Effective 14 August 2026 · Last updated 14 August 2026
BankScan AI (the "Service") is focused bookkeeping software for one UK sole trader or individual landlord and, where the relevant entity-books option is shown as enabled, one ordinary partnership or owner-operated micro limited company. It parses UK bank statements and receipts, can import read-only account information through Moneyhub, provides customer, invoice and transaction-review tools for supported business records, and produces draft accountant handoff exports. For eligible sole traders only in the initial direct-filing release, it can categorise transactions against HMRC's MTD Income Tax taxonomy and — only after the required HMRC Production access and recognition are granted — submit supported MTD Income Tax updates or returns on the Customer’s instruction.
The Customer is the individual subscriber acting for their own business, or an individual authorised to act for the supported partnership or company. "Business Data" is the supported business’s information supplied to or created in the Service.
The Service is operated by BankScan AI (trading name; the underlying legal entity is Mitoba Consulting Ltd, registered in England & Wales). Contact: mitchellagoma@gmail.com.
In these Terms, “small business” means one of those supported, narrowly scoped businesses. The Service is not intended for trusts, LLPs, groups, charities, overseas entities, partnerships with corporate partners, payroll bureaus, accountancy-practice client management, consolidated accounts or complex tax affairs.
BankScan AI is not authorised by the Financial Conduct Authority and does not claim to be a registered agent. When a Customer enables a bank feed, Moneyhub Financial Technology Ltd provides the regulated bank-facing Account Information Service under its own terms and FCA permissions (FRN 809360). That does not make BankScan AI FCA-authorised or a registered agent. Live bank feeds remain disabled until the executed Moneyhub agreement confirms the applicable regulated and data-protection operating model; these terms and the Privacy Policy must reflect that agreement before activation. We do not provide regulated financial, accounting, investment, or legal advice.
A Customer may ask the Service to create a connection through Moneyhub. Moneyhub presents its standard consent journey and the bank handles account authentication. BankScan AI does not receive the bank username or password, and this integration does not give BankScan authority to make payments or move money. Use of that connection is also subject to Moneyhub’s API Terms of Use and Privacy Policy.
After a successful connection, the Service periodically retrieves available account information and imports newly booked transactions into the Customer’s Ledger. Pending transactions are not added until the bank reports them as booked. Bank coverage, history, update frequency and consent duration vary by institution and provider; the Customer may need to renew consent or authenticate with the bank again when consent expires.
The feed is a collection aid, not a guarantee of real-time data, completeness or accounting reconciliation. Customers must compare the Ledger with the bank’s own records and review any duplicate, changed, missing or delayed item before relying on it.
Moneyhub may notify the Service when a provider transaction is new, updated, deleted or restored. The Service verifies the signed notice and retrieves current provider data before processing it. A provider deletion does not silently erase an accounting record already in the Ledger; the existing record is retained and flagged for Customer review. A restored item is checked against the current provider data.
Disconnecting stops future imports and asks Moneyhub to revoke the connection. Transactions already imported remain in the Ledger to preserve the Customer’s accounting record and provenance unless the controller later deletes them under its retention policy.
The Service can store customer records; create quotes, invoices and customer credit notes; generate draft invoices from repeating schedules; and track due and overdue balances. Warnings are aids only. The Customer must check the source record, document number, dates, VAT treatment, totals, status and legal wording.
A hosted invoice page displays the seller’s invoice and payment instructions. The seller may add an HTTPS checkout URL supplied by its own payment provider. That provider is selected by the seller and is governed by the seller’s agreement with it. BankScan AI does not collect, hold or move the customer’s invoice payment and does not act as the seller’s payment service provider. The Customer must confirm payee details and protect or revoke a hosted invoice URL if it is disclosed to the wrong person.
The Service may queue transactional reminders about unpaid invoices. Reminder delivery and provider status are best effort: an email may be delayed, rejected, suppressed or unread. A reminder does not establish that the debt is valid, due or received and does not replace the Customer’s own credit-control records.
Reconciliation suggestions compare available amounts, dates, references and contacts. They do not alter the accounting record until an Customer explicitly confirms the match or transfer. A statement is shown as fully reconciled only when its arithmetic difference is zero, the mapped cash account’s posted opening and closing balances agree, and every transaction in the selected scope has a compatible confirmed explanation. The statement-check action does not create or alter an opening balance; that is a separate, explicit and audited bookkeeping change. Reversing a match or transfer invalidates affected checks for review. A reconciled result does not prove that every statement, transaction, document, category or tax treatment is present or correct.
The supported bookkeeping boundary is deliberately narrower than a general accounting suite. Sole-trader books and, when enabled, ordinary-partnership books use the supported GBP cash-basis workflow. When enabled, a supported micro limited company uses GBP accrual bookkeeping with an entity-appropriate chart and reports. Entity type cannot be treated as interchangeable after records have been formed.
Partnership functions provide named-partner records, effective-dated profit shares, exact bookkeeping profit-allocation schedules, partner statements and a draft accountant handoff export; they do not prepare or submit an SA800 partnership return or calculate each partner’s personal tax. Micro-company functions provide narrow accrual books, purchase and sales subledgers, fixed-asset evidence, user-attested bookkeeping-period close evidence, and draft accountant handoff reports. BankScan prepares accurate bookkeeping records and a draft accountant handoff pack. It does not prepare, approve or file statutory accounts, CT600, iXBRL or Companies House submissions. The Customer must use a qualified accountant or suitable recognised filing software for those filings.
Payroll/RTI, CIS, inventory, groups, consolidation, complex assets or finance, multi-currency, specialist reliefs and general systems-integration functions remain outside the supported product unless the Service explicitly says otherwise. Customers whose affairs need those functions must use suitable specialist software or professional advice.
A supported browser may use BankScan’s web-app manifest to add a home-screen icon or open the Service in a standalone window. This is still the online website, not a native mobile application. It does not provide offline bookkeeping, background mobile synchronisation or offline file conversion; internet access and the hosted Service remain required.
Direct MTD Income Tax filing is initially only for eligible sole traders with supported self-employment income. It is not currently offered for landlord, partnership or limited-company records. The Service contains a reviewed submission flow for quarterly updates. It is available for live use only after HMRC has granted BankScan AI Production access and recognition, and the Customer has signed up for MTD Income Tax, connected the correct National Insurance number and businesses, and given explicit OAuth consent.
Filed submissions become the Customer's legal record with HMRC. BankScan AI provides an audit trail (the "Submission history") and lets the Customer correct their digital records and send an amended cumulative update where HMRC's current rules permit it. Earlier accepted submissions remain part of the HMRC audit trail.
A separately gated annual journey may be offered only to a narrowly eligible individual sole trader whose complete affairs fit the supported flow, and only after HMRC has also approved BankScan AI’s end-of-year functionality. It does not support every possible source of income, gain, loss, relief or adjustment. If the readiness checks do not confirm that the whole return is supported, the Customer must use HMRC-recognised compatible software or HMRC’s permitted service for the annual return by the applicable deadline.
After HMRC accepts a Final Declaration, BankScan AI preserves that tax year as filed and will not silently alter or resend it. The Customer may record a separate proposed correction for review and accountant handoff. That correction does not amend the accepted HMRC return and is not transmitted to HMRC by BankScan AI. Any required amendment must be completed through an accountant or HMRC-recognised compatible software that supports it.
For an account that remains connected to HMRC, the Service may send transactional reminders for quarterly-update deadlines reported by HMRC. Reminders are a best-effort convenience, not a substitute for checking the Customer's HMRC account or meeting legal deadlines. Disconnecting HMRC stops and invalidates unsent reminders.
HMRC notified software developers on 10 August 2026 that it had paused new MTD Income Tax Production-access requests. A Developer Hub API subscription or successful Sandbox test is not Production access. BankScan AI's earlier application remains subject to HMRC's existing approval process.
Until HMRC grants BankScan AI Production access and the product appears on the GOV.UK list of MTD Income Tax-compatible software, no Customer may use the Service to submit to live HMRC. Sandbox testing must use synthetic test details only and has no legal filing effect. Customers must use HMRC-recognised compatible software for live filing.
Plans, prices, and trial terms are shown at the point of purchase. Billing is handled by Stripe; BankScan AI does not store full card details. Cancellation takes effect at the end of the current billing period.
This section concerns payment for the BankScan subscription. It is separate from payments a Customer’s own customer may make against a hosted invoice, which BankScan does not collect, hold or move.
AI credit packs are optional one-time purchases for a verified account with an active paid BankScan subscription; they do not auto-renew. The included monthly AI allowance is used first. A pack becomes usable only after Stripe confirms the payment and BankScan records fulfilment, and it remains available while the account stays open but can be used only when the subscription is eligible. A processed refund or payment dispute reverses the corresponding unused credit. Closing the account removes any remaining balance; a late pack payment completed after protected account closure has begun is refunded rather than credited.
Refunds are at our discretion. We will not unreasonably withhold a refund for unused time within the first 14 days of a paid plan. Credit-pack refund requests take account of any portion already used. Nothing in these terms limits statutory consumer rights.
The Customer acts as controller for Business Data and instructs BankScan AI to process it only as needed to provide the Service.
Temporary parser working copies are deleted after processing. BankScan retains an encrypted exact copy of each uploaded source document, together with its extracted records, as bookkeeping evidence for the applicable statutory period. Account-erasure requests apply where no retention duty or legal hold requires the evidence to be preserved. Uploaded documents are not used to train BankScan or third-party AI models.
Customers must not:
The Service software, designs, and trade marks belong to BankScan AI. The Customer retains ownership of their uploaded data, Business Data, customer records, accounting documents and any dormant historical supplier or purchase records, imported bank records and any submissions filed via the Service, subject to the connected bank’s and provider’s applicable rights and terms.
To the maximum extent permitted by law, BankScan AI's aggregate liability arising out of or in connection with the Service is capped at the fees the Customer paid in the 12 months preceding the claim. We exclude liability for indirect, special, or consequential loss.
Nothing in these Terms limits liability for death, personal injury caused by negligence, or fraudulent misrepresentation.
Either party may terminate the agreement at any time. The Customer can request account deletion by contacting support. We first reconcile and end any live billing, then queue the protected closure process described in the Privacy Policy. Personal data is erased except where it must be retained for legal or tax-evidence purposes.
Closing an account stops BankScan’s active polling. The Customer should use Disconnect first when it wants the Service to send Moneyhub a provider-revocation request. Retained source-document originals, existing records and HMRC audit evidence follow the retention rules in the Privacy Policy. A request to clear a ledger or close an account does not override a statutory retention period or legal hold: protected records may remain in an integrity-checked archive until the applicable deadline, while direct account identifiers are removed where legally possible.
We may suspend or terminate accounts that breach these Terms or that we reasonably suspect are being used for fraud or other unlawful activity.
We may update these Terms. Material changes will be announced via email or in-app notice at least 14 days in advance. Continued use after the effective date constitutes acceptance.
These Terms are governed by the laws of England and Wales. The parties submit to the exclusive jurisdiction of the courts of England and Wales.