Terms of Service

These are the terms for using LedgerBarn ("the service", "we", "us"). LedgerBarn is operated by Jerry Potter, doing business as LedgerBarn, in Hillsville, Virginia. By starting a trial or a subscription you agree to these terms. If you are signing up for a business or a farm, you confirm you may bind it.

1. What LedgerBarn is

LedgerBarn is bookkeeping, invoicing, payroll, and (on the Farm Edition) farm-records software you use in a web browser at your own address under ledgerbarn.com. We host it; you run your business in it.

2. Your account

You create the first administrator login and are responsible for everyone you give a login to and for keeping passwords private. Tell us at once if you think an account has been used without permission. One subscription covers one business or farm.

3. Plans, trial, and billing

• Every plan starts with a free trial with no card: 14 days, or through January 31, 2027 for an account started by December 31, 2026. If you do not add a card before the trial ends, the account pauses and your data waits for you.
• Subscriptions are billed in advance through Stripe, monthly or yearly where a yearly plan is offered, and renew until you cancel. Prices are on the site; we give at least 30 days' notice by email before a price changes for you.
• Stripe takes the payment. Your card details go to Stripe and never touch our servers.
• If a payment fails, nothing changes for 15 days: everything stays fully available and a notice in the app says so. After that the account is read-only until the payment goes through. Read-only means you can still sign in, look at everything, print, and download it all, but not add or change records.
• Cancel any time from your billing portal and you will not be charged again. You keep full access through the period you paid for and 15 days more; then the account is read-only, as above, for at least 90 days so you can take your data with you. We delete it on your request, or after a year with no sign-in.

4. Your data

Your books, your customers, and your employees' information are yours. Each business has its own database and its own encryption key; nobody's data is pooled with anyone else's. You can download every table and the whole database at any time from Settings, read-only or not, and if you would rather we sent it, email support@ledgerbarn.com and we will. We do not sell your data and we do not use it to train anything. We keep nightly backups for fourteen days so we can restore after a failure. The Privacy Policy has the details.

5. Payroll, taxes, and the books: what we do and what you do

• LedgerBarn computes paychecks, withholding, and employer taxes from the federal and state tables for the year and the states listed on the site, fills the forms from your pay runs, and shows you when each deposit is due and how much.
• You enter the facts (hours, rates, W-4 and state withholding elections, deductions), review every run before it posts, make the deposits, and file the returns. Today we do not file or pay anything on your behalf. E-filing from LedgerBarn is coming soon.
• Nothing in LedgerBarn is tax, legal, or accounting advice. We are not your accountant, attorney, or tax advisor. Have your accountant review your setup and your year-end forms. Tax tables change; we update them, but the results you file are your responsibility.

6. The assistant and the receipt reader

The built-in assistant, the document binder, and the receipt reader produce their answers with a language model. They read your books and the pages you upload, and they can be wrong. Treat an answer as a starting point: check it against the record or the page it cites before you act on it, and never file, pay, or sign anything on the assistant's word alone. The assistant can only read your books; it cannot change them.

7. Fair use

Use the service for your own business, lawfully. Do not try to get into other customers' sites, overload the service, or copy it. Features that send email or text messages are for your own customers and employees, not bulk mail.

8. Availability and changes

We work to keep the service up and improving, and we tell you about changes that affect how you work. We cannot promise it will never be unavailable. We may suspend an account that breaks these terms.

9. Limits on our liability

The service is provided as described, without other warranties. To the extent the law allows, our total liability to you for any claim is limited to the fees you paid us in the twelve months before the claim, and we are not liable for indirect losses such as lost profits, penalties, or interest arising from filings or deposits you made or did not make.

10. The rest

These terms are governed by the laws of the Commonwealth of Virginia, and any dispute about them is heard in the courts of Virginia. If we change them, we post the new date above and email account holders about anything material. If any part of these terms cannot be enforced, the rest still applies. Questions: support@ledgerbarn.com.