until you cancel. Cancel before the renewal date and it is not charged again; QuickBill stays usable until the end of the month already paid for.

Price changes. We give at least 30 days' notice of a price increase, by email or in QuickBill. If you do not want to continue at the new price, cancel before it takes effect.

Failed payments. If a renewal fails we will tell you and try again. If it is still unpaid after 7 days, we may pause the account until it is paid. Your data is not deleted while the account is paused.

7. AI credit

AI features run on AI credit: one Rand balance that pays for Bill in the app, Bill on WhatsApp, Bill voice and the business card assistant. SMS is not paid from AI credit (section 8).

• How it is used. Each AI reply or voice message is deducted from your balance according to how much AI work it took. A long or complicated reply costs more than a short one. The estimates shown when you buy (a cost per reply, a number of chats) are averages, not promises.
• Expiry. Each purchase lasts 12 months from the day it is bought. The oldest credit is used first, and credit that is not used within its 12 months lapses.
• Running out. When the balance reaches zero, AI features stop until you top up. Nothing else in QuickBill stops, and you are never charged beyond your balance.
• No cash value. AI credit cannot be withdrawn, transferred to another account or exchanged for money, and unused or lapsed credit is not refunded, except where the law requires it.
• Pack prices may change for future purchases. Credit you have already bought keeps its value.

8. SMS

SMS reminders and messages are paid from a separate SMS balance, bought in QuickBill. SMS credit has no cash value and is not refundable. You may only SMS people who expect to hear from you about your business, and every marketing message must let the recipient opt out.

9. How payments work

Paying Kanvas. Subscriptions and AI credit are paid to Kanvas, the merchant of record, through PayFast or Yoco on Kanvas merchant accounts. Card details are entered on the gateway's own secure page. Kanvas never sees or stores your card number, expiry date or CVV.

Your customers paying you. Invoice payments, catalogue orders and scan-to-pay go through the PayFast or Yoco account you connect in Settings, or by EFT to your bank. That money is yours and never passes through Kanvas; the gateway's own terms and fees apply between you and it. Kanvas is not a party to the sale and does not handle your customers' refunds or disputes.

10. Refunds and cancellation

Refunds follow the Kanvas Refund and Cancellation Policy, which forms part of these Terms. For QuickBill in short:

• A subscription can be cancelled at any time and does not renew. The month already started is not refunded, because QuickBill was available for it.
• A renewal charged after a cancellation we received in time is refunded in full.
• AI and SMS credit is not refunded once bought, except for a duplicate or wrong charge.
• A duplicate charge, a wrong amount or a charge you did not authorise is always refunded once verified.

Nothing here removes a right you have under the Consumer Protection Act, 2008 or the Electronic Communications and Transactions Act, 2002. Please contact us before raising a chargeback; it is usually slower than a refund from us.

11. Your content and your customers' information

It stays yours. You own the documents, customer lists, catalogue, pictures and other content you put into QuickBill. You give us the licence needed to store, process, resize, display, back up and send it so that QuickBill can work, and nothing more.

You are the responsible party for the personal information of your customers, leads and contacts. You must have a lawful reason to load it, and you must use it lawfully. Kanvas processes it on your behalf, as an operator, and does not use it for its own purposes. The POPIA page sets out both roles.

Accuracy. You are responsible for the amounts, tax, descriptions and recipients on what you send.

Export. You can export your documents and lists from QuickBill at any time. Keep your own copies of anything that matters.

12. Acceptable use

Do not use QuickBill to:

• issue false, misleading or fraudulent invoices, quotations or receipts;
• send spam or unwanted email, SMS or WhatsApp messages, or contact people without a lawful reason;
• publish unlawful, infringing, deceptive or offensive content on your card or catalogue, or sell goods or services that are illegal;
• impersonate a person or business, or make the AI assistants mislead people;
• try to get into accounts, data or systems you have no right to, scrape or overload the service, or reverse engineer it; or
• resell or sublicense QuickBill without our written consent.

We may take down content, pause AI features, suspend or close an account where this section is broken, where a payment is reversed fraudulently, or where the law requires it. Where we reasonably can, we tell you first and give you a chance to put it right.

13. Ownership of QuickBill

QuickBill, its software, design, names and marks, and the business card and assistant templates, belong to Kanvas. Your account gives you a licence to use them while it is active, not ownership of them.

Ideas and feedback you send us may be used to improve QuickBill without any obligation to you.

14. Warranties and liability

We run QuickBill with reasonable skill and care. We cannot promise it will always be available or free of errors: hosting, gateways, WhatsApp, SMS, email and AI providers all sit between us and you, and none is perfect.

To the extent the law allows, Kanvas is not liable for indirect or consequential loss, lost profit, lost data, or loss caused by a third party, including an AI reply you relied on without checking. Where liability cannot be excluded, our total liability for a claim is limited to what you paid us for QuickBill in the 3 months before the claim. Nothing limits liability for fraud or gross negligence, or anything the law does not allow us to limit.

You indemnify Kanvas against claims that arise from your content, your card and catalogue, the documents and messages you send, your dealings with your customers, or your breach of these Terms.

15. Ending the agreement

You may cancel at any time from Settings or by emailing support@quickbill.co.za. QuickBill stays usable until the end of the paid month.

We may suspend or close an account under section 12, where it stays unpaid after notice, or where the law or a payment gateway requires it.

Afterwards your business card and catalogue go offline. Your data is kept for 14 days so you can ask for an export, and is then deleted, except invoices, payments and other records the law requires us to keep, as the Privacy Policy sets out. Unused AI and SMS credit lapses when the account is closed.

16. Complaints, governing law and general

Complaints. Tell us first at support@quickbill.co.za with your account email and what went wrong. We aim to acknowledge within one business day and to resolve or explain within ten business days. If that does not settle it, you may approach the National Consumer Commission, a recognised consumer ombud, or a court.

Law. These Terms are governed by South African law, and the South African courts have jurisdiction.

General. If a clause is unenforceable the rest stands. Not enforcing a right at once does not waive it. You may not cede your rights under these Terms without our written consent. These Terms, the Privacy Policy, the POPIA and PAIA notice and the Refund and Cancellation Policy are the whole agreement about QuickBill.