Legal
Terms and Conditions
Last updated: 19 May 2026
1. Introduction
These Terms and Conditions ("Terms") govern the use of the Expentrips website (expentrips.com) and the Expentrips travel and expense management service (the "Service", accessible at app.expentrips.com and account.expentrips.com).
Expentrips is operated by AITONIX AD, a company registered in the Republic of North Macedonia, with its registered office at ul. Boris Trajkovski 36, 1000 Skopje (the "Operator", "we", "us"). VAT number: МК4030000394930. Contact: info@expentrips.com.
By creating an account, opening a company workspace, or using the website, you ("the Customer" or "you") accept these Terms. If you accept these Terms on behalf of an organization, you confirm that you have authority to bind that organization.
2. The Service
Expentrips is a business travel and expense management application. It allows organizations to create company workspaces in which their employees can submit trip requests, capture and upload receipts, prepare expense reports, request approvals, calculate per diems, configure policies, and process reimbursements. The Operator may update, improve, add, or retire individual features of the Service over time.
3. Accounts and workspaces
- The person who creates a workspace ("Workspace Owner" or "Company Admin") is responsible for that workspace, its configuration, and the conduct of the users they invite.
- Users must keep their login credentials confidential and must not share them with third parties.
- The Company Admin can add, deactivate, or remove users at any time. Inactive users keep their history but do not count against active-user limits.
- You are responsible for the accuracy of the information entered into the Service (trip data, expenses, receipts, currencies, approver assignments, per-diem rules, policies, and similar).
4. Free trial and paid plans
- Expentrips currently offers a 30-day full-feature trial with usage limits as described on the pricing page. No payment is required to start a trial.
- Once paid plans become available, the Customer may upgrade through the in-app subscription page. Prices, included quotas, and billing cycles are described on the public pricing page and confirmed in the upgrade flow.
- Paid-plan payment, renewal, cancellation, refund, and proration terms will be shown before purchase and in the applicable subscription flow once paid online payments are enabled.
5. Acceptable use
- The Service must not be used to violate any applicable law, infringe third-party rights, or attempt unauthorized access to other workspaces, accounts, or systems.
- You must not upload content that is unlawful, defamatory, infringing, malicious, or that you have no right to process.
- You must not interfere with the operation of the Service, attempt to bypass usage limits, or use the Service to send unsolicited communications.
6. Customer data
Data entered into a workspace (users, trip requests, expense reports, receipts, attachments, configuration, audit log) belongs to the Customer. The Operator processes this data only to provide and improve the Service, in accordance with the Privacy Policy.
Workspaces are isolated from one another by design. The Operator does not use Customer data to train third-party models or to provide the Service to other customers.
7. AI receipt processing
If a workspace has AI receipt processing enabled, uploaded receipt images and PDFs may be sent to a document-intelligence service to extract suggested fields (merchant, amount, date, currency, category). The employee always reviews and saves. Workspaces can disable AI processing at any time.
8. Intellectual property
Expentrips, its source code, design, content, trademarks, and logos are the intellectual property of the Operator. The Customer is granted a non-exclusive, non-transferable, revocable right to use the Service for its internal business purposes during the term of the trial or paid subscription. No other rights are granted by implication or otherwise.
9. Availability and changes
The Operator works to keep the Service available and reliable but does not guarantee uninterrupted, error-free, or fault-free operation. The Operator may, with reasonable prior notice where practicable, perform planned maintenance, deploy updates, or modify functionality.
10. Disclaimer of warranties
The Service is provided on an "as is" and "as available" basis. To the maximum extent permitted by applicable law, the Operator disclaims all warranties not expressly stated in these Terms, whether express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranty arising out of course of dealing, course of performance, usage, or trade practice.
11. Limitation of liability
The Operator shall not be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages arising out of or related to the use of the Service.
12. Termination
- The Customer may stop using the Service or request closure of the workspace at any time.
- The Operator may suspend or terminate access in case of material breach of these Terms, in particular violations of section 5 (Acceptable use).
- On termination, the Customer is responsible for exporting any data they wish to retain, using the in-app CSV and PDF export tools. The Operator may delete workspace data after a reasonable retention period as described in the Privacy Policy.
13. Changes to these Terms
The Operator may update these Terms from time to time. Material changes will be communicated by email to Workspace Owners and Company Admins, and the updated Terms will be published on expentrips.com/terms.html. Continued use of the Service after a change takes effect constitutes acceptance of the updated Terms.
14. Governing law and disputes
These Terms are governed by the laws of the Republic of North Macedonia, without regard to its conflict-of-laws rules. Disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the competent courts in Skopje, unless mandatory consumer-protection rules of another jurisdiction apply.
15. Contact
Questions about these Terms can be sent to info@expentrips.com.