Terms of Service

FilmInvoice is a web application for film and television production workers. The Service provides invoicing, timecard management, on-set time tracking, crew coordination, AI-assisted workflow tools, and related features. The Service is provided “as is” and is intended as a productivity tool — not as legal, tax, or financial advice.

You must provide accurate information when creating an account. You are responsible for maintaining the security of your account credentials and for all activity under your account. You must be at least 18 years old to use the Service.

The Service offers a free tier and a paid “Pro” subscription. Free accounts can access on-set tracking, shared jobs, and crew coordination features. Pro subscriptions unlock invoicing, timecard calculations, the AI assistant, W-9 generation, and other features as described on our pricing page.

Pro subscriptions are billed monthly or annually through our payment processor. By subscribing, you authorize recurring charges at the rate displayed at checkout. You may cancel at any time through your account settings; cancellation takes effect at the end of the current billing period. We are not liable for errors, outages, or processing issues on our payment processor's end.

We reserve the right to change pricing with 30 days' notice. Price changes do not affect your current billing period.

You may cancel your Pro subscription at any time from your account Settings page. Cancellation takes effect at the end of your current billing period — you will retain full access to Pro features until then. No partial refunds are issued for unused time within a billing period. After cancellation, your account reverts to the free tier and your data is preserved.

If you are unsatisfied with the Service, contact us at support@filminvoice.app within 14 days of your initial purchase for a full refund. Refunds for subsequent billing periods are handled on a case-by-case basis. To request a refund, email support@filminvoice.app with your account email and reason for the request.

If you have a billing dispute, contact us at support@filminvoice.app before initiating a chargeback. We will work to resolve the issue within 5 business days.

You retain ownership of all data you enter into the Service, including invoices, client information, timecard entries, and profile information. We do not claim any intellectual property rights over your content.

You grant us a limited license to store, process, and display your data as necessary to provide the Service. For shared features (community ratings, shared jobs, crew feeds), you grant other users the ability to view content you post to shared spaces.

Community ratings and comments about clients and locations are visible to other users and are posted anonymously. Private notes remain visible only to you.

Our collection, use, and protection of your personal information — including sensitive financial and tax data — is governed by our Privacy Policy, which is incorporated into these Terms by reference.

You agree not to:

• Use the Service for any unlawful purpose
• Submit false or misleading information in invoices or tax documents
• Abuse the community ratings system with fraudulent or malicious reviews
• Attempt to access other users’ accounts or data
• Reverse engineer, scrape, or interfere with the Service’s operation
• Use the Service to send spam or unsolicited communications

Users may upload and share content through FilmInvoice, including documents, images, and production materials via crew notes and job features. All content shared through the platform is visible only to crew members assigned to the relevant job by the job owner.

You are solely responsible for ensuring you have the right to share any materials you upload. This includes compliance with any non-disclosure agreements (NDAs), production agreements, or other contractual obligations that may apply to the content.

FilmInvoice does not review, approve, or assume responsibility for user-uploaded content. We may remove content that violates these Terms or applicable law.

By uploading content, you grant FilmInvoice a limited license to store and display that content to authorized participants on the relevant job.

The Service generates invoices and W-9 forms based on information you provide. You are solely responsible for the accuracy of your invoices, tax classifications, TIN/SSN, and all financial information. We do not verify the accuracy of tax information, validate payment details, or guarantee payment from your clients.

The W-9 generation feature requires you to enter sensitive tax identification numbers (SSN or EIN). This data is protected using the security measures described in our Privacy Policy, including application-level AES-256-GCM encryption for stored financial and tax fields. You are responsible for safeguarding access to your own account and devices. Do not share your account credentials or use the Service on untrusted devices when entering sensitive information.

The Service's overtime and meal penalty calculations are based on common Los Angeles film industry practices and IATSE Basic Agreement rules. These calculations are provided as a convenience and should be verified against your specific union agreement, deal memo, or employment terms. We are not responsible for discrepancies between our calculations and your actual contractual terms.

You acknowledge that FilmInvoice is a tool for generating and tracking financial documents — it is not a payment processor, tax advisor, payroll service, or legal service. We are not responsible for unpaid invoices, client nonpayment, IRS or tax filing consequences arising from data you enter, payroll or timecard disputes with your employer, or any financial outcome resulting from your use of the Service.

The AI assistant is provided to help with common tasks like creating invoices, booking jobs, and researching companies. AI-generated content, including company research and email drafts, may contain errors. You are responsible for reviewing all AI-generated content before sending invoices, emails, or taking action based on AI suggestions.

The Service sends communications on your behalf and to you in the following ways:

• Invoice emails: When you send an invoice, we email it to your specified recipient from our domain (filminvoice.app). You are responsible for ensuring you have the correct recipient email address. We are not responsible for invoices sent to incorrect addresses.
• Invite emails: When you add a crew member to a job, we may send them an invitation email on your behalf.
• Push notifications: If you enable on-set tracking, you consent to receive browser push notifications for meal deadline reminders, call time alerts, wrap reminders, and crew activity updates. You may disable push notifications at any time through your account settings or browser preferences.

The Service integrates with third-party providers to deliver its features, including payment processors, Firebase (authentication), Resend (email delivery), OpenRouter (AI models), Vercel (hosting), and Neon (database). We are not responsible for the availability, performance, or policies of these third-party services. Your use of the Service constitutes acceptance of the applicable terms of these providers where relevant.

FilmInvoice allows users to list equipment they own and to discover equipment listed by other users. This feature is designed to help crew members connect with each other. The following terms apply:

• No Rental Facilitation: FilmInvoice does not facilitate, broker, manage, or process any equipment rental or use transactions between users. Any arrangement regarding equipment — including pricing, duration, insurance, liability, transport, and condition — is solely between the parties involved.
• No Payment Processing for Equipment: We do not collect, hold, transfer, or process any payments related to equipment use between users. All financial arrangements are handled directly between users outside our platform.
• Equal Visibility: All equipment listings are displayed on an equal basis. We do not accept payment, fees, or any form of compensation to promote, boost, prioritize, or preferentially display any user’s equipment listings over another’s.
• No Warranty or Guarantee: We make no representations or warranties regarding the accuracy of any equipment listing, including its availability, condition, functionality, specifications, or the reliability, identity, or creditworthiness of any user.
• User Responsibility: Users who list equipment and users who connect with them assume all risk and responsibility related to any resulting arrangement. FilmInvoice bears no responsibility or liability for damage, loss, theft, injury, disputes, or any other consequence arising from equipment-related interactions between users.
• Indemnification: You agree to indemnify and hold harmless FilmInvoice, its owners, employees, and affiliates from any claims, damages, losses, or expenses arising from equipment-related arrangements you enter into through connections made on the platform.

To the maximum extent permitted by law, we shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities, arising from your use of the Service.

Our total liability for any claim arising from these Terms or your use of the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

The Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including but not limited to merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or secure.

You may request account deletion at any time by contacting us at support@filminvoice.app. We may suspend or terminate your account if you violate these Terms. Upon termination, your right to use the Service ceases immediately.

After account deletion, we will delete your personal data within 90 days, except where retention is required by law or necessary to resolve disputes. Anonymized community ratings and comments may be retained after account deletion as they are not personally identifiable.

We may update these Terms from time to time. We will notify you of material changes via email or through the Service. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

These Terms are governed by the laws of the State of California, without regard to conflict of law provisions. Any disputes shall be resolved in the courts of Los Angeles County, California.

Questions about these Terms? Contact us at support@filminvoice.app.