AI Assistant Policy

EasyInvoiceFlow

Last updated: 23 October 2026

Effective: 23 October 2026

EasyInvoiceFlow is operated by LIST HOUZE PTY LTD, ABN 52 702 090 168. In this policy, "we", "us" and "our" mean that company.

This policy explains how connections between your EasyInvoiceFlow account and supported AI assistants work. Read it with our Privacy Policy and Terms of Service. Those documents continue to apply, including your privacy and consumer rights.

Connecting is optional

You may connect your account to a supported assistant, such as ChatGPT provided by OpenAI or Claude provided by Anthropic, where the connection is available. You can keep using EasyInvoiceFlow without an assistant connection. Availability may depend on your location, account permissions, plan and the assistant provider's requirements. Some features, including sending emails through an assistant, may be released in stages and may not yet be available for your connection. You can always send from the EasyInvoiceFlow app.

You authorise the connection through the sign-in and permissions process. Review the business and permissions shown before connecting. Do not give your EasyInvoiceFlow password, API keys or verification codes to an assistant in chat.

What a connected assistant can do

When you ask it to, and within the permissions you grant, a connected assistant can look up customers, invoices, quotes and saved items; summarise outstanding invoice balances; create customer records, saved items and draft invoices and quotes; and send invoices, quotes and payment follow-ups after the approval described below.

Access is limited to the business authorised for the connection and the connecting user's current permissions. A connection does not give extra rights or access to other businesses. A request to create a customer, saved item or draft creates a saved record before you approve any email.

What the connection cannot do

The connection does not provide tools to delete records, record payments, change business settings or branding, manage users or permissions, or change your EasyInvoiceFlow plan or subscription billing. It cannot charge a card, start or transfer a payment, issue a refund or carry out a financial transaction. Sending an invoice or reminder does not collect payment.

You approve each customer email

Before an email is sent through the connection, you must approve a preview showing the sending business, all recipients including any CC or BCC, the subject and message, and the documents or links to be included. For an invoice, quote or payment follow-up, the preview also shows the document number, the relevant amount and the currency.

You give this approval in EasyInvoiceFlow, not in the chat. The assistant shows you a secure link; you open it while signed in to EasyInvoiceFlow, check the preview and tap approve. A reply in the chat alone is not an approval.

Your approval applies only to the send shown. If a recipient, message, attachment, document version or amount changes, a new approval is needed. Permission to connect, read records or create a draft is not permission to send an email. Each email needs its own approval, including repeat sends and follow-ups.

An email described as "sent" has been accepted by our email provider for delivery. This does not guarantee that it arrives, reaches the inbox or is read. Once accepted, an email may not be recallable. If a result is unclear, check the document's sending status before asking for another send.

Check the result, and plan limits apply

AI assistants can misunderstand instructions or give incomplete or inaccurate information. You must check customer identity, recipient addresses, descriptions, quantities, prices, tax treatment, currency, totals and document content before approving an action. Summaries reflect the records available when requested and may leave out payments or adjustments not yet entered. They are not accounting, tax, legal or financial advice.

Your EasyInvoiceFlow plan's features and usage limits, as shown on our pricing page, apply to actions through a connected assistant in the same way as in the app. For example, an invoice issued through an assistant counts toward the same monthly limit as an invoice issued in the app. We do not charge extra for using a connected assistant. Your assistant provider's own access requirements or charges may apply separately.

Information shared with the assistant

We return the information needed for the task you request, such as customer contact details, invoice and quote lines, amounts, dates, statuses and saved items. Our Privacy Policy explains the categories involved, the records we keep and how long we keep them.

The assistant provider handles the information it receives under its own terms, privacy notices and your account settings with that provider. Its storage, use for model improvement and deletion arrangements may differ by product and account type. Do not assume that terms for a provider's API apply to your assistant account, or that every account type excludes model training.

We do not request your full chat history. However, information the assistant includes in a request to us may contain text from your conversation. Connection credentials are handled by our authorisation system and are not returned as business data in tool responses.

Do not use the connection to submit payment-card details, passwords, authentication secrets, personal tax numbers (such as a TFN, IRD number or PAN), other government-issued personal identifiers, health information or other sensitive personal information. This also applies to free-text fields and attachments. Public business registration numbers (ABN, ACN and NZBN) may be used. Check the information in your records before giving an assistant access.

Your customers and lawful use

You must have authority to use and share the customer information involved, give any required privacy notices and get consent where the law requires it. You must not use the connection for unlawful marketing, misleading payment demands, harassment, impersonation or other unlawful messages. Our own privacy, security and service obligations continue to apply.

Disconnecting and existing records

You can revoke a connection in EasyInvoiceFlow under Settings → Connected apps. Revoking stops further access through that connection, including use of its existing credentials for new requests. You can also remove the connection in your assistant's settings, but use EasyInvoiceFlow's revoke option to make sure access is also withdrawn on our side.

Revoking does not undo completed actions, recall accepted emails or delete existing EasyInvoiceFlow documents. A request already being processed may complete before the revocation takes effect. Information already shared may remain in the assistant provider's systems or conversations under its terms; use that provider's controls to manage it. Records we keep are covered by our Privacy Policy.

Changes and contact

We publish the effective date of changes and give notice or ask for agreement where our Terms of Service or the law requires it. New permissions must be authorised before they are used. We may restrict a connection to deal with security, misuse or legal concerns under our Terms of Service.

For support or a suspected connection security issue, contact support@easyinvoiceflow.com. For privacy requests, contact privacy@easyinvoiceflow.com. For legal enquiries, contact legal@easyinvoiceflow.com.