Terms of service

Effective date: October 24, 2026

1. Scope and parties

  • These terms govern the use of Clockaroo (the "service"), provided by Aleksandr Ulanov, Gran Via de les Germanies 29, 46006 Valencia, Spain ("we", "us"). Our full details are in the Imprint.
  • Businesses only. The service is offered only to businesses and self-employed professionals acting in their trade or profession ("you"). It is not offered to consumers. By signing up you confirm that you use it for your business, and, if you sign up for a company, that you may bind it to these terms.
  • Purchases through Paddle. Paid plans are sold by our reseller Paddle, which is the merchant of record. Your purchase contract for a paid plan is with Paddle under Paddle's buyer terms; these terms govern your use of the service.
  • Your own general terms do not apply, even if you refer to them.

2. The service

  • Clockaroo lets you track working time, turn it into invoices, create invoices as PDF and as XRechnung and ZUGFeRD e-invoice files, send them by email, view reports, import data from Harvest, give your tax adviser or bookkeeper read access and export all your data. The free e-invoice creator and checker on our website can be used without an account.
  • Invoicing is available for businesses based in the countries named on the pricing page. In other countries you can track time and export your hours; the app tells you which applies.
  • Invoice inbox. A workspace can get its own email address for invoices from its suppliers. Use it only for invoices and related messages addressed to your business. We may refuse or delete messages without invoice files, spam, and messages over the size or rate limits. Email delivery can fail or be delayed, and we do not guarantee that every message reaches the inbox. Keep your own way of receiving invoices, such as your usual email address, so that you still receive them if the inbox is unavailable. We check received invoices on our own server; reviewing their content and paying them remains your task.
  • Spain. The service does not meet the Spanish Verifactu rules or Spanish e-invoicing duties. If your business is resident in Spain, do not use it as your invoicing system; you can still track time and export your data.
  • The service is new and we keep developing it. We may change features if the core functions (time tracking, invoices, export) stay available to you. We tell you in advance about changes that affect you materially (section 14).

3. Accounts, workspaces and people

  • Your business works in a workspace. The person who creates it is its owner; owners can invite team members (on Team, including the trial) and manage settings, plans and exports.
  • Who you pay for: each member of the workspace who can sign in and track time. You never pay for your clients, the recipients of your invoices, advisers you give read access, or people imported from another tool until they accept an invitation.
  • Advisers. Owners can give up to 3 tax advisers or bookkeepers free read access, on every plan. An adviser sees the workspace's issued invoices and credit notes with their files, the expenses by month with their receipts, the reports by client and project, and the exports (the DATEV export, an invoices ZIP, and the expenses as a table or a ZIP with the receipt originals), and may change the DATEV settings; owners are told by email when they do. Advisers cannot track time, see drafts or change invoices. They must use two-factor authentication. Their downloads, exports and changes are recorded in the workspace's audit log. Owners can remove an adviser's access at any time; it also ends when the last owner closes their account. You decide who gets access and are responsible for making sure you may share your records with them.
  • Keep your sign-in details secret and tell us at once if you suspect misuse. You are responsible for what happens in your workspace, including what your team members and advisers do.

4. Plans and trial

  • Free: 1 person, unlimited clients, projects and time, and 5 issued invoices per calendar month (credit notes do not count). Free has no time limit.
  • Team: unlimited people and invoices, paid per person, monthly or yearly.
  • Trial: a new workspace gets Team free for 14 days, with no payment details. After the trial it moves to Free unless you buy Team.
  • Nothing is deleted when limits apply. If a workspace is on Free with more than one person (after the trial, or after Team ends), everyone except the first owner is paused: their data stays, but they cannot track time until you buy Team. The same applies to anything else above the Free limits.
  • The current features and limits of each plan are on the pricing page.

5. Prices, fixed price for 24 months, price changes

  • The prices are on the pricing page. They are per person and month and are net prices; Paddle adds VAT where it applies.
  • Fixed price for 24 months. The per-person prices of Team (monthly and yearly) that apply on the day of your workspace's first payment will not increase for 24 months from that day (the "fixed-price period"). This also applies when you add people, switch between monthly and yearly, or cancel and buy Team again within that period.
  • After the fixed-price period we may change the price of your plan for future billing periods. We will tell you by email at least 60 days before the change takes effect. The new price applies only from your first renewal on or after that date; a yearly plan keeps its price until the end of the paid year. You can cancel at any time before the new price applies, without any fee, and you keep full access to export your data.
  • We do not raise prices in any other way.

6. Payment, taxes and refunds

  • Paddle handles checkout, payment, invoices to you, VAT and other sales taxes. If you enter a valid VAT ID at checkout, Paddle applies the reverse charge where the law allows it.
  • Team is paid in advance for each billing period (month or year). If you add people during a period, Paddle charges the added people pro rata for the rest of the period.
  • Refunds. Refunds follow Paddle's buyer terms. We do not refund parts of a billing period, unless the law requires it. Refunds are requested through Paddle or by writing to us at hello@clockaroo.com.

7. Your invoices and taxes

  • We provide tools for creating invoices. We do not give tax or legal advice.
  • You are responsible for the content of your invoices: correct seller and client data, VAT rates, VAT notes, amounts and numbering, and for meeting the tax and bookkeeping rules that apply to your business, including keeping your invoices for as long as the law requires.
  • Before an XRechnung or ZUGFeRD file is issued, we check it: XRechnung files with the official KoSIT validator and the XRechnung configuration, ZUGFeRD files with the open-source validators Mustang and veraPDF. A file that passes meets the technical rules those validators test. This does not confirm that the content of the invoice is correct, and you remain responsible for your invoices.
  • An issued invoice cannot be changed; to correct it, you issue a credit note.

8. Your data, export and switching

  • Your data stays yours. You give us only the rights we need to store, process, send and display your data to provide the service. When we process personal data for you, our data processing agreement applies.
  • Export at any time, on every plan. Workspace owners can download a full export at any time, on Free as well, and also from a closed workspace. Export and switching to another provider are free of charge.
  • What the export contains: one ZIP file with a CSV table (UTF-8) for each of: workspace and seller settings, people, clients, projects, rates per person, tasks, time entries, expenses, expense categories, expense receipts, invoices (including draft invoices), invoice lines, VAT breakdown, invoice files, sent invoices, invoices imported as an archive with their lines and payments, number series, the audit log, and the advisers with access; the original files of every issued invoice and credit note (PDF, and XML in the EN 16931 formats CII or UBL, or the ZUGFeRD PDF with embedded XML) with a JSON snapshot of each; the receipt files of the expenses exactly as uploaded or taken with the camera in the app (photos may contain location data); the invoices received in the invoice inbox, with their files as received, the check report of each and a table of the emails they came with; the workspace logo; checksums of the stored files; and a README that describes every field and how the tables link. German users can also export bookings in the DATEV format. Not included: invitations, sign-in data (passwords and sessions), and data of former members beyond their time entries.
  • Switching. On every plan, monthly or yearly, you can tell us at any time that you want to switch to another provider, and the notice period is at most 2 months. You can also cancel or close your workspace at any time (section 13). On a monthly plan, Team then ends at the end of the paid month. On a yearly plan, the contract ends at the latest 2 months after your switching notice, plus the transition period below, even if the paid year runs longer. Unused prepaid months of a yearly plan are not refunded, unless the law requires it. If you ask us to help you move to another provider, we support you for up to 30 days after the notice period while the service continues. Your data remains available for export for at least 30 days after the end of your subscription, and for as long as you keep the read-only archive (section 13). If you ask us to erase your data instead, see section 13.
  • Where your data is stored and which providers we use is listed in the data processing agreement.

9. Acceptable use and illegal content

  • Do not use the service for illegal purposes, to send unsolicited email, to store illegal content, or to access other customers' data. Do not attack, overload or reverse engineer the service, and do not resell it.
  • Only send invoice emails to recipients you have a business relationship with.
  • We do not monitor the content of your workspace. We act only on orders from authorities or on clear notices of illegal content sent to hello@clockaroo.com. If we restrict content or an account, we tell you why and you can reply to the same address to contest the decision.
  • We may suspend an account that seriously breaches these terms, after notice where reasonable, and keep its data available for export.

10. Imports from other tools

  • You may import data from your own Harvest account with your own access token. You confirm that you are allowed to export that data and to bring it into the service.
  • The import depends on the other provider's interface, which it may change or switch off. We do not promise that an import will be available or complete; check the imported data.
  • Harvest is a trademark of its owner. Clockaroo is not affiliated with, endorsed by or sponsored by Harvest.

11. Availability and support

  • We work to keep the service available, but we do not promise a specific uptime. Maintenance, faults and events outside our control can interrupt it. We announce planned maintenance in advance where we can.
  • Support is by email at hello@clockaroo.com, usually on working days.

12. Liability

  • We are liable without limitation for intent and gross negligence, for injury to life, body or health, under a guarantee we gave, and where mandatory law provides for liability that cannot be limited (for example, liability for defective products).
  • For slight negligence we are liable only for breaches of essential contractual duties (duties whose fulfilment makes the proper performance of the contract possible and on which you may regularly rely), and only up to the damage that is foreseeable and typical for this kind of contract.
  • In the cases of slight negligence above, our total liability is limited to the fees you paid for the service in the 12 months before the event that caused the damage.
  • Otherwise our liability is excluded. These limits also apply to our staff and agents.

13. Term, cancellation, closing and your data

  • The Free plan runs until you close your account. Team runs for the billing period you chose and renews automatically until you cancel it.
  • You can cancel Team at any time in the app. It then ends at the end of the paid period and the workspace moves to Free; nothing is deleted (section 4).
  • You can close your workspace or your account at any time. When you close your workspace or end your account, you choose what happens to the workspace:
    • Export, then delete everything: you download the full export (section 8) and we delete the workspace with all its data. We carry out deletion requests within 30 days, except for what we must keep by law.
    • Keep the read-only archive: the workspace is no longer billed and stays readable and exportable for your legal retention period, so that you can meet your retention duties. We keep it, with its invoices and booking records, until none of its invoices, quotes, expenses and received invoices is still within its retention period (10 years after the end of the year of the latest one), but at least 30 days after it was closed, and then delete it.
  • If you kept the archive and later want it deleted, tell us at hello@clockaroo.com; we delete it within 30 days, except for what we must keep by law. How we anonymise a person who closes their account is described in the privacy policy.
  • We may end the service for everyone or end the Free plan with at least 3 months' notice by email. Paid periods are then refunded pro rata, and your data stays available for export during the notice period and for at least 30 days after it.
  • Either party may terminate for good cause without notice.

14. Changes to the service and to these terms

  • We tell you about material changes to the service or to these terms by email at least 30 days before they take effect. For Team they apply from your first renewal on or after that date. Before that, you can cancel without any fee and export your data.
  • Changes that are required by law, or that only add features or improve your position, can take effect sooner; we still tell you about them.
  • Price changes follow section 5.

15. Governing law and venue

These terms are governed by the law of Spain. The courts of Valencia, Spain, have exclusive jurisdiction for disputes with businesses.

If a provision of these terms is invalid, the rest remains in force.

16. Contact

hello@clockaroo.com