Your account and authority
Provide accurate account information, keep your sign-in methods secure, and use only accounts and company records you are authorized to access. Tell us promptly if you suspect unauthorized access.
Employers and their authorized administrators control the payroll information they enter and who receives employee documents. Employees using the portal may access only the records made available to them.
What Payroll provides
Payroll helps you calculate supported Canadian payroll deductions, maintain payroll records, and prepare paystubs, T4 files, remittance summaries, and supported Record of Employment (ROE) drafts or exports. Available features depend on the plan and supported workflow.
Beanflow does not pay employees, move payroll funds, remit source deductions, or submit T4 or ROE filings for you. Quebec payroll and employment standards for federally regulated workplaces are outside the current product scope. CRA federal income tax, CPP and EI calculations remain part of supported payroll.
Payroll guides and Support responses provide product help and general information. They do not replace advice from your accountant, lawyer, or other qualified adviser.
Employer responsibilities
You remain responsible for paying employees correctly and on time, complying with tax and employment obligations, filing required returns, making remittances, and retaining the records your business needs.
Review employee details, province of employment, tax claims, pay dates, earnings, deductions, year-to-date history, and generated documents before relying on them. Incorrect or incomplete inputs can affect results. Confirm that the workflow supports your circumstances, including any special employment-standard rules or manual adjustments.
Obtain the authority and give the notices required to provide employee information to Beanflow. Do not enter information you are not entitled to use, and verify recipient addresses before emailing payroll documents.
Free use, trials, and the March 2027 transition
Payroll remains free to use through February 28, 2027. Free and optional paid Basic plans become available from March 1, 2027. Basic is not available to purchase before that date, and we will notify account holders before billing begins.
New accounts receive a free trial of Basic features for the calendar month in which they register and the next two calendar months. The registration month counts as the first month even if you register in the middle or on the last day of that month. This is a calendar-month trial, not a 90-day trial.
Your free period ends on the later of February 28, 2027 and the last day of the second calendar month after your registration month. For example, an account registered on February 20, 2027 remains free through April 30, 2027 and can first start paid Basic on May 1, 2027. An account registered on October 6, 2026 remains free through February 28, 2027.
No credit card is required for free use or the trial. Starting a trial does not authorize a future charge. Paid Basic starts only after your free period (as defined above) ends, and only if you choose Basic and authorize payment through Stripe. Otherwise, your account automatically moves to the Free plan at the end of that period, without any charge.
The Free plan supports up to two active employee records per month across all companies in an account. It includes payroll calculations, saved results, and paystub previews. Existing employee records and payroll history remain accessible, and previously generated non-T4 files remain accessible and downloadable, while normal Free-plan access is available. These ordinary Free features are unavailable if account access is suspended for unpaid Basic invoices, as explained below. All T4 features and T4 file downloads, including previously generated T4 files, require Basic and are unavailable on Free. Accessing the account at least once every 60 days, including to view historical records, keeps the unrestricted free account active. After more than 60 consecutive days without qualifying access, the notice and deletion process below applies.
After your free period ends, generating or delivering new paystubs and creating new ROE files require Basic. All T4 features and T4 file downloads, including previously generated T4 files, also require Basic. These requirements include regeneration or corrections relating to payroll or a tax year before March 2027. Approving payroll for a third or additional active employee record in the month also requires choosing Basic first. Exceeding the Free limit does not automatically subscribe you or create a charge.
Basic pricing and monthly billing
Basic costs CAD 15 per calendar month, including up to two active employee records. Each additional active employee record adds CAD 3 for that month. The price applies to the whole account across all of its companies; there is no separate charge per company or payroll run. Applicable taxes are additional, as described below.
An active employee is a distinct employee record that appears in payroll approved during the billing month. The approval date determines the billing month, rather than the pay period or pay date. The same employee record counts once even if it appears in several approved payroll runs. Different employee records in different companies count separately. Creating or keeping an employee record without approved payroll in that month does not by itself add an employee charge.
Once an employee record has been counted for a month, voiding the approved payroll does not remove that employee from the month's count or reverse the resulting employee charge.
The full CAD 15 base fee applies to any calendar month in which paid Basic is active, including when you start or restore Basic partway through the month. It is not prorated and remains payable even if you do not approve payroll that month. Additional employee charges depend on that month's active employee count.
We total the base fee and employee charges at month-end and collect payment through Stripe for that month's use, plus applicable taxes. Payment processing may complete in the following month. We identify the billing time zone and payment schedule before you authorize Basic.
Before you choose Basic, we present the price, employee-counting rule, taxes, billing time zone, monthly renewal, and cancellation and refund terms, and obtain your payment authorization. We make an accessible subscription confirmation and billing record available for your records. Accepting these Terms or using a free account does not itself start a subscription or authorize an automatic upgrade.
Renewal and cancellation
Once you choose paid Basic and authorize payment, your subscription normally renews for each calendar month until you cancel or its paid service and new charges are suspended for an unpaid invoice as described below. Your authorization covers recurring month-end charges for the base fee, additional active employees, and applicable taxes under these Terms only while Basic is active and billable. A suspended month does not generate new Basic fees merely because the Basic plan remains on your account.
You can cancel Basic using the Cancel subscription control in your account billing settings. The control remains available during a payment suspension, without requiring you to settle the overdue invoice first. Cancelling during payment suspension ends the suspended Basic plan immediately and changes the recorded plan to Free, while the unpaid-invoice access restriction remains until valid overdue charges are resolved. We record the request when you confirm it, display its effective date and subscription status, and provide a confirmation you can keep, including by email. The billing time zone and the end-of-month cancellation cutoff are disclosed before you subscribe and displayed in your billing settings.
Cancellation completed before the next calendar month begins takes effect at the end of the current billing month. Basic remains available through that month, and the account moves to Free for the following month, subject to any unpaid-invoice restriction described below. Cancelling after a new billing month has begun does not reverse that month's full base fee and takes effect at the end of that month.
The current month's full base fee, employee charges, and applicable taxes remain payable at month-end. Cancelling does not erase an unpaid invoice. Moving to Free does not itself delete existing employee records, payroll history, or previously generated files, including stored T4 files; Free-plan limits apply to access and future use, including the Basic requirement for all T4 features and T4 file downloads. Continued access and storage are subject to the inactive free account policy below.
Failed payments and Basic payment suspension
If a Basic invoice is unpaid when payment is due and a payment attempt fails, or the invoice otherwise becomes overdue, we place the account in Basic — Payment Suspended status. We temporarily retain the Basic plan selection and billing history rather than immediately downgrading to Free, but suspend normal Payroll functionality and stop accruing new Basic subscription fees while the suspension remains in effect. The amount already lawfully billed for an earlier active Basic period remains due. We notify the account owner of the failed payment, the payment options, and the plan-conversion deadline through the service or email.
The Basic plan selection may remain in Payment Suspended status only through the final calendar day of the month immediately following the Basic billing month for which payment is outstanding, measured using the billing time zone disclosed in your account. If an April Basic invoice is unpaid, the suspended Basic selection ends after May 31; it automatically changes to Free at the beginning of June 1 unless you have already cancelled, chosen Free, or paid and affirmatively reactivated Basic. If several invoices are overdue, the earliest unresolved Basic billing month determines the deadline; subsequent unpaid invoices do not restart or extend it. The conversion date is displayed in the billing page.
At the start of a new billing month, a prior-month Basic invoice that has not yet been successfully settled may also prevent billable Basic renewal until the payment result is known. We do not begin charging for a new Basic month while service is held for that unresolved payment. If the payment then fails or remains overdue, the account enters or remains in Basic — Payment Suspended without generating a new Basic charge for the held period. A delayed payment result does not extend the automatic Free conversion deadline or silently start an additional paid month.
While Basic is Payment Suspended, or after it has been automatically converted to Free with valid overdue invoices still outstanding (Free — Payment Restricted), an authorized account user may sign in to the billing page to review itemized invoices, amounts owed, transaction history, secure payment options, confirmations, subscription status, and any available cancellation or plan-selection options, and to contact Support or dispute a charge. Other Payroll operations, including ordinary viewing of payroll records, calculating or approving runs, and generating or downloading documents, remain unavailable. The restriction does not prevent statutory personal-information access requests, legally required notices, or assistance that applicable law requires us to provide.
After all valid overdue invoices are paid or corrected, the payment restriction ends. We ask you to choose either normal Free access or to reactivate Basic, whether you paid during the suspended-Basic period or after automatic conversion to Free. Choosing Free creates no new Basic subscription charge. Reactivating Basic requires your affirmative selection and recurring-payment authorization, and the full monthly Basic base fee applies for the calendar month of reactivation, even if reactivation occurs partway through that month. Merely paying an old invoice does not automatically restart Basic or create a new paid month.
No new Basic base fee or additional-employee fee accrues while normal Payroll service is held for an unpaid invoice. For example, if April Basic fees cannot be collected at April month-end, the account remains recorded as Basic — Payment Suspended during May unless the debt is resolved or you cancel, with no new May Basic fee. If it remains unpaid through May 31, the plan automatically becomes Free on June 1 but stays Free — Payment Restricted until all valid overdue invoices are resolved; normal Free access is not restored merely by the automatic downgrade. Paying in May allows you to resume Free or affirmatively reactivate Basic, and only the latter starts billable Basic service in May. If invoices from April and May were each validly incurred before suspension, both remain payable, but an unpaid April invoice alone never creates a May Basic charge.
We do not automatically erase payroll records solely because of non-payment or automatically changing the plan to Free. Account closure and deletion remain subject to the separate notice, retention, and privacy rules described below. The Free-plan inactivity/deletion timer does not run while ordinary Payroll access is blocked, whether the recorded plan is Basic — Payment Suspended or Free — Payment Restricted.
Prices and applicable taxes
All prices are stated in Canadian dollars and exclude applicable taxes. We add GST/HST and provincial sales taxes where required by law. The applicable tax depends on the transaction and relevant customer location or software-use information; it is not a single nationwide tax rate.
Provide accurate billing contact details, address, and any tax information needed for invoicing or a valid exemption, and tell us when they change. We show the applicable tax information before you authorize a paid subscription and itemize taxes on your invoices. Tax rates may change as required by law.
Refunds and billing questions
Subscription charges are generally non-refundable. Starting or restoring Basic partway through a month, cancelling renewal, or using Basic for only part of a month does not reduce that month's base fee or create a refund entitlement.
If you believe an invoice is incorrect, you may contact [email protected] or use the billing page to raise a dispute. Identify the invoice and explain the issue without sending sensitive employee or card information. We will review the charge, make reasonably available relevant billing details and a response, and correct erroneous or duplicate amounts. Valid undisputed overdue charges remain payable; an invoice dispute does not automatically cancel a valid charge, but we will consider a justified request for temporary access or suspension of collection restrictions while investigating. We will provide refunds where required by applicable law. Nothing in these Terms removes rights that applicable law does not allow us to exclude.
Your data and our software
You retain your rights in the information and documents you provide. You give Beanflow permission to host, process, display, and transmit that information as needed to provide Payroll and Support, follow your lawful instructions, protect the service, and meet legal obligations. This permission does not transfer ownership of your records to Beanflow.
Beanflow and its licensors retain their rights in the software, website, and other service materials. You may use them for their intended business purposes. You may download your available payroll records and use generated documents for your business obligations.
For employer-controlled personal information processed through Payroll, our Data Processing Addendum forms part of these Terms and specifies additional safeguards, customer instructions, and assistance with privacy requests and security incidents.
Confidentiality of customer information
We treat non-public customer business records, employee payroll information, and non-public documents provided through Payroll or a private Support interaction as confidential information. We use or disclose that information only to deliver and protect the service, follow authorized customer instructions, fulfil legal obligations, or as otherwise described in the Privacy Policy and Data Processing Addendum.
We limit access to personnel and service providers who need the information for an authorized task, subject them to appropriate duties of confidentiality and safeguards, and do not use employer payroll records for advertising or to train general-purpose AI models without separate authorization.
This obligation does not restrict information lawfully public without our breach, already lawfully known to us, or lawfully obtained independently without a duty of confidentiality. If a legal demand requires disclosure, we will, where permitted and reasonably practicable, give the affected customer notice and disclose no more than required. The confidentiality obligation continues after account closure for as long as the information remains non-public and under our control.
You must also keep employee records, account credentials, and private document links confidential, and ensure that your authorized users and intended document recipients handle them appropriately. Information that you deliberately post to a public or shared Support ticket is subject to the visibility settings you selected.
Acceptable use
Use the service lawfully and respect other users. You must not:
- Access another employer's or employee's records without authorization, share sign-in credentials improperly, or bypass access controls.
- Upload unlawful content, malware, or information that violates another person's rights.
- Interfere with service security or availability, abuse Support, or use the service for fraudulent payroll or tax activity.
Payroll support
Support is part of the assistance we provide for Payroll. Send only the information needed to explain a problem. Use a private ticket for account-specific information and do not post Social Insurance Numbers, full payroll documents, sign-in codes, or payment details in shared or public tickets.
A ticket marked public or shared may be visible to other Support users, including its permitted replies and attachments. Review its visibility before posting. We do not promise a particular response time unless we expressly agree to one.
Service warranties and disclaimers
We use reasonable care in providing Payroll and Support. Subject to any rights or warranties that applicable law does not allow us to exclude, the service, calculations, reports, documents, exports, website content, and Support are provided on an "as is" and "as available" basis.
To the fullest extent permitted by applicable law, we disclaim all other express or implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be uninterrupted, error-free, compatible with every payroll circumstance, or sufficient to satisfy every filing or employment obligation without your review. These disclaimers do not remove the express commitments we make in these Terms or our duties under applicable privacy law.
Availability and service changes
We take reasonable care in providing the service, but cannot guarantee uninterrupted availability or error-free results. Maintenance, updates, and third-party outages can affect access. Keep copies of important records and allow enough time to meet your payroll and filing deadlines.
We may update supported workflows and features. For a material change that reduces ongoing access or ends a service, we will provide reasonable advance notice and an opportunity to export available records where practicable. Urgent security or legal requirements may require action without advance notice.
If you find a calculation or document problem, stop relying on the affected result and contact Support. Nothing in these Terms excludes rights, remedies, or responsibilities that applicable law does not allow us to exclude, or removes our obligations under applicable privacy law.
Limitation of liability
To the fullest extent permitted by applicable law, Beanflow AI Ltd. and its directors, officers, employees, contractors, agents, and licensors (together, the "Beanflow Parties") are not liable for indirect, incidental, consequential, special, exemplary, or punitive damages, or for lost profits, revenue, anticipated savings, business opportunities, goodwill, business interruption, loss or corruption of data, or the cost of substitute products or services, arising out of or relating to Payroll, Support, beanflow.ai, or these Terms. This exclusion applies regardless of whether a claim is based on contract, tort (including negligence or gross negligence), or another legal theory, and even if we were advised that the loss was possible.
Your obligations to pay wages and other compensation, deduct and remit taxes and contributions, prepare and file returns, and meet other employer obligations remain yours regardless of whether you use Beanflow. To the fullest extent permitted by law, the Beanflow Parties are not liable for interest, fines, penalties, late-filing charges, or similar assessments arising from payroll or reporting errors, missed deadlines, or your reliance on service outputs, even if a service error contributed to the assessment. Any liability that the law does not permit us to exclude remains governed by the applicable law.
To the fullest extent permitted by applicable law, the total aggregate liability of all Beanflow Parties combined for all claims arising out of or relating to Payroll, Support, beanflow.ai, or these Terms, whether in contract, tort (including negligence or gross negligence), statute, or otherwise, will not exceed the greater of (a) CAD 100 and (b) the subscription fees you actually paid to Beanflow for Payroll during the 12 months immediately preceding the first event giving rise to the claim or related claims. Taxes, payroll funds, remittances, and amounts paid to third parties are not subscription fees. This is one combined limit, not a separate limit for each claim, user, employee, company, payroll run, or legal theory; amounts paid on earlier claims reduce the amount remaining under this limit.
These exclusions and limits apply even if a remedy fails of its essential purpose. They do not limit our obligation to correct or refund erroneous or duplicate subscription charges as described above, or exclude or limit liability for our fraud, wilful misconduct, or any liability or remedy that applicable law does not permit us to exclude or limit. In particular, they do not remove our duties under applicable privacy law, restrict an individual's statutory privacy rights or right to complain to a regulator, or override mandatory consumer protections where they apply.
The parties acknowledge that the service fees, including the availability of a Free plan, reflect this allocation of risk. You should maintain independent copies of important records, review calculations and filings, meet statutory deadlines, and take reasonable steps to reduce avoidable loss. This section continues to apply after your use of the service or these Terms end.
Third-party claims arising from your use
To the fullest extent permitted by law, you will defend and indemnify the Beanflow Parties against third-party claims and reasonable resulting losses, costs, and legal fees arising from (a) information or documents you supply without the required rights, authority, or notices; (b) your unlawful or fraudulent use of the service; or (c) your failure to meet your own employment, payroll, tax, reporting, or remittance obligations. You do not have to indemnify a Beanflow Party to the extent a claim results from that party's own breach of these Terms, negligence, or unlawful conduct.
We will give you reasonably prompt notice of an indemnified claim and cooperate reasonably with its defence. You may direct the defence with qualified counsel, but you may not settle a claim in a way that admits fault by a Beanflow Party, imposes a non-monetary obligation on it, or requires it to pay an amount without its prior written consent, which will not be unreasonably withheld. This section concerns third-party claims, not a waiver of anyone's statutory rights, and survives the end of these Terms.
Suspension, closure, and records
You may stop using Payroll and request closure or permanent deletion of your Payroll account through an available account-deletion process or by contacting us. We verify your authority before carrying out a deletion. Deleting one company affects its associated Payroll data; deleting a Payroll account includes its associated companies and records, but does not by itself delete unrelated accounts or other Beanflow services.
Before permanently deleting your Payroll account, you are responsible for downloading and retaining any payroll records and tax documents required for your business. Once completed, account deletion is irreversible. Beanflow deletes the associated Payroll account data and files from active systems, except for limited information subject to applicable legal retention or preservation requirements. Our Privacy Policy explains these exceptions and how residual backups are handled.
Beanflow is not responsible for retaining your statutory payroll records on your behalf or restoring deleted Payroll data and files. Cancelling Basic or moving to Free does not, by itself, delete your account or its records. Account deletion does not erase subscription charges already lawfully incurred.
We may restrict or suspend access when reasonably necessary to address misuse, a security threat, a legal requirement, or a material breach of these Terms. Where practicable, we will explain the reason and give you a chance to resolve the problem. Suspended access does not remove your payroll, remittance, filing, or record-keeping obligations.
Inactive free accounts
We may send an account-deletion reminder after a free Payroll account has had no qualifying activity for more than 60 consecutive days. If there is no qualifying activity during the 30 days after we send that email, we may close the account and delete its associated data. This policy does not apply while the account has an active paid subscription, an unexpired trial, or blocked normal access because of Basic — Payment Suspended or Free — Payment Restricted status. For an account moving from a paid plan to free use, the inactivity period starts no earlier than the date normal Free-plan access begins or resumes.
Activity includes an authorized user signing in and accessing the Payroll account or its employee portal, or viewing, updating, or exporting its records while signed in. Activity in any company within the account counts for the whole account. Automated background activity and opening notification emails do not count. Each qualifying access, including viewing historical records, restarts the 60-day inactivity period.
The 30-day notice period starts on the date we send the initial account-deletion reminder to the registered account owner; it does not start automatically when the account reaches 60 days of inactivity. That email will state the send date, scheduled closure date, and how to keep the account or obtain copies of records available under the Free plan.
During the notice period, Free-plan limits continue to apply. You may access and export available payroll records and download previously generated non-T4 files without purchasing a paid plan. T4 features and T4 file downloads, including previously generated T4 files, require Basic. Qualifying activity before the deadline cancels the scheduled closure and restarts the 60-day inactivity period. If you report an access or export problem before the deadline, we will pause closure while we review and address it.
If the account remains inactive through the deadline, we may close it and delete its data as described in our Privacy Policy. Deleted records may not be recoverable. You remain responsible for keeping the records required for your business. Nothing in this policy overrides a retention obligation that applies to you or Beanflow.
Closure applies only to the affected Payroll account and its associated company records. It does not close another customer’s account or remove a shared sign-in still needed for another Beanflow service.
Existing account holders will receive notice of this policy before it is first applied to them. The same reminder-based process applies to existing accounts: the full 30-day notice period starts when we send the initial account-deletion reminder, even if the account has already been inactive for more than 60 days.
Changes to these Terms
We will publish updated Terms here and change the date above. We will give account holders reasonable notice of material changes through email or the service and explain when they take effect. Where a change requires your agreement, including starting a paid subscription, we will obtain it before applying that change.
If you do not agree to a proposed change, contact us about ending your use and exporting available records. Mandatory legal protections continue to apply.
Disputes and governing law
For a billing or service dispute, you may first notify Beanflow at [email protected] with sufficient details for us to investigate, and we will make reasonable efforts to resolve it in good faith. This informal process does not require you to waive or postpone any legal right, regulatory complaint, urgent relief, or statutory filing deadline.
Subject to mandatory applicable laws, these Terms and any dispute arising from them are governed by the laws of Saskatchewan and the federal laws of Canada applicable there, without applying rules that would require another jurisdiction's laws. To the extent permitted by law, disputes that require court proceedings will be brought before the courts of Saskatchewan. We do not require binding arbitration under these Terms.
General terms
If any provision of these Terms is found unlawful or unenforceable, it is severed or limited only as necessary, and the remaining provisions continue to apply. A delay or failure to enforce a right is not a waiver of that right.
These Terms, the Privacy Policy, the Payroll Data Processing Addendum where applicable, and the specific subscription terms you accept form the agreement regarding Payroll and its related Support. If a subscription confirmation conflicts with these Terms about a specifically disclosed price or billing date, the more specific confirmation governs that item, subject to mandatory law.
Provisions intended to operate after cancellation or account closure, including payment of accrued charges, confidentiality, applicable data protection and retention duties, intellectual property, liability limitations, indemnities, and dispute provisions, survive to the extent necessary for their purposes. No clause removes mandatory legal rights.
Contact Beanflow
For questions about these Terms or a service issue, contact Beanflow AI Ltd. at [email protected]. Please include enough information to identify the account and issue without sending unnecessary sensitive data.
Legal notices may also be sent to Beanflow AI Ltd., 1410 Pringle Cres, Saskatoon, SK S7T 0V4, Canada.