How your invoice data is handled.

Private invoice inbox

The supplier invoice inbox stores uploaded files in private storage and extracted or corrected invoice fields in our database. Access is restricted to the signed-in account that uploaded them; this version does not share invoices with other members of a company or bookkeeper clients.

PDF and photo uploads are sent to the configured AI document-reading provider with your permission. CSV imports are parsed by ChargeBasis without AI. The reader is instructed to transcribe invoice evidence and has no tools to contact suppliers. AI results may be wrong and require verification. Hosting, storage and AI providers process data to operate this service; do not upload documents unless this processing is permitted for your business.

Invoices and corrections remain until you delete the invoice from the inbox. Deletion removes the active stored file and invoice record; provider backups may follow their own retention schedules. We do not claim immediate backup deletion or a guaranteed data residency region. Keep your own copies. Uploaded documents are not published or used as customer examples.

Free comparison workspace

The review workspace calculates from figures you enter in your browser. These inputs and review marks are held in the current tab; they are not uploaded for processing or saved to an account. Export a CSV report before closing or reloading. Downloaded files are under your control.

Pilot enquiries

We store your business name, email address, role, invoice-volume range and the time you gave permission for a reply. Authorized ChargeBasis reviewers use these details to assess fit and respond. We also store the request’s handling status.

Submitting this form does not subscribe you to marketing. It does not collect invoice files or card details.

Site operation and access

The enquiry limiter uses a hashed connection identifier to limit repeated requests. Hosting providers may process connection information to operate the site. Reviewer access requires an authenticated account with the reviewer role.

The site can record first-party usage events and campaign attribution. Account sessions and campaign attribution may use cookies. These are separate from permission to contact you about an enquiry.

Before supplier documents are received

We agree the purpose, who may access the documents, any permitted AI processing, the transfer route and retention arrangements before a review. Do not include documents or confidential client information in your initial enquiry.

Questions and deletion requests

Contact support@chargebasis.com about access, correction or deletion of enquiry details. There is currently no self-service deletion tool for pilot enquiries and no automatic deletion period configured for them.

Existing freight accounts

If you use the legacy freight tools, their document and account handling is described separately.