The terms, in plain words.

Effective 2 September 2026

1. 01The agreement

   These terms are between Northstack LLC, the operator of Ledger Map, and the practice or bookkeeping business that creates an account (the customer). By creating an account, connecting a system, or inviting a team member, the customer agrees to these terms and to the privacy policy.

   A person who accepts on behalf of a practice confirms they have the authority to do so.

2. 02The service

   Ledger Map provides accounting mapping, synchronisation, reconciliation, document processing, review queues, and related operational tools for allied health practices and bookkeepers.

   The service produces proposals and carries out approved operations under the practice's configuration. It is not accounting, tax, legal, clinical, or privacy advice. A qualified person should review the configuration and any material accounting outcome.

3. 03Accounts and authority

   The customer must:

   • Give access only to people who are authorised for the practice.
   • Keep account and device access secure.
   • Assign each person a role that matches their work.
   • Have authority to connect each Xero, Zanda, Stripe, email, and storage account it connects.
   • Tell Northstack LLC promptly about suspected unauthorised access.

4. 04Approvals

   Nothing is written to Xero or Zanda until a mapping has been approved for the practice. A bookkeeper who approves a mapping confirms that the practice has authorised that access and the accounting operations that follow. A practice owner who approves a mapping confirms, by recorded self-attestation, that they are responsible for the practice's bookkeeping and have reviewed the mapping and its dry run.

5. 05Customer data

   The customer keeps its rights in its data. The customer gives Northstack LLC permission to host, copy, transform, transmit, and delete that data as needed to provide the features the customer uses, follow its documented instructions, secure the service, and comply with law.

   The customer should send only the accounting and remittance material the service needs. Clinical notes, diagnoses, referral details, and unrelated health records should not be uploaded. The privacy policy describes how data is handled and what is not yet built.

6. 06Connected providers

   Xero, Zanda, Stripe, Supabase, Vercel, Render, Resend, Sentry, and the model provider have their own terms and behaviour. The service depends on their availability, interfaces, limits, and regional processing, and a change on their side can require a change in the product or the practice's configuration.

   The customer remains responsible for its provider accounts and for the records held in those systems. Disconnecting Ledger Map does not delete records in a provider account unless that operation is expressly offered and confirmed in the product.

7. 07Accounting operations

   Ledger Map uses approved configuration, dry runs, questions, and audit records to reduce posting risk. The customer is responsible for reviewing mappings, tax treatment, clearing accounts, opening balances, lock dates, and go-live decisions.

   External systems can accept, reject, delay, alter, or duplicate a request in unexpected conditions. The customer should keep its normal reconciliation, period close, access review, and backup practices.

8. 08Fees

   Plans, prices, billing periods, and what each plan includes are set out on the pricing page and confirmed at checkout. Prices are in Australian dollars. A plan renews each billing period until cancelled from the billing settings, and a cancellation takes effect at the end of the paid period. If a payment fails, the service can move to read-only after the grace period stated in the product.

   Northstack LLC may change features or provider support with reasonable notice where practical. A material reduction in a paid plan comes with the option to cancel.

9. 09Acceptable use

   Users must not:

   • Access a practice without authority.
   • Probe or bypass security or usage controls outside an agreed security test.
   • Upload malicious code or content unrelated to the service.
   • Use the service to mislead a payer, funder, regulator, or accounting system.
   • Copy or resell the service except under an agreed partner arrangement.

10. 10Availability and support

    Northstack LLC provides the service with reasonable care and skill. Maintenance, provider incidents, internet failures, security response, and pilot changes can affect availability. Support is by email at shane@cleverops.com.au. Response targets and any service credits belong to the plan or order form the customer has agreed.

11. 11Responsibility and liability

    Each party is responsible for loss caused by its own breach of these terms, negligence, or unlawful act.

    To the extent the law allows, Northstack LLC is not liable for indirect or consequential loss, or for loss caused by a connected provider, by data the customer supplied, or by a configuration the customer approved. To the extent the law allows, Northstack LLC's total liability under these terms in any twelve month period is limited to the fees the customer paid for the service in that period.

    The Australian Consumer Law gives consumers guarantees that cannot be excluded. Nothing in these terms limits a right or remedy that the law does not allow the parties to limit. Where the law allows liability for a guarantee to be limited, it is limited to supplying the service again or paying the cost of having it supplied again.

12. 12Suspension and ending the service

    Northstack LLC may suspend access where reasonably needed to address security, unlawful use, non-payment, or material harm, and where practical will give notice and a chance to fix the issue first.

    Either party may end the agreement by notice. On ending, connected writes stop and the customer's data follows the export and deletion process in the privacy policy. During the pilot period that export and deletion are carried out by hand on request. Provider records stay with the relevant provider and practice. Backup ageing and legal retention can affect the time needed to complete a deletion.

13. 13General

    These terms are governed by the laws of Victoria, Australia, and the courts of that state have jurisdiction. Notices go to the customer's administrator email and to shane@cleverops.com.au. Neither party may assign the agreement without the other's consent, except that Northstack LLC may assign it to a successor that takes on the service. Neither party is liable for delay caused by events outside its reasonable control. If a provision is unenforceable, the rest continues.

    Contact: Northstack LLC, shane@cleverops.com.au.