Dealer Ledger
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Terms of Service

Last updated: 30 December 2025

1. Acceptance of terms

By creating an account or using Dealer Ledger, you agree to these Terms of Service. If you do not agree, you must not use the service.

2. Service description

Dealer Ledger is a digital stock book and profit & VAT tracking tool for used car dealers. It allows you to:

  • Maintain a digital stock book for vehicles bought and sold
  • Track purchase and sale details, costs (buy price, fees, prep, other costs) and profit
  • Store documents per vehicle (MOT, V5, invoices, buyer ID)
  • Generate branded invoices for sold vehicles
  • Calculate profit and VAT estimates under the VAT Margin Scheme
  • Export data for accountants and record-keeping

The service is intended for business use only.

3. No tax or accounting advice

Dealer Ledger provides software tools only. It does not provide tax, legal or accounting advice. All VAT calculations are estimates based on the VAT Margin Scheme formula (margin × 20 ÷ 120) or similar logic you configure.

You remain fully responsible for:

  • The accuracy and completeness of the data you enter
  • Checking all figures and VAT calculations with a qualified accountant
  • Ensuring your records and returns comply with HMRC requirements

Dealer Ledger does not guarantee that any calculation or report is accurate or suitable for filing with HMRC.

4. Data security and storage

Your data is stored in secure cloud infrastructure with industry-standard encryption and access controls. All data transmission uses HTTPS. While we take reasonable steps to protect your data, no online service can be completely secure. You should keep your own copies of important records if required by HMRC or for your own business.

5. User responsibilities

You agree to:

  • Provide accurate information and keep your login details secure
  • Use the service only for lawful purposes and in accordance with these terms
  • Not attempt to reverse-engineer, hack or disrupt the service
  • Ensure that any buyer information or documents you upload have been collected lawfully

6. Subscription, free trial and billing

  • Dealer Ledger offers a 30-day free trial on paid plans.
  • After the trial, if you choose a paid plan, you will be billed monthly in advance at the current plan price (Founders: £9.99/month for the first 100 dealers; Standard: £19.99/month).
  • You may cancel at any time from within the app or by emailing us; cancellation takes effect at the end of your current billing period. No refunds are provided for previous periods.
  • Prices are in GBP and VAT.
  • We may change our prices in future. If we do, we will give you reasonable notice (for example 30 days by email) and the new prices will apply from your next billing cycle.

7. Founders Plan limit

The Founders Plan (£9.99/month) is limited to the first 100 dealers. After this limit is reached, new customers will only be able to subscribe to the Standard Plan (or any future plans we offer).

8. Service availability and changes

We aim to keep Dealer Ledger available at all times, but we do not guarantee uninterrupted or error-free operation. We may modify, suspend or discontinue parts of the service (for example to add features, fix bugs or comply with law). Where possible we will give reasonable notice of major changes.

9. Limitation of liability

To the maximum extent permitted by law:

  • We will not be liable for any loss of profits, revenue, data or business opportunities arising from your use of Dealer Ledger.
  • Our total liability for any claim relating to the service will be limited to the amount you have paid for the service in the 12 months before the claim arose (or £0 if you are on a free plan).

Nothing in these terms excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under UK law.

10. Changes to these terms

We may update these Terms of Service from time to time. We will post the updated version on this page and update the "Last updated" date above. If changes are material, we will also notify you by email or in-app. Your continued use of the service after changes take effect means you accept the new terms.

11. Governing law

These terms are governed by the laws of England and Wales, and any disputes will be dealt with in the courts of England and Wales.

12. Contact

For questions about these terms, email support@dealerledger.co.uk.