Terms of service

These Terms of Service (the "Terms") form a binding agreement between Phyto Nex LLP, a limited liability partnership registered in India under the Limited Liability Partnership Act, 2008 with its registered office at 1209 Orange Street, Wilmington, DE 19801 and its principal place of business at 312, Thiruvalluvar Street, Vellakinar Pirivu, Gnanambika Mills, Coimbatore North, Coimbatore, Tamil Nadu 641029, India ("Phyto Nex AI"), and the organization that registers for or uses the Service ("Customer"). They take effect on January 15, 2026 and were last updated on September 1, 2026.

By clicking to accept, signing an Order Form that references these Terms, or using the Service, the individual doing so confirms that they have authority to bind Customer. If Customer and Phyto Nex AI have signed a separate master subscription agreement covering the Service, that agreement governs instead of these Terms to the extent they conflict.

The Service is offered only to businesses and other organizations, not to consumers. Customer represents that it is acquiring the Service for business purposes.

• "Active Submitter" means a unique individual who submits at least one expense report or card transaction that the Service audits during a calendar month. Approvers, AP reviewers, administrators and read-only auditors are not Active Submitters and are not charged.
• "Connected Platform" means a third-party expense, card or ERP system that Customer connects to the Service, including SAP Concur, Expensify, Ramp, Brex, Navan, NetSuite, QuickBooks Online and Workday.
• "Customer Data" means all data, including personal data, that Customer or its Users submit to the Service or that the Service retrieves from a Connected Platform on Customer's behalf, including receipts, expense reports, line items and message replies.
• "Documentation" means Phyto Nex AI's then-current product guides, help center articles and API references.
• "Finding" means a policy violation, duplicate, split transaction or other observation the Service surfaces for human review.
• "Draft" means a message the Service prepares for possible delivery to an employee, which has no effect until a User approves it.
• "Order Form" means an ordering document or online checkout that specifies the plan, subscription term, included Active Submitters and fees.
• "Service" means the Phyto Nex AI hosted software, connectors, APIs and related support described in the Documentation.
• "User" means an individual whom Customer authorizes to access the Service under Customer's account.

Customer is responsible for all activity under its account, for ensuring that Users keep their credentials confidential and for configuring roles appropriately. Customer should enable single sign-on and multi-factor authentication, which the Service supports on all paid plans.

Customer must provide accurate registration and billing information and keep it current. Customer must notify Phyto Nex AI promptly at the security address listed in section 20 if it suspects unauthorized access to its account.

User seats for approvers, AP staff, administrators and auditors are unlimited and free. Phyto Nex AI may reasonably limit the number of API requests per minute to protect platform stability, as described in the Documentation.

Subject to these Terms and payment of fees, Phyto Nex AI grants Customer a non-exclusive, non-transferable right during the subscription term to access and use the Service for Customer's internal business purposes.

14-day free production trial

New customers may use the Service free of charge for 14 days with real data from their Connected Platforms (the "Trial"). During the Trial the Service is fully functional, including line-item OCR, the policy audit engine and the pushback agent. No payment card is required to start the Trial. At the end of the Trial, Customer's access pauses unless Customer selects a paid plan. Customer Data from the Trial is retained for 30 days after the Trial ends so that Customer can continue without reconnecting, and is then deleted.

Because the Trial is provided free of charge, the service level commitments in section 17 do not apply to it and Phyto Nex AI's total liability arising from the Trial is limited to one hundred US dollars (US$100).

Fees are set out in the Order Form or on our pricing page at the time of purchase. Plans are billed monthly or annually in advance. Annual billing receives a 15% discount on the equivalent monthly price.

Active Submitter counting and overages

Each plan includes a number of Active Submitters per month. If the number of Active Submitters in a month exceeds the included amount, Phyto Nex AI invoices the excess at the per-submitter overage rate in the Order Form, in arrears. Phyto Nex AI counts each individual once per month regardless of how many reports they submit. Customer may view its current count on the billing page in the application at any time.

Payment

Invoices are payable within 30 days of the invoice date in the currency stated on the invoice (US dollars, or Indian rupees for customers contracting in India). Card payments are processed by Stripe, Inc. Overdue amounts accrue interest at 1% per month or the maximum rate permitted by law, whichever is lower. If any undisputed amount is more than 30 days overdue, Phyto Nex AI may suspend the Service after giving 10 days' written notice.

Taxes

Fees exclude taxes. Customer is responsible for all sales, use, value-added, goods and services and similar taxes, other than taxes on Phyto Nex AI's net income. For customers in India, Goods and Services Tax (GST) at the applicable rate is added to invoices, and Customer should provide a valid GSTIN to claim input tax credit. Where Customer is required by law to withhold tax (including TDS under the Indian Income-tax Act), Customer will provide the withholding certificate within the period required by law.

Fee changes

Phyto Nex AI may change its prices for a renewal term by giving at least 45 days' notice before the renewal date. Prices do not change during a paid term.

As between the parties, Customer owns all Customer Data. Customer grants Phyto Nex AI a worldwide, limited license to host, copy, process, transmit and display Customer Data solely to provide, secure and support the Service and as otherwise instructed by Customer.

Phyto Nex AI does not use Customer Data to train foundation models or any machine learning model made available to other customers. Phyto Nex AI may generate aggregated, de-identified statistics about the performance of the Service (for example the accuracy of OCR field extraction across all customers), provided that such statistics do not identify Customer, any User or any individual.

Customer is responsible for having all rights, notices and legal bases necessary for Phyto Nex AI to process Customer Data, including notices to employees that their expense submissions are audited. The Data Processing Addendum at /legal/dpa forms part of these Terms and governs Phyto Nex AI's processing of personal data within Customer Data.

Customer will not, and will not permit any User or third party to:

• use the Service to profile, rank or score individual employees for hiring, promotion, termination or compensation decisions, or as the sole basis for any disciplinary action;
• upload or connect data that Customer has no right to process, or data relating to individuals who are not Customer's employees, contractors or authorized travellers;
• upload full payment card numbers, government identifiers, health records or other special category data except as incidentally present on receipts;
• send messages through the Service that are harassing, threatening, discriminatory or misleading;
• reverse engineer, decompile or attempt to derive source code or model weights from the Service, except to the extent permitted by law;
• access the Service to build a competing product, or benchmark it for publication without Phyto Nex AI's prior written consent;
• circumvent rate limits, authentication or security controls, or probe for vulnerabilities outside the responsible disclosure program in our Security Policy;
• resell, sublicense or provide the Service to third parties, except that accounting firms may use the Service for their own clients under a partner agreement.

Phyto Nex AI may suspend access to the extent reasonably necessary to address a violation that threatens the security or integrity of the Service, and will notify Customer and restore access promptly once the issue is resolved.

The Service connects to Connected Platforms using read-only scopes. It retrieves expense reports, receipts and transactions, but it does not approve, reject, edit, delete or post entries in any Connected Platform, and it does not move money, change card limits or alter payroll.

Human approval of every action

The Service flags Findings and prepares Drafts. Customer's authorized AP or finance Users decide whether a Finding is valid, whether to send a Draft (with or without edits) and whether to make any deduction, recovery or reimbursement adjustment. No Draft is delivered to an employee unless a User approves it. Customer is solely responsible for every message it sends and every reimbursement, deduction or disciplinary decision it makes.

No professional advice

The Service is a software tool. Findings, tax classification suggestions, policy templates, IRS Accountable Plan guidance and other content in the Service or on Phyto Nex AI's website are provided for informational purposes and do not constitute tax, accounting, legal or employment advice. Customer should obtain its own professional advice before relying on them, and remains responsible for its tax filings, payroll treatment and compliance with employment law.

Policy rules are configured by Customer. Phyto Nex AI is not responsible for Findings that result from rules Customer has configured, or for the content of Customer's expense policy.

The Service interoperates with Connected Platforms and messaging tools such as Slack and Microsoft Teams that are provided by third parties under their own terms. Customer's use of those platforms is governed by its agreements with their providers. Phyto Nex AI is not responsible for the availability, accuracy or security of any third-party platform, or for changes to their APIs that limit the Service's functionality, although Phyto Nex AI will use commercially reasonable efforts to maintain each published connector.

By connecting a third-party platform, Customer authorizes Phyto Nex AI to access the data available through the authorized scopes and to deliver approved messages to the destinations Customer selects.

Each party may receive non-public information from the other that is marked confidential or that a reasonable person would understand to be confidential ("Confidential Information"). Customer Data is Customer's Confidential Information. The Service, Documentation, pricing and security reports are Phyto Nex AI's Confidential Information.

The receiving party will use Confidential Information only to perform under these Terms, protect it with at least reasonable care, and disclose it only to its employees, contractors and advisers who need to know it and are bound by confidentiality obligations at least as protective. These obligations do not apply to information that is or becomes public through no fault of the receiving party, was known to it without restriction, is independently developed or is rightfully received from a third party. A party may disclose Confidential Information when legally compelled, after giving the other party reasonable notice where lawful.

Phyto Nex AI and its licensors own all rights in the Service, Documentation, policy rule library, models, software and trademarks, including improvements. Except for the limited rights expressly granted in these Terms, no rights are granted to Customer by implication or otherwise.

If Customer or its Users provide suggestions, ideas or feedback about the Service ("Feedback"), Phyto Nex AI may use the Feedback without restriction or obligation. Feedback does not include Customer Data or Customer's Confidential Information, and Phyto Nex AI will not identify Customer as the source of Feedback without permission.

Customer retains all rights in its expense policies and any policy text it uploads. Policy templates that Phyto Nex AI provides may be used and modified by Customer for its own internal purposes.

Phyto Nex AI warrants that during the subscription term (a) the Service will perform materially in accordance with the Documentation, and (b) Phyto Nex AI will not materially decrease the overall security of the Service. Customer's exclusive remedy for breach of this warranty is for Phyto Nex AI to correct the non-conformity or, if it cannot do so within 30 days of notice, for Customer to terminate the affected subscription and receive a refund of prepaid fees for the remaining term.

Each party warrants that it has the authority to enter into these Terms and will comply with laws applicable to it in performing them.

EXCEPT AS EXPRESSLY STATED IN THESE TERMS, THE SERVICE IS PROVIDED "AS IS" AND Phyto Nex AI DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE AND NON-INFRINGEMENT. Phyto Nex AI DOES NOT WARRANT THAT THE SERVICE WILL IDENTIFY EVERY POLICY VIOLATION OR DUPLICATE, THAT OCR EXTRACTION WILL BE ERROR-FREE, OR THAT THE SERVICE WILL BE UNINTERRUPTED.

By Phyto Nex AI

Phyto Nex AI will defend Customer against any third-party claim alleging that the Service, as provided by Phyto Nex AI, infringes a patent, copyright or trademark or misappropriates a trade secret, and will pay damages finally awarded or agreed in settlement. If such a claim is made or appears likely, Phyto Nex AI may modify the Service, obtain a license, or terminate the affected subscription and refund prepaid fees. This obligation does not apply to claims arising from Customer Data, Customer's policy configuration, combination with items not provided by Phyto Nex AI, or use in breach of these Terms.

By Customer

Customer will defend Phyto Nex AI against any third-party claim arising from Customer Data, from messages Customer approves and sends through the Service, or from Customer's reimbursement, deduction or employment decisions, and will pay damages finally awarded or agreed in settlement.

Procedure

The indemnified party must promptly notify the indemnifying party of the claim, give it sole control of the defence and settlement (provided no settlement imposes liability on the indemnified party without consent) and provide reasonable cooperation at the indemnifying party's expense.

NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, GOODWILL OR DATA, EVEN IF ADVISED OF THEIR POSSIBILITY.

EACH PARTY'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS WILL NOT EXCEED THE FEES PAID AND PAYABLE BY CUSTOMER TO Phyto Nex AI IN THE 12 MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

The limitations in this section do not apply to Customer's payment obligations, either party's indemnification obligations, a party's breach of section 10 (Confidentiality) other than with respect to Customer Data, or liability that cannot be limited by law. For breaches of Phyto Nex AI's data protection or security obligations, Phyto Nex AI's aggregate liability is limited to two times the fees paid and payable in the preceding 12 months.

These Terms remain in effect until all subscriptions have expired or been terminated. Subscriptions renew automatically for successive periods equal to the initial term (monthly or annual) unless either party gives notice of non-renewal at least 30 days before the end of the current term. Monthly subscriptions may be cancelled at any time in the billing settings, effective at the end of the current month.

Either party may terminate these Terms for cause if the other party materially breaches them and does not cure the breach within 30 days of written notice, or if the other party becomes insolvent or the subject of bankruptcy, liquidation or corporate insolvency resolution proceedings. If Customer terminates for cause, Phyto Nex AI will refund prepaid fees for the remainder of the term.

Sections 6, 10, 11, 12, 13, 14, 16, 18 and 19 survive termination, together with any accrued payment obligations.

During the subscription term and for 30 days after it ends, Customer may export Customer Data, including Findings, audit logs and receipt images, in CSV, JSON and PDF formats through the application or the API. After that 30-day period, Phyto Nex AI will delete Customer Data from its production systems within 30 days, and from encrypted backups within 35 days thereafter, unless retention is required by law. On request, Phyto Nex AI will provide written confirmation of deletion signed by an officer.

Phyto Nex AI targets monthly availability of the web application and audit pipeline of 99.9% on the Mid-Market and Growth plans and commits to 99.95% on the Enterprise plan, excluding scheduled maintenance announced at least 72 hours in advance and outages of Connected Platforms. Live availability is published on our status page.

Customer must request credits within 30 days of the end of the affected month by writing to support@phytonexai.com. Service credits are Customer's sole remedy for availability shortfalls, except that Customer may terminate for cause if availability falls below 95.0% in any two consecutive months.

These Terms are governed by the laws of India, without regard to its conflict of laws rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

The parties will first try to resolve any dispute through good-faith discussions between senior executives for 30 days. If the dispute is not resolved, it will be finally resolved by arbitration under the Arbitration and Conciliation Act, 1996 before a sole arbitrator appointed by mutual agreement, with the seat and venue of arbitration in Coimbatore, Tamil Nadu, conducted in English. Subject to the arbitration clause, the courts at Coimbatore have exclusive jurisdiction.

Either party may seek interim or injunctive relief from any court of competent jurisdiction to protect its intellectual property or Confidential Information.

• Assignment: neither party may assign these Terms without the other's consent, except to a successor in a merger, acquisition or sale of substantially all relevant assets, with notice.
• Force majeure: neither party is liable for delays caused by events beyond its reasonable control, other than payment obligations.
• Independent contractors: the parties are independent contractors, and nothing creates a partnership, agency or employment relationship.
• Notices: legal notices must be in writing and sent to the addresses in the Order Form, with copies to Phyto Nex AI's legal team by email. Operational notices may be given in the application.
• Publicity: Phyto Nex AI may list Customer's name and logo as a customer unless Customer opts out by email.
• Export and sanctions: each party will comply with applicable export control and sanctions laws, and Customer will not permit access from embargoed countries.
• Anti-corruption: neither party has offered or received any bribe or improper payment in connection with these Terms.
• Changes: Phyto Nex AI may update these Terms by posting a revised version and notifying Customer at least 30 days in advance. Changes apply from the next renewal term, unless they are required by law.
• Entire agreement: these Terms, the Order Form and the DPA are the entire agreement on their subject matter and supersede prior understandings. Customer purchase order terms have no effect.
• Severability and waiver: an unenforceable provision will be modified to the minimum extent needed, and failure to enforce a provision is not a waiver.

Questions about these Terms can be sent to sales@phytonexai.com for commercial matters, support@phytonexai.com for service questions, security@phytonexai.com to report a security concern and privacy@phytonexai.com for data protection matters. Postal notices should be addressed to Phyto Nex LLP, Attn: Legal, 312, Thiruvalluvar Street, Vellakinar Pirivu, Gnanambika Mills, Coimbatore North, Coimbatore, Tamil Nadu 641029, India, with a copy to the registered office at 1209 Orange Street, Wilmington, DE 19801, United States. You can also call +91 80 4123 7815 or, from within India, 1800-419-6620.