Terms of Service

Agreement to Terms

By using ClientSynq, you agree to these Terms of Service. If you don't agree with any part of these terms, please don't use our service. We've written these terms to be fair and clear for small business owners.

Description of Service

ClientSynq provides a secure client portal service that integrates with QuickBooks Online. Our service allows you to:

• Create secure portals for your clients to view their invoices and information
• Sync data automatically with your QuickBooks Online account
• Send invitations to your clients to access their portal
• Manage client access and permissions
• Process payments through integrated payment systems (Pro and Enterprise plans)
• Customize portal branding with your logo and colors (Pro and Enterprise plans)
• Securely exchange files with clients (Pro and Enterprise plans)
• Manage team members with granular permissions (Pro and Enterprise plans)
• Access bulk operations (Pro and Enterprise plans) and QuickBooks import and batch modify tools (Enterprise plan)

Account Registration

To use ClientSynq, you must:

• Be at least 18 years old or have legal authority to enter into this agreement
• Provide accurate and complete information when creating your account
• Have a valid QuickBooks Online subscription
• Keep your account information up to date
• Be responsible for all activity under your account

Acceptable Use

You agree to use ClientSynq only for legitimate business purposes. You will not:

• Violate any laws or regulations
• Share your account credentials with others (see "Account Security and Unauthorized Access" below)
• Attempt to access other users' data
• Use the service to transmit malicious software or spam
• Interfere with the service's operation or security
• Use the service for any fraudulent purposes

Your Responsibility for Actions Taken Through the Service

ClientSynq gives you tools that create, change and send information in systems you control, including your QuickBooks Online company, your clients' portals and your clients' email inboxes. You, and anyone you allow to use your account, decide how those tools are used. By using the service you agree that:

• You are solely responsible for the data you import, the records you create or change, the invoices and messages you send, the payments you collect, and the settings you choose. This includes everything done with the QuickBooks import, batch modify, bulk operations, payment and file exchange tools.
• Many actions take effect immediately in QuickBooks Online and in your clients' portals and cannot be undone by ClientSynq. Before running a bulk action you are responsible for reviewing the preview, checking the record counts, and testing with a small batch where appropriate.
• If an action you take produces an unintended result, for example invoices created or sent in error, records changed incorrectly, or payments collected on invoices that should not have been issued, correcting that result is your responsibility. We are not obligated to reverse, repair or reconcile it.
• We are not obligated to help you correct such results. We may, in our sole discretion, offer to do so as paid Professional Services (see "Support and Professional Services" below). Offering or providing help does not make us responsible for the original action or its consequences.
• You are responsible for communicating with your own clients about anything sent to them in error, including any refunds or credits you owe them.

Account Security and Unauthorized Access

You are responsible for keeping your account secure. This includes:

• Keeping passwords, API keys and other credentials confidential, turning on multi-factor authentication where it is offered, and securing the devices and email accounts you use to reach ClientSynq.
• All actions taken by your team members, by the client users you invite, and by anyone who uses your credentials, whether or not you authorized them.
• Telling us immediately at hello@clientsynq.com if you believe your account or credentials have been compromised. We may suspend access to protect you and other customers while we investigate.

We are not responsible for losses or changes that result from compromised credentials, phishing, malware on your devices, or unauthorized use of your account, except to the extent caused by our own breach of these terms. We are not obligated to investigate or reverse changes made through a compromised account; we may offer to do so, in our sole discretion, as paid Professional Services.

Pricing and Payment

Subscription Plans

• Basic Plan: $14.99 per month - Essential features for solo users, up to 100 clients
• Pro Plan: $29.99 per month - Advanced payments, unlimited clients, team management, custom branding
• Enterprise Plan: Custom pricing - Advanced features, dedicated support, custom integrations
• All plans include a 7-day free trial with full access to plan features
• If you started your trial with a payment method on file, billing begins automatically when the trial ends. If you started without one, your access ends when the trial ends unless you choose a plan.
• Subscription fees are billed monthly in advance

Payment Terms

• Payment is due on your billing date each month
• We use Stripe as our secure payment processor for all subscription billing
• We accept major credit cards and ACH transfers through Stripe
• Failed payments may result in service suspension after reasonable notice
• All subscription fees are non-refundable except as required by law or at our sole discretion

Payment Processing Services (Pro and Enterprise)

Important Clarification: ClientSynq does not directly process payments. All payment processing is handled by third-party payment processors, primarily QuickBooks Payments (Intuit). ClientSynq provides the secure portal interface that enables your clients to initiate payments.

If you use our payment processing features to accept payments from your clients:

• You must have QuickBooks Payments enabled in your QuickBooks Online account to accept credit card and ACH payments through the client portal
• Payment processing is provided by third-party payment processors (QuickBooks Payments/Intuit, Stripe)
• You are subject to the terms and conditions of those payment processors
• Standard processing fees apply as set by the payment processor (not by ClientSynq)
• You are responsible for compliance with applicable payment processing regulations
• We are not liable for issues with third-party payment processing services
• ClientSynq facilitates the payment interface but does not handle funds, store payment methods, or process transactions directly

Setup Assistance (Optional Add-On)

• We offer an optional $79 one-time setup assistance session for QuickBooks Payments configuration
• This fee is only charged if you continue after your 7-day free trial
• Pro users receive this setup assistance session at no additional charge (included free)
• Setup assistance is provided on a best-efforts basis and does not guarantee QuickBooks Payments approval
• Approval for QuickBooks Payments is solely at the discretion of Intuit/QuickBooks

Cancellation

Data and Privacy

Your data belongs to you. We provide the service to access and manage your data, but you retain ownership. See our Privacy Policy for details on how we handle your information.

• You are responsible for the accuracy of data you provide
• You must have permission to share any client data through our service
• We implement reasonable security measures but cannot guarantee absolute security
• You should maintain backups of important data

QuickBooks Integration

ClientSynq integrates with QuickBooks Online through official APIs. By using our service:

• You authorize us to access your QuickBooks data as needed for the service
• You must maintain a valid QuickBooks Online subscription
• Changes to QuickBooks' terms or APIs may affect our service
• We are not responsible for issues with QuickBooks' service or data

File Storage and Exchange (Pro and Enterprise)

Pro and Enterprise customers can use our secure file exchange feature to share files with clients. By using this feature:

• Maximum file size is 100MB per file
• You are responsible for ensuring you have rights to share any uploaded files
• Files must comply with all applicable laws and not contain malicious content
• We reserve the right to remove files that violate these terms
• Files are stored securely with encryption, but you should maintain your own backups
• We may set reasonable storage limits per organization
• Deleted files may be retained in backups for up to 90 days

Support and Professional Services

Standard support covers questions about how the service works and problems caused by the service itself. Anything beyond that is Professional Services, including:

• Correcting or reversing data that was created, changed or sent through your use of the tools
• Investigating or cleaning up after unauthorized access to your account
• Custom configuration, data migration, custom reports or integrations, and training

Professional Services are optional for both of us. We decide, in our sole discretion and case by case, whether to offer them at all, and we may decline or stop any request for any reason, including the size or complexity of the work, our available capacity, or the involvement of systems we do not control. Declining to provide Professional Services is not a breach of these terms and does not make us responsible for the underlying problem.

If we agree to help, we will quote the scope and price in writing before we begin, at our rates in effect at that time, and we will start work only after you accept the quote. Professional Services are provided on a best-efforts basis; we cannot guarantee that an unintended change can be fully reversed, especially where payments have already been collected or third-party systems are involved. Enterprise agreements may include a different support scope and pricing, in which case the Enterprise agreement controls.

Enterprise Services

Enterprise customers may receive additional services and terms:

• Custom contracts and service level agreements (SLAs) may apply
• Dedicated support and account management services
• Custom integrations and features tailored to your organization
• Priority support with guaranteed response times
• Enhanced security features including SSO/SAML and audit logs
• Specific terms will be outlined in your Enterprise agreement

Service Availability

We strive to provide reliable service but cannot guarantee 100% uptime. We may temporarily suspend the service for maintenance, updates, or due to circumstances beyond our control. We will provide reasonable notice when possible.

Indemnification

You agree to defend, indemnify and hold harmless Evergreen Bookkeeping Solutions LLC and its owners, employees and contractors from any claims, losses, liabilities and expenses (including reasonable attorneys' fees) arising from your data, your use of the service, actions taken through your account, your violation of these terms, or disputes between you and your clients, including claims by your clients relating to invoices, charges, portal access or communications you issued through the service.

Limitation of Liability

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE OR SUITED TO YOUR PARTICULAR NEEDS.

TO THE FULLEST EXTENT PERMITTED BY LAW, OUR TOTAL LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE IS LIMITED TO THE AMOUNT YOU PAID US IN THE 12 MONTHS BEFORE THE CLAIM AROSE. WE ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST DATA OR BUSINESS INTERRUPTION, EVEN IF WE WERE TOLD THEY WERE POSSIBLE.

Without limiting the above, we are not liable for: (a) data that you or your users enter, import, change or delete; (b) invoices, payments, messages or portal access that you create or send; (c) unauthorized access resulting from compromised credentials or devices; (d) the acts, outages or errors of QuickBooks Online, Intuit Payments, Stripe or other third-party services; or (e) any result of our declining to provide Professional Services.

These limitations do not apply to the extent a liability cannot be limited under applicable law, including liability for our gross negligence or willful misconduct. Some jurisdictions do not allow certain exclusions; in those places our liability is limited to the smallest amount the law permits.

Changes to Terms

We may update these terms from time to time. We'll notify you of material changes by email or through the service. Continued use after changes become effective means you accept the updated terms. For material changes we may also require you to accept the updated terms the next time you sign in before you continue using the service; your acceptance is recorded with the version, date, and the device information you used.

Governing Law and Dispute Resolution

ClientSynq is a product of Evergreen Bookkeeping Solutions LLC, a Washington State limited liability company. These terms are governed by the laws of the State of Washington, United States, without regard to its conflict-of-law rules.

Any dispute arising from these terms or the service that we cannot resolve informally within 30 days of written notice will be resolved by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, before a single arbitrator, in Thurston County, Washington, or by video conference. Judgment on the award may be entered in any court with jurisdiction. Either party may instead bring an individual claim in small claims court, and either party may seek injunctive relief in the state or federal courts located in Thurston County, Washington, to protect its intellectual property or confidential information. Disputes are resolved on an individual basis only; you agree not to bring or participate in a class, collective or representative action against us.

General

• Severability. If any part of these terms is found to be invalid or unenforceable, that part will be enforced to the maximum extent permitted and, if necessary, modified to the minimum extent needed to make it enforceable. The rest of these terms remain in full force.
• Entire agreement. These terms, our Privacy Policy, and any Enterprise agreement or written quote you accept make up the entire agreement between you and us about the service, and replace any earlier discussions or understandings.
• No waiver. If we do not enforce a provision right away, we have not given up the right to enforce it later.
• Assignment. You may not transfer your account or these terms to anyone else without our written consent. We may assign these terms in connection with a merger, acquisition or sale of the business.
• Survival. The sections on your responsibility for actions taken through the service, account security, professional services, indemnification, limitation of liability, governing law and this General section survive cancellation or termination of your account.

Contact Information