Terms of Service

1. Agreement

These terms apply when you create an account or use the KMBFS Business Portal, which is operated by KMBFS Accountants and Tax Practitioners (Pty) Ltd (“KMBFS”, “we”). If you use the portal for a business or on behalf of a client, you confirm you are allowed to do so. If you do not accept these terms, do not use the portal. The version you accept is recorded with the date when you accept it.

2. Software tools, and separately agreed professional services

The portal provides software tools and template documents: compliance tracking, invoicing and statements, cashbook and bank reconciliation, VAT, payroll, reporting, document and PDF tools, signature requests, and personal and provisional tax preparation aids.

Where an accounting practice is linked to your account, the practice provides professional services to you under its own engagement with you, on its own fees and its own terms. Those services are not provided under these terms, and paying for a portal tool is not payment for professional work. KMBFS provides the software, and provides professional services only where you have agreed to them separately.

3. Your account

Give accurate details and keep them up to date. Your sign-in details are yours to protect, and you should not share them. Tell us immediately if you believe someone else has access to your account, so we can help you secure it.

We do not automatically treat everything done through your sign-in as your own deliberate act. If you report a compromise, we look at what actually happened — the sign-in records, the activity trail and the timing — before deciding who is responsible. What we do expect is that you tell us promptly, that you keep your sign-in secret, and that you do not share your access with people who are not entitled to it.

4. Free tools, paid tools, subscriptions and per-return purchases

• Free. The free suitability check, the public landing pages and the PDF bank statement converter are free to use. The converter requires a sign-in for the reading step, and its files are stored privately with a limited monthly reading allowance.
• One-off purchases. Some tools are bought once for a stated period or for a single job: the DIY Personal Income Tax service is bought per person per tax year and gives access for the stated number of months, normally 12; a personal income tax return prepared in the portal is charged once per return, per tax period; an optional professional review is charged separately.
• Subscriptions. Practice plans, client portal subscriptions, compliance subscriptions and single-tool entitlements are billed as recurring subscriptions through the payment provider, for the plan period shown at purchase, and continue until you cancel them.
• Optional services. Document requests, additional users, employee salary confirmation and similar services may carry their own fee, which is shown to you before you confirm it.

5. Prices, VAT, activation and renewal

Prices are shown in Rand. The amount you are asked to pay at checkout is the total for that purchase, and includes VAT where the checkout says so. No fee is added after the fact for the same purchase.

A paid feature is switched on once the payment provider confirms the payment to the portal; a payment that is merely started, or abandoned, does not activate anything. One-off purchases end at the end of the stated period and are not renewed automatically. A subscription renews automatically for the next plan period at the price shown at purchase, and continues until it is cancelled.

6. Cancellation, refunds and failed payments

• Cancelling a subscription. You can cancel a recurring plan in the portal, or by emailing us. Cancellation takes effect at the end of the paid period you are in, and you keep the access you have paid for until then. If you cancel early under a right the law gives you, we apply that right and may charge a reasonable cancellation charge only where the law allows one.
• One-off purchases. Because access or work starts as soon as the purchase is confirmed, a one-off purchase is not refundable once you have used the prepaid allowance. Where the law gives you a cooling-off right (for example for an agreement concluded by direct marketing), we will honour it.
• Duplicate payments. If you are charged twice for the same purchase, or pay for something that was already active, tell us and we refund the duplicate to the same payment method.
• Failed or unconfirmed payments. If you paid and the feature did not switch on, tell us: we will either activate it or refund the payment. If a recurring payment fails, we may suspend the paid feature until it is settled, and we will tell you before doing so where we can.
• Service non-delivery. If paid work cannot be delivered, we will put it right, complete it by another reasonable means, or refund the amount attributable to what was not delivered.
• Your consumer rights. Nothing in these terms removes or limits any right you have under the Consumer Protection Act, the Electronic Communications and Transactions Act or any other law that cannot be excluded. Where those rights give you a stronger remedy than these terms do, those rights apply.

7. Changes and withdrawal of paid features

We improve the portal over time, so features may change, be added, or be withdrawn. Where a feature you are paying for is withdrawn materially, we will give you reasonable notice and a reasonable remedy: either a replacement that delivers the same purpose, or a pro-rata refund for the unused part of the period you paid for. We may also need to take the portal down briefly for maintenance.

8. Not professional advice, and you check the figures

The tools produce calculations, reports and documents from the information in the system. They are not professional advice, and they are not a SARS submission. The DIY Personal Income Tax service produces a guide for you to work from and to submit yourself. Where figures were read from a document automatically, they can be wrong. You are responsible for checking every figure and every document before you rely on it, submit it or send it anywhere.

9. Your information and documents

Information and documents you put into the portal remain yours. You give us permission to store and process them so that we can provide the service, and you confirm that you have the right to upload them, including any employee or client documents. How we handle them, who can open them and how they are deleted is described in our Privacy Policy.

10. Documents and templates you may use

You may download, complete, use, print and share the documents, statements, reports and letters that the portal generates for you, including sending them to SARS, a bank, your client, your practice, your employees or any other party who needs them for the purpose they were produced for. You may keep your own copies.

What you may not do is copy or reuse the portal’s software, its template wording, its calculations or its look and feel to build or sell another product, or resell access to the platform itself.

11. Use by practices and white-labelling

An accounting practice may use the portal for its own clients, and may brand its client-facing outputs — invoices, statements, proposals, letters and client portals — with its own name and logo, as the portal provides for. A practice may not present the platform as its own software product, sell or sublicense access to it, or remove KMBFS’s rights in the underlying software. KMBFS may use the practice’s branding only to produce those outputs for the practice’s own clients.

12. Signature requests

When you send a document for signature through the portal:

• You confirm you have the authority to send it and to collect the signatures you asked for, and that the signatories you invite are the right people.
• Documents are stored privately and opened through a short-lived link, and each signatory gets their own signing link, valid for 14 days, which stops working if you cancel the request.
• In-app signing requires the signatory to be signed in with the email address the request was sent to. The portal records who signed, when, and from where, as an audit trail.
• The completed document is emailed to every party once all have signed.
• We provide the tool and the audit trail. We do not give legal advice and we cannot guarantee that every document is legally valid in every situation, or that a particular document may lawfully be signed electronically: that depends on the document and the law that applies to it. It is your responsibility to satisfy yourself on that.

13. Acceptable use

• Do not use the portal for anything unlawful, or to send anything unlawful or misleading.
• Do not try to reach another user’s workspace, data or documents, or to obtain a file you are not entitled to see.
• Do not copy, scrape, resell or disrupt the portal or its tools.

14. Suspension, closure, export and deletion

You may stop using the portal at any time, export your records using the portal’s own exports (Excel, CSV and PDF), and ask us to close your account. We may suspend or close an account for unlawful use, misuse, a security risk, or non-payment, and we will tell you why.

To have your account and information deleted, email info@kmbfs.co.za or use “Request account deletion” in the account menu; the account is held for 30 days so it can be recovered if you change your mind, and then deleted. Where records belong to an accounting practice’s client, the practice decides how long those records are kept. Deletion, retention and backups are described in the Privacy Policy.

15. Intellectual property

The portal, its software, its templates and the KMBFS name and logo belong to us or our licensors, and may not be copied or reused outside the portal without our written permission, except as section 10 and section 11 allow. Your own information and your own branding remain yours.

16. Liability

We provide the portal with reasonable skill and care. To the extent the law allows, we are not liable for indirect or consequential loss, or for decisions taken on figures that have not been checked. Nothing in these terms takes away rights you have under the Consumer Protection Act or any other law that cannot be excluded.

17. Complaints and disputes

If something goes wrong, contact us first at info@kmbfs.co.za or 010 448 0720, with the account, the purchase and what happened, so we can look into it. We will respond as soon as we reasonably can and try to resolve it with you directly. If we cannot, you may take the matter further under South African law, including to the Consumer Goods and Services Ombud, the National Consumer Commission, or — for privacy complaints — the Information Regulator. These terms are governed by South African law.

18. Changes to these terms

We may update these terms when the portal or the law changes. The date at the top of this page shows the current version, and that version is recorded against your account as 2026-10-15 together with the date you accepted it. Where a change materially affects your rights or what you pay, we will bring it to your attention in the portal before it takes effect.