The gist
- AI in Billbook makes suggestions. You check them and decide.
- It runs in Sydney by default, and names and identifiers are hidden before anything is sent.
- Your data isn't used to train AI models.
This summary helps you read the document. The full text below is what applies.
1. Which features use AI
- In the business app: reading receipts and bills.
- In Billbook Practice: account mapping, reading figures from documents, filing documents that are dropped in, variance review, and bringing last year's figures into comparatives.
In Billbook Practice, AI is off until the practice switches it on.
2. Where it runs
Our AI features use Google's Gemini models through Google Cloud in Sydney. We don't send your information to any other AI provider. If that ever changes, we'll list the provider on our Subprocessors page first.
3. What's sent
Only what a feature needs to do its job is sent to the AI provider. Names, tax file numbers and other identifiers are removed or masked before anything is sent where the feature doesn't need them. Providers process the information to give us the result and don't use it to train their models.
4. You're in charge
AI results are suggestions, not advice, and can be wrong. Review each one before you accept it. You can accept, change or reject a suggestion.
In Billbook Practice, we keep a record of whether each suggestion was accepted, changed or rejected. That record stays with your practice and is used to make the feature better for your practice, for example by learning your practice's own account mapping rules.
We don't pool these records across customers to change Billbook's prompts or rules for everyone. If we ever want to, we'll update these terms first, and we'd only use information that has been de-identified.
5. Usage limits
Each plan includes a number of AI uses a month, shown in the app. When they run out, AI features pause until the next month; everything else keeps working.