Terms & Conditions

Effective date: 27 March 2026  ·  Governing law: New Zealand

1. About Voca

Voca is a software-as-a-service product operated by Voca ("we", "us", "our"). Voca enables registered users to send WhatsApp voice notes describing completed jobs; the service transcribes those recordings and automatically creates draft invoices in the user's connected Xero accounting account.

Voca is designed for sole traders and small business operators based in New Zealand. Use of the service outside New Zealand is not prohibited but is unsupported.

2. Eligibility

To use Voca you must:

• Be at least 18 years of age.
• Be operating as a sole trader, contractor, or business entity and use Voca for business purposes only.
• Have a valid WhatsApp account linked to a phone number you own or control.
• Have an active Xero account and authorise Voca to create invoices on your behalf.

Voca is not intended for personal (non-business) use.

3. Account registration

You must provide accurate information when registering, including your email address and WhatsApp phone number. You are responsible for keeping your account details current.

Your account is personal to you. You may not share access to your account or allow a third party to use Voca under your credentials.

We reserve the right to suspend or terminate accounts where we reasonably believe registration details are false, misleading, or in breach of these Terms.

4. Subscription and payment

Voca is offered on a subscription basis:

• Free trial: 14 days from the date of registration, limited to 10 invoices. No credit card is required during the trial.
• Paid subscription: NZD $14.99 per month (or such other amount as notified to you), billed monthly in advance via Stripe. Subscription fees are non-refundable except as required by law.

Payment is processed by Stripe. By subscribing, you authorise Stripe to charge the payment method you provide on a recurring monthly basis until you cancel.

We may change subscription pricing on no less than 30 days' notice. If you do not agree to a price change, you may cancel your subscription before the new price takes effect.

Cancellation takes effect at the end of the current billing period. You retain access to the service until that date. Cancellation is managed through your Stripe billing portal.

5. Xero integration

Voca connects to your Xero account using OAuth 2.0. By authorising the connection, you grant Voca permission to:

• Create draft invoices in your Xero organisation.
• Read your Xero contacts and invoice settings for the purpose of populating and sending invoices.
• Approve and email invoices to your clients when you explicitly instruct Voca to do so via WhatsApp.

Voca does not read, modify, or delete existing invoices, financial data, payroll data, or any other Xero records beyond those necessary to provide the service described above.

You can revoke Voca's access to Xero at any time through Xero's connected apps settings. Revoking access will stop Voca from creating new invoices but will not affect invoices already created.

You are responsible for reviewing all draft invoices created by Voca for accuracy before approving or sending them to clients. Voca does not guarantee that extracted invoice data will be complete or error-free.

6. Acceptable use

You agree to use Voca only for lawful business purposes. You must not:

• Use Voca to create fraudulent, fictitious, or misleading invoices.
• Send voice notes containing content that is unlawful, abusive, defamatory, or that violates the rights of any third party.
• Attempt to reverse-engineer, decompile, or otherwise tamper with the Voca service or its underlying systems.
• Use automated tools, bots, or scripts to interact with the service in ways not intended by its design.
• Resell, sublicense, or otherwise commercialise access to Voca without our written consent.
• Use the service in a way that places excessive or unreasonable load on our infrastructure.

Breach of these acceptable use conditions may result in immediate suspension or termination of your account without refund.

7. Accuracy of extracted data

Voca uses AI-powered transcription (OpenAI Whisper) and data extraction (GPT-4o-mini) to interpret voice notes. While we strive for accuracy, you acknowledge that:

• AI-generated transcriptions and invoice extractions may contain errors, especially for regional accents, technical terminology, or poor-quality audio.
• Invoice dates, amounts, line items, and contact names generated by Voca should be treated as drafts requiring your review before being sent to clients.
• Voca is not responsible for errors in invoices that you approve and send without review.

You are solely responsible for the accuracy of invoices issued to your clients through Voca.

8. WhatsApp messaging

By registering for Voca, you consent to receive transactional WhatsApp messages from us, including:

• Invoice creation confirmations and approval prompts.
• Reminders about draft invoices sitting in Xero for more than 48 hours.
• Weekly overdue invoice alerts (Sundays).
• Service notifications such as account setup instructions and Xero connection alerts.

You may opt out of scheduled reminder messages at any time by contacting support@voca.co.nz. You cannot opt out of transactional messages that are necessary for the operation of the service (e.g. invoice confirmations) while your account remains active.

WhatsApp messaging is subject to Meta's platform terms. Voca is not responsible for delays, failures, or changes to WhatsApp service availability.

9. Data and privacy

Your use of Voca is also governed by our Privacy Policy, which is incorporated into these Terms by reference. Key points:

• Voice recordings are not stored — they are transcribed in memory and discarded immediately.
• Your Xero OAuth tokens are encrypted at rest using AWS KMS and are never shared with third parties.
• Invoice activity logs are automatically deleted after 30 days.

You retain ownership of your business data (invoice content, client names, job descriptions) at all times. We do not claim any intellectual property rights over data you submit through the service.

10. Intellectual property

The Voca name, logo, software, and all related content are owned by us and are protected by New Zealand and international intellectual property laws. You are granted a limited, non-exclusive, non-transferable licence to use the Voca service for its intended purpose during the term of your subscription.

You may not copy, reproduce, distribute, or create derivative works from any part of the Voca service without our prior written consent.

11. Availability and changes to the service

We aim to keep Voca available at all times but we do not guarantee uninterrupted or error-free service. Planned maintenance, infrastructure issues, or third-party service outages (including WhatsApp, Xero, OpenAI, or Stripe) may cause temporary unavailability.

We reserve the right to modify, suspend, or discontinue any feature of the service at any time. Where a change materially affects your use of the service, we will provide reasonable notice.

If we discontinue Voca entirely, we will provide at least 30 days' notice and refund any prepaid fees for the remaining subscription period.

12. Limitation of liability

To the maximum extent permitted by New Zealand law:

• Voca is provided "as is" and "as available" without warranty of any kind, express or implied.
• We are not liable for any indirect, incidental, special, or consequential loss arising from your use of the service, including but not limited to loss of revenue, loss of business, or errors in invoices sent to clients.
• Our total aggregate liability to you for any claim arising under these Terms shall not exceed the amount you paid to us in the three months preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits any rights you may have under the Consumer Guarantees Act 1993, the Fair Trading Act 1986, or the Contract and Commercial Law Act 2017 that cannot be excluded by contract.

13. Indemnity

You agree to indemnify and hold harmless Voca and its operators from any claims, losses, damages, or expenses (including reasonable legal fees) arising from your breach of these Terms, your use of the service, or any invoices you create and send through Voca.

14. Termination

You may terminate your account at any time by cancelling your Stripe subscription and contacting us at support@voca.co.nz to request account deletion.

We may suspend or terminate your account immediately if:

• You breach these Terms in a material way.
• We are required to do so by law or a court order.
• Continued provision of service becomes technically or commercially impractical.

Upon termination, your access to the service will cease. Invoices already created in Xero will remain in your Xero account and are unaffected.

15. Governing law and disputes

These Terms are governed by the laws of New Zealand. Any dispute arising in connection with these Terms that cannot be resolved by good-faith negotiation shall be submitted to the exclusive jurisdiction of the New Zealand courts.

Before initiating formal proceedings, you agree to contact us at support@voca.co.nz to attempt to resolve the dispute informally within 30 days.

16. Changes to these Terms

We may update these Terms from time to time. We will notify you of material changes via WhatsApp or email at least 14 days before they take effect. Your continued use of Voca after the effective date constitutes acceptance of the updated Terms.

The current version of these Terms is always available at voca.co.nz/terms.