Payee Ledger terms of service
Version 1 · Last updated: 2026-11-08
These terms apply when you order Payee Ledger from Rotomal. They sit alongside our general terms, privacy policy and refund policy; where they differ, these product terms apply to Payee Ledger.
Who provides the service
Payee Ledger is provided by Rotomal, Israel ("we"). Contact: hello@rotomal.com.
The service
Payee Ledger connects to QuickBooks Online or Xero, tracks vendor payments against the 1099 reporting threshold, collects W-9s electronically, and produces 1099-NEC and 1099-MISC forms and an IRIS-formatted CSV for you to upload. In early access we do not e-file for you.
What is included
- Electronic W-9 collection with e-signature, TIN format check and scheduled reminders
- Daily running totals per vendor from QuickBooks Online or Xero, with card and payment-app payments excluded by payment method, or from a vendor payment CSV
- Alerts at $1,500 and $2,000 for vendors without a valid W-9
- 1099-NEC and 1099-MISC generation with adjustable boxes and PDF recipient copies
- IRIS Taxpayer Portal CSV export per company
- On Bookkeeper and Firm: multi-client dashboard, TIN Matching file and results import, and electronic delivery of recipient copies with consent
- Onboarding within 2 business days of your request
Plans and prices
| Plan | Price | Covers |
|---|---|---|
| Solo | $99 per season | One company, up to 50 vendors |
| Bookkeeper | $199 per season | Up to 10 client companies |
| Firm | $299 per season | Up to 50 client companies |
Billed per season: twelve months from activation, covering one tax year's payments and the following January filing. Founding customer pricing is fixed for two seasons. All plans include W-9 collection, running totals, alerts and IRIS-ready exports.
Prices are founding-customer prices for early-access orders. Taxes are added where the law requires.
Limits and extra use
Plans are per season (twelve months from activation, covering one tax year and the following January filing). Solo: 1 company, up to 50 vendors. Bookkeeper: up to 10 companies and 500 vendors. Firm: up to 50 companies, then $4 per company, and 2,000 vendors. If you go over, nothing is blocked; we tell you by email and you pay the stated per-company price, or move to the plan that fits. Unused allowance does not roll over.
How an order starts
Submitting a request does not create a contract or a charge. A contract starts only when we confirm your order by email and payment has been agreed. We start within 2 business days of that confirmation.
Billing, cancellation and refunds
Plans are billed monthly in advance. You can cancel at any time by email; the service continues to the end of the period you paid for and is not renewed. Your founding price stays as shown for at least 12 months from your start date.
Refunds and cancellations also follow our refund policy. rotomal.com/refund-policy/
What is not included
- We do not e-file to the IRS in early access; you upload the file under your own IRIS account
- We do not handle state filings; we export a per-state recipient list
- We do not give tax advice or decide whether a payment is reportable, a vendor is exempt or backup withholding applies
- We never write to your QuickBooks or Xero books
- We do not withhold or pay any tax for you
Your responsibilities
- Check vendor classifications, totals and every form before you upload, file or send recipient copies
- Keep the books accurate, including payment methods, and give us complete vendor data
- Have the right to share your clients' books and vendor data, including TINs, with us
- Obtain recipients' consent before electronic delivery of their copies
- File with the IRS and any state through your own accounts and meet every deadline
- Apply backup withholding where it is required
- You use the service only for lawful purposes and keep your account details safe.
Regulatory status
Payee Ledger is record-keeping and form-preparation software. We are not a tax advisor, CPA or enrolled agent, and in early access we are not an authorized IRIS transmitter. You or your client review, sign off and file every information return with the IRS and any state, furnish recipient copies, apply any backup withholding, and stay responsible toward the IRS and state authorities for what is reported, including penalties. The decisions of the IRS and state authorities are final and outside our control.
Outside services
- QuickBooks Online and Xero (OAuth, read scopes): if the connection is revoked or interrupted, or the platform changes its access, totals stop updating until it is restored; a CSV upload still works
- IRS IRIS Taxpayer Portal and TIN Matching in e-Services: if the IRS changes its file layout or the services are unavailable, exports or matching may need updating and filing may be delayed
- Email and SMS delivery: a W-9 request or reminder may be delayed or not delivered
- MCP-compatible AI assistants (Claude, ChatGPT and others) are optional, read-only by default, and governed by their own providers
The service relies on systems run by others. We are not responsible for their availability, changes or decisions; when one of them changes, we adapt the service as soon as we reasonably can.
Your data
Data and files you send stay yours. We process them only to provide Payee Ledger, as described in our privacy policy, keep them no longer than the service needs, and delete them on request when the service ends.
Early access and errors
Payee Ledger is an early-access service, provided as is and as available. We work carefully, but output can contain errors. If you show us an error in our output, we correct it and redo the affected work at no charge; this is your main remedy for errors.
No professional advice
Payee Ledger is a software and data service. It is not legal, tax, customs, accounting, insurance or other professional advice. Confirm decisions that depend on such advice with a qualified professional.
Liability
- Our total liability for all claims about Payee Ledger is limited to the fees you paid us for Payee Ledger in the 12 months before the claim.
- We are not liable for indirect or consequential loss, lost profit or revenue, or for fines, penalties, duties, taxes, surcharges, interest or chargebacks imposed on you by an authority, carrier, marketplace, bank or other third party, even where our output was used.
- Nothing in these terms limits liability that the law does not allow to be limited, including for fraud, intent or gross negligence, death or personal injury, or the mandatory rights of consumers.
Suspension and ending the service
We may suspend the service if it is used unlawfully or against these terms. We may also stop offering Payee Ledger; if we do, we give paying customers at least 30 days' notice by email and refund any prepaid period not used.
Changes to these terms
We may update these terms. For existing customers, changes take effect 30 days after we email them and never change a price we have already confirmed to you. The date at the top shows the current version.
Law and disputes
These terms are governed by the laws of the State of Israel, and disputes go to the competent courts in Israel. If you are a consumer, you keep the protection of the mandatory laws of the country where you live and may also bring a claim there.
Contact
Questions about these terms: hello@rotomal.com.