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Terms of Service

Last Updated: May 4, 2026

1. Scope of Service

What OfficeFlow Provides

OfficeFlow Systems provides done-for-you office operations for home-service contractors. Services include:

  • Front Office: AI receptionist, missed-call text-back, lead capture, lead qualification, appointment booking, SMS/email follow-up, automated review requests, weekly lead reports, CRM pipeline management
  • Back Office: Invoice creation, invoice sending, payment reminder follow-up, job tracking, subcontractor tracking, weekly financial scorecard
  • Marketing: Website build, Google Ads management, Meta campaigns, retargeting, social media posts, SEO blog articles, Google Business Profile posting, ad optimization, performance reporting
  • Reviews: Google Business Profile optimization, weekly posting, automated review requests, reputation monitoring, alerts
  • CRM Setup: GoHighLevel build, custom pipelines, automations, CallRail integration, analytics dashboard

What OfficeFlow Does Not Provide

  • Bookkeeping or accounting services
  • QuickBooks reconciliation
  • Tax advice, legal advice, or financial advice
  • Debt collection services (we provide payment reminder follow-up only)
  • Live human answering services (we use AI receptionist technology)
  • Dispatch coordination or field logistics management
  • Price quotes, estimates, or sales negotiation on behalf of client

2. AI Receptionist Disclosure

OfficeFlow uses AI receptionist technology for inbound call handling. The AI can answer, capture caller information, qualify leads, route details into the CRM, and support booking and follow-up. The AI receptionist should not claim to be human if directly asked.

3. Setup Fees

Setup fees range from $597 to $2,797 depending on the selected package. Setup fees cover CRM buildout, automations, AI receptionist configuration, reporting setup, onboarding, testing, and initial system configuration. Setup fees are non-refundable.

4. Monthly Fees & Billing

  • Auto-billing required via credit card or ACH on file
  • Payment due on the 1st of each month
  • 5-day grace period for payment
  • Service may be paused after 10 days past due
  • Monthly fees already paid are non-refundable except where the limited 30-day guarantee applies

5. Refund & Guarantee Policy

  • Setup Fees: Non-refundable under all circumstances
  • 30-Day Money-Back Guarantee: Applies to monthly retainer fees only on Front Office and Back Office standalone services. Does not apply to setup fees.
  • Marketing and Bundle Results: Marketing, Complete, and Full Service bundles do not guarantee exact lead volume, revenue, profit, rankings, or ad performance unless a separate written agreement says otherwise.
  • Prepaid Plans: Non-refundable. Balance forfeited if cancelled early.
  • Ongoing Months: No refunds for partial months

6. Data Ownership

Client owns all accounts and data. This includes the GoHighLevel CRM account, Google Ads account, Meta Business account, and all customer data. Upon termination, client maintains full access to these accounts. OfficeFlow will assist with data export according to our standard process.

7. Ad Spend

Client pays ad spend directly to Google and Meta. OfficeFlow manages campaigns but does not pay ad spend on behalf of client. Ad spend is separate from OfficeFlow monthly fees.

8. Liability & Third Parties

OfficeFlow is not liable for third-party platform outages, ad account suspensions, algorithm changes, or platform policy changes. OfficeFlow does not guarantee revenue, profit, rankings, or exact lead volume unless a separate written agreement says otherwise.

OfficeFlow Systems' maximum liability for any claim shall not exceed one month of fees paid by client. We are not liable for lost profits, lost revenue, business interruption, or any consequential damages. Client assumes full responsibility for business decisions and performance.

9. Client Compliance Responsibility

Client is responsible for compliance with applicable communication, AI disclosure, and customer consent laws in their jurisdiction. This includes TCPA compliance for SMS, CAN-SPAM for email, and any state-specific requirements.

10. Non-Solicitation

Client agrees not to solicit, hire, or attempt to hire any OfficeFlow Systems staff, contractors, or employees for a period of 12 months following termination of service. Violation of this clause will result in a $5,000 fee per incident.

11. Termination

Growth plan is month-to-month after onboarding with 30 days notice required. Marketing Bundle, Complete, and Full Service require a 3-month minimum commitment. After the minimum term, 30 days notice is required for cancellation.

12. Force Majeure

OfficeFlow Systems shall not be liable for failures or delays in performance due to circumstances beyond our reasonable control, including but not limited to: technical outages, acts of God, natural disasters, pandemic, war, terrorism, labor disputes, or client-side communication failures.

13. Governing Law

These Terms shall be governed by the laws of the State of Texas, without regard to conflict of law principles.

14. Contact

For questions about these Terms, contact us at officeflowsystems@gmail.com or call (737) 710-8471.