Terms & Conditions

1. Acceptance of these terms

These Terms & Conditions ("Terms") govern your organisation's use of the StokSource platform — the inventory (StokTrack) and procurement (SourceTrack) modules, the supplier portal made available to your suppliers, and every related service offered at stoksource.com ("the Platform"). By creating an account, or by using the Platform, you agree to these Terms on behalf of the organisation you represent, and you confirm you are authorised to bind that organisation.

If you do not agree to these Terms, do not create an account or use the Platform.

2. The service

StokSource is a subscription software service. Your organisation subscribes to one or more modules; what is available to you is determined by the modules and plan tier on your subscription. We may add, change, or retire features of a module, provided the change does not materially reduce the core function of what you subscribed to during a paid period.

Your data lives in a database dedicated to your organisation. No other customer can access it, and your suppliers see only the documents addressed to them (purchase orders, RFQs, and the records they themselves submit).

3. Accounts and security

You are responsible for the accounts your organisation creates, for keeping credentials confidential, and for the actions taken under them. Roles and permissions inside the Platform are your organisation's to configure; granting a permission is your decision, not ours.

Notify us without delay at support@stoksource.com if you suspect an account has been compromised.

4. Fees and payment

New accounts start with a free trial. When the trial ends, continued use requires an active paid subscription: the fee for each subscribed module, any add-ons, and any extra capacity (users, admins, storage) beyond the included allowances, billed monthly in advance. Prices are stated in US dollars; cards issued in the region may be charged the equivalent in Qatari riyal at a fixed conversion.

Payments are processed by MyFatoorah; we store only a tokenised reference to your card, never the card number. A small card-verification charge may be made when a card is saved and is automatically refunded.

If a renewal charge fails, we will retry and notify you. Access may be suspended while a subscription is unpaid. Fees already paid are non-refundable except where the law requires otherwise; cancelling stops future renewals and your subscription runs to the end of the paid period.

5. Your data

Everything your organisation records on the Platform — items, stock, suppliers, documents, transactions — is your data. We process it only to provide the service, we do not sell it, and we do not use it to compete with you.

You are responsible for the lawfulness of the data you store, including any personal data of your staff and contacts. On termination of your account we will, on written request made within 30 days, provide a reasonable export of your data before deletion.

6. Suppliers and the community

The Platform lets you invite suppliers, receive their documents, and — where your plan includes it — discover suppliers listed in the StokSource community. StokSource is a tool, not a party to your trade: contracts for goods or services concluded through the Platform (purchase orders, quotations, invoices) are between your organisation and the supplier alone.

A "Verified" badge in the community means StokSource reviewed information the supplier provided at a point in time. It is not a guarantee of the supplier's solvency, quality, or performance, and it does not replace your own approval and compliance processes.

7. Suppliers using the portal

This section is addressed to supplier companies rather than to subscribers. By registering a supplier account, accepting a buyer's invitation, or using the supplier portal, a supplier agrees to these Terms on behalf of the company it represents and confirms it is authorised to bind it. Fuller supplier terms are published on the Supplier Terms page linked at the top of this page, and are what a supplier accepts at registration; where the two differ, those terms govern the supplier relationship.

The portal lets a supplier receive and acknowledge purchase orders, respond to requests for quotation, submit invoices, maintain a catalogue of items and prices, exchange messages, and manage its own profile and documents. One supplier account can serve several buyer organisations, and each buyer sees only the documents exchanged between it and that supplier. Portal access for serving a buyer is free to the supplier.

Listing in the StokSource community is optional, and free for a supplier's first year; after that, remaining listed costs USD 20 per month. Non-payment blocks the listing — the company is removed from the directory and from discovery by new buyers — but never cuts off access to buyers it already serves: purchase orders, RFQs and invoices with existing buyers continue to work.

Everything a supplier publishes or files — profile, catalogue, prices, quotations, invoices, company documents — must be accurate, current, and theirs to provide. A "Verified" badge means StokSource reviewed information the supplier provided at a point in time; it is granted at our discretion, may be withdrawn if the information proves inaccurate, and is not an endorsement of the supplier.

StokSource is not a party to the trade. Contracts formed through the Platform are between the buyer and the supplier alone, and approval onto a buyer's vendor list, payment of invoices, and the commercial terms are matters between them. Documents a supplier files with a buyer become part of that buyer's compliance record of the supplier; a newer version can be uploaded, but filed versions remain part of the record an approval was judged against.

A supplier's quotations, prices and documents are visible only to the buyer they were addressed to — never to other buyers or to other suppliers. A supplier may unlist or stop using the portal at any time; buyers it served keep the documents already exchanged with them, because those form part of their own records.

8. Acceptable use

You must not use the Platform to break the law, to infringe others' rights, to transmit malicious code, to attempt unauthorised access to other customers' data, or to resell the service without our written agreement. We may suspend accounts that put the Platform or other customers at risk.

9. Availability and support

We aim to keep the Platform available at all times but do not promise uninterrupted service. Planned maintenance is announced where practical. Support is provided by email at support@stoksource.com.

10. Liability

To the maximum extent permitted by law: the Platform is provided "as is"; we are not liable for indirect or consequential loss, loss of profit, or loss of data caused by events outside our reasonable control; and our total liability arising out of or in connection with the Platform in any 12-month period is limited to the fees your organisation paid for the Platform in that period.

Nothing in these Terms excludes liability that cannot be excluded by law.

11. Termination

You may cancel your subscription at any time from the billing screen. We may terminate or suspend an account for material breach of these Terms, for non-payment, or where required by law. Sections 5, 10, 12, and 13 survive termination.

12. Connected accounting software

Where your plan includes it, you may connect StokSource to a third-party accounting package such as QuickBooks Online ("Accounting Software"). Connecting is optional, is initiated by you, and requires you to authorise StokSource inside that package. This section governs that connection and forms the end user licence agreement for our accounting applications.

What we read. With your authorisation we read your chart of accounts, your tax codes, and the vendor records needed to match your suppliers. We read this so you can code invoices against real accounts and so documents post correctly. We do not read your bank feeds, your payroll, your customer invoices, or your financial statements.

What we write. We create and update vendor records, bills, and bill payments that correspond to supplier invoices you have APPROVED in StokSource and to payments you have recorded. Nothing is written to your books that you have not approved inside StokSource, and an unapproved invoice is never posted.

What we store. We store the access and refresh tokens that keep the connection alive, encrypted at rest, together with the identifiers that link a StokSource record to its counterpart in your Accounting Software. We do not copy your ledger, your trial balance, or your financial statements into StokSource.

We do not sell, rent, or share data obtained from your Accounting Software, and we do not use it for advertising, for training models, or for any purpose other than operating the features you have enabled.

Your responsibilities. You are responsible for the accuracy of the coding you apply, for reviewing what is posted to your books, and for your own accounting and tax obligations. StokSource moves records you have already approved; it is not an accountant, it does not give accounting or tax advice, and it does not replace your review or your auditor.

Disconnecting. You may disconnect at any time, from StokSource or from within your Accounting Software. Disconnecting stops all further reading and writing, and we delete the stored tokens. Documents already posted to your books remain in your books and are yours to manage there; the identifiers linking them to StokSource records are retained so that reconnecting the same company does not create duplicates.

Third parties. Intuit and other Accounting Software providers are not party to this agreement, do not endorse StokSource, and are not responsible for the Platform. Your use of that software remains governed by your own agreement with its provider, and their availability, rate limits, and changes to their systems are outside our control.

13. Changes and governing law

We may update these Terms; material changes will be notified inside the Platform or by email at least 14 days before they take effect, and continued use after that date is acceptance. These Terms are governed by the laws of the State of Qatar, and the courts of Qatar have exclusive jurisdiction.

These Terms were last updated on 21 August 2026.