Terms of Service

Effective October 5, 2026.

1. The Service

EarnFlow is a hosted software platform for managing field service operations, including customers, jobs, scheduling and dispatch, estimates, invoices, payments, time tracking, documents, team messaging, reports and automated agents, delivered through the web application at app.earnflow.ca, our mobile applications and our API (together, the "Service"). We may improve or change the Service over time; we will not materially reduce its core functionality during a paid term without notice.

2. Accounts and users

You must provide accurate registration information and keep it current. You are responsible for the people you invite to your organization ("Users"), for assigning their roles and permissions, and for everything done under your organization's accounts. Keep passwords and two-factor recovery codes confidential and tell us promptly at security@earnflow.ca if you suspect unauthorised access. Users must be at least 16 years old. Each person may hold one account, which may belong to several organizations.

3. Free trial

Your first organization receives a free trial of the Organization plan, currently 30 days. A payment method is added during setup and is not charged until the trial ends; additional organizations are billed from the day they are set up. At the end of the trial, unless you subscribe, your organization is paused: Users cannot access it, automated agents stop, and no data is deleted. Subscribing restores access. We may change trial terms for new organizations at any time.

4. Subscriptions and fees

Plan. The Organization plan is billed monthly at a flat fee that includes one User, plus a per-User fee for each additional active member. Current prices are published at earnflow.ca/pricing and shown in the Service before you subscribe. Taxes are added where applicable.
Users. Billable Users are your organization's active members at the time of billing. Pending invitations are not billed. When members join or leave, the change is prorated onto your next invoice.
Payment. Fees are charged to the payment method on file through our billing provider, Stripe, at the start of each billing period. You authorise recurring charges until you cancel.
Failed payments. If a payment fails, we will notify you and retry. The Service remains available for a grace period, currently 7 days; after that the organization is paused until payment succeeds.
Changes. We may change prices with at least 30 days' notice by email to your organization's owners. Changes apply from your next billing period after the notice period.
Cancellation and refunds. You may cancel at any time from Settings → Billing; cancellation takes effect at the end of the current billing period and fees already paid are not refunded, except where required by law.
Enterprise. Organizations on a written enterprise agreement are billed according to that agreement, which prevails over this section if they conflict.

5. Customer Data

"Customer Data" is everything you and your Users enter into or generate in the Service, including information about your customers and employees. As between you and EarnFlow, you own Customer Data. You grant us a licence to host, process, transmit and display it only as needed to provide the Service, support you, comply with law and as described in our Privacy Policy. You are responsible for having the rights and consents needed to enter Customer Data, including your customers' and employees' personal information, and for complying with privacy and anti-spam laws that apply to you.

We process personal information in Customer Data as your service provider under the Privacy Policy and, where requested, a Data Processing Agreement. We will not use Customer Data to train machine-learning models, and we will not access it except to provide the Service, under a support access grant you approve, or as required by law. You may export Customer Data at any time while your organization is active and for 30 days after it is paused.

6. AI features

Some features use automated optimisation or a large language model from our AI provider to draft, suggest or propose actions. You acknowledge that: (a) output may be incomplete or wrong and must be reviewed by a person before it is relied on or sent to a customer; (b) features that send data to our AI provider require each User's consent and can be declined without losing the rest of the Service; (c) you control each agent's autonomy setting and are responsible for actions you choose to let agents take automatically; and (d) AI usage may be subject to fair-use limits described in the Service to prevent abuse.

7. Online payments

Online invoice payments are processed by Stripe through a Stripe account that you open and control. Stripe's terms apply to that account, and Stripe's processing fees are charged to you by Stripe. EarnFlow never holds funds, is not a party to transactions between you and your customers, and is not responsible for chargebacks, refunds or disputes, which you handle in your Stripe dashboard.

8. Communications you send

The Service sends emails to your customers on your behalf when you or your agents approve them, from an EarnFlow sending address identifying your business. You are the sender for the purposes of anti-spam law (including Canada's Anti-Spam Legislation). You must have the right to contact each recipient, keep recipient information accurate and honour unsubscribe requests, which the Service applies automatically for visit updates. We may suspend sending that produces excessive bounces or complaints.

If you turn on texting, the Service sends and receives text messages for your business through a number assigned to your organization. You are the sender for the purposes of anti-spam and telemarketing law (including CASL and the US Telephone Consumer Protection Act) and carrier rules. You must give truthful information for carrier registration, text only customers who have agreed to receive texts from you, record that consent accurately, and not send marketing texts unless you have the consent the law requires. The Service records consent, adds opt-out instructions, applies STOP and START replies automatically, observes quiet hours for automated texts and limits texting to your plan's monthly allowance. We may suspend texting that produces excessive opt-outs, complaints or carrier filtering. Our Text Messaging Terms describe the program to your customers.

If you use review requests, you must not offer anything in exchange for a review or use the Service to ask only customers you expect to be satisfied, and you must follow the policies of the review site you link to.

9. Acceptable use

You must comply with our Acceptable Use Policy, which forms part of these terms. In short: don't use the Service to break the law, harm others, send unsolicited messages, upload malware, probe or overload our systems, or circumvent access controls, and don't resell the Service without our written agreement.

10. Intellectual property

EarnFlow and its licensors own the Service, including its software, design, documentation and trademarks. We grant you a non-exclusive, non-transferable right to use the Service during your subscription in accordance with these terms. You may not copy, modify, reverse-engineer or create derivative works of the Service except as permitted by law. If you send us feedback, we may use it without obligation to you.

11. Third-party services

The Service relies on third-party providers such as Stripe, Twilio, Google Maps Platform, Anthropic and our hosting and email providers, listed at earnflow.ca/legal. Your use of features they power is subject to their terms where those terms apply to you, such as Stripe's for your connected account. We are not responsible for third-party services we do not control, but we choose them carefully and bind them by contract to protect your data.

12. Support and availability

Email support is included with every subscription during the hours published at earnflow.ca/support. We aim for high availability and perform maintenance with as little disruption as possible, announcing planned maintenance in advance where practical. Service-level commitments for enterprise customers are set out in their agreement.

13. Warranties and disclaimers

We warrant that the Service will perform materially as described in its documentation and that we will provide it with reasonable skill and care. Except for that, the Service is provided "as is", and we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement, to the extent permitted by law. We do not warrant that the Service will be uninterrupted or error-free, or that automated suggestions will be correct.

14. Limitation of liability

To the extent permitted by law, neither party will be liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data, arising out of these terms or the Service, even if advised of the possibility. Each party's total liability arising out of these terms is limited to the fees you paid to EarnFlow in the 12 months before the event giving rise to the claim. These limits do not apply to a party's indemnity obligations, breach of confidentiality, infringement of the other party's intellectual property, or liability that cannot be limited by law.

15. Indemnity

You will defend and indemnify EarnFlow against third-party claims arising from Customer Data, your communications to your customers, or your breach of these terms or applicable law. We will defend and indemnify you against third-party claims that the Service, used as permitted, infringes a Canadian or US patent, copyright or trademark, and will pay resulting damages and costs; we may modify or replace the Service, obtain a licence, or terminate the affected part with a pro-rata refund.

16. Term and termination

These terms apply from the moment you create or join an organization until the organization is deleted. You may stop using the Service and cancel at any time. We may suspend or terminate access for material breach that is not cured within 14 days of notice, for non-payment after the grace period, or immediately where necessary to protect the Service, other customers or the public. On termination, your organization is paused; you may export Customer Data for 30 days, after which we may delete it in accordance with the Privacy Policy. Sections 5, 10 and 13 to 17 survive termination.

17. General

Governing law. These terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable there, and the courts of Toronto, Ontario have exclusive jurisdiction, without prejudice to either party seeking injunctive relief elsewhere.
Changes. We may update these terms; material changes will be notified to your organization's owners at least 30 days before they take effect. Continued use after that date is acceptance.
Entire agreement. These terms, the Acceptable Use Policy, the Privacy Policy and any enterprise agreement are the entire agreement between us and replace prior agreements about the Service.
Assignment. You may not assign these terms without our consent, except to a successor in a merger or sale of your business with notice to us. We may assign them to an affiliate or successor.
Notices. We will notify you at your organization's owner email addresses. Notify us at legal@earnflow.ca.
Severability and waiver. If any provision is unenforceable, the rest remains in effect. A failure to enforce a provision is not a waiver.
Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control.