Terms and Conditions

Last updated: 28 July 2026

These terms cover using ChatBill and paying for a subscription. They work alongside our Privacy Policy, which explains what we do with your information. By creating an account you agree to both.

1. Who we are

ChatBill is a trading name. You can reach us at our contact page or by emailing info@chatbill.co.za.

2. The service

ChatBill lets tradespeople create and send quotes and invoices to their customers over WhatsApp and email, and keep track of what has been paid. You must be 18 or older and using ChatBill for a trade or business, not as a consumer, to open an account. You are responsible for the accuracy of what you put on a quote or invoice: the amounts, the description of the work, and your customer's details. ChatBill is a tool for producing and sending those documents; it does not check or guarantee their accuracy on your behalf.

3. Your account

• You sign in with your cellphone number, so keep it current and keep your password secure.
• You are responsible for activity under your account, so tell us straight away if you think someone else has access.

4. Plans and pricing

ChatBill offers a free tier and two paid plans, billed monthly. Current pricing is shown on our pricing page and may change from time to time. We will not change what you are already being charged without telling you first.

• Free. A new account gets full access for 14 days, then settles onto the free tier: a lifetime limit of 12 quotes and invoices combined, and Basic-level features.
• Basic: R49 per month.
• Pro: R79 per month, adding payment tracking and other Pro-only features.

Subscribing charges your first month immediately, and monthly on the same date after that. The free access above is the trial: it needs no card and nothing to cancel. If you subscribe again while days you have already paid for are still running, those days are honoured first and billing waits for them.

5. Billing

Subscription payments are collected by PayFast, our payment provider, and renew automatically each month until you cancel. We never see or store your card details: PayFast holds them and sends us only a token that lets your subscription be billed and, if needed, cancelled. If a payment fails, we may retry it and may suspend Pro-level features until it succeeds; we will tell you if this happens.

6. Cancelling and switching plans

You can cancel at any time from your account settings. There is no minimum term and no cancellation fee.

When you cancel, your subscription stops renewing but you keep the plan you paid for until the end of the billing period you have already paid for; cancelling does not cut off access immediately. After that date your account drops to the free tier described in section 4.

If you resubscribe later, any paid days left over from before you cancelled are carried over rather than lost: the plan simply continues, and your next payment only goes through once those days run out.

You can also switch between Basic and Pro at any time without cancelling first. Moving down from Pro to Basic keeps you on Pro until your paid Pro days run out, then Basic starts. Moving up from Basic to Pro is immediate: your leftover Basic days count as Pro days straight away, on us, as a thank-you for upgrading.

7. Refunds

Every payment is recorded in your payment history, where you can log a dispute directly against it. Because you keep access for the full period you have already paid for (section 6), we do not offer refunds or credits for the unused portion of a billing period when you cancel partway through it.

If you were charged in error (for example, billed after you cancelled, or charged twice for the same period), log a dispute there or email disputes@chatbill.co.za and we will put it right, including a refund through PayFast where one is owed. Nothing in this section limits any right you have under South African consumer protection law that cannot lawfully be excluded.

8. Suspending or closing an account

We may suspend or close an account that is used to break these terms, break the law, abuse the service, or where we are required to by our own providers (including PayFast and WhatsApp/Meta's own terms), and we will tell you why where we can. You can close your account yourself at any time; see our Privacy Policy for what happens to your information afterwards.

9. Availability

We aim to keep ChatBill available, but we do not guarantee it will be uninterrupted or error-free: the service also depends on providers we do not control, including WhatsApp, PayFast, and our hosting provider. We are not liable for outages caused by those providers.

10. Limitation of liability

ChatBill is provided as a tool to help you produce and send quotes and invoices. To the extent permitted by law, we are not liable for losses arising from errors in the content of a quote or invoice you create, from a message not reaching your customer, or from your own misuse of the service. Nothing in these terms excludes liability that cannot lawfully be excluded under South African law.

11. Changes to these terms, and governing law

We may update these terms as the service changes. The date at the top shows when they were last updated, and we will tell you about significant changes before they take effect. These terms are governed by the law of the Republic of South Africa.