The agreement
These terms are the agreement between FirmBoard and the accounting, bookkeeping, or tax practice that opens an account. The person who creates the account confirms that they have authority to bind the firm. If you are only visiting the marketing site, the parts of these terms that describe the subscription do not yet apply to you, but the parts about acceptable use of the site do. A live demonstration is a conversation about the product. It is not, by itself, a paid subscription.
The product is a board for client work: clients, service cards, a tracker, quotes, invoices, and payment receipts, plus the settings that make those documents look like your firm. It is not tax-preparation software, it is not a general ledger for your own practice books, and it does not file a return with the Canada Revenue Agency. You remain responsible for the professional work, for the advice you give, and for the accuracy of the numbers you put on a document.
Accounts and who may sign in
Each staff person should have their own login. Sharing one password across the office makes the history of a file meaningless, and it is a breach of these terms. You are responsible for removing a login when someone leaves the firm. You are responsible for the actions taken with a login you issued, until you tell us that it was used without authority and you change the credentials. We may refuse a name, a logo, or a document term that impersonates another firm or that is unlawful.
The sample tour on the marketing site uses invented names and round amounts. It is a basic structure so a visitor can see the shape of the features. It is not the live application, and nothing you type there creates a real client, a real invoice, or a contract with us.
Plans, limits, and fees
Paid plans are billed monthly in Canadian dollars at the price shown on the pricing page when you subscribe. A plan includes a maximum number of clients and a monthly allowance of invoices, quotes, and payment receipts. If you reach a limit, the product will stop the action that would pass it. Raising the limit means moving to a plan that includes it, or asking us about an enterprise arrangement. We do not silently add overage charges. Enterprise limits are agreed in writing. They are not created by using the contact form alone.
Fees are due in advance for the month. If a payment fails, we will tell the administrator and we may suspend the ability to create new documents until the invoice is paid. We do not delete your records on the first failed payment. You may cancel before the next renewal. Cancellation stops the next charge. It does not refund a month that has already started, unless the law requires a refund or we failed to provide the service in a material way. Taxes that apply to the subscription are extra and are shown on the invoice we send the firm.
Acceptable use
You may use FirmBoard to run the client work of a real practice. You may not use it to send unlawful content, to store information you have no right to hold, to probe the service for a weakness, to resell access as if you were FirmBoard, or to overload the system. You may not upload a file in order to attack another customer. We may suspend an account that is being used to harm other people or the service itself. Where we can do it safely, we will tell you first and give you a chance to stop.
Quotes, invoices, and receipts you send are your documents. You are responsible for the fees, the tax treatment, the payment instructions, and the terms you print on them. FirmBoard provides the place to write those terms. It does not review them for legal sufficiency, and it does not collect the money your client owes you unless a later feature says, in these terms, that it does.
Your records and our software
The client list, the cards, the notes, and the documents you create remain yours. You grant us a limited permission to host, back up, and display that material so the product can function, and to share it with the providers named in the privacy policy for that same purpose. You can export what the product is able to export, and you can delete records inside the application. Deleting a record removes it from the working board. Copies may remain in backups for a short period, after which they age out.
The software, the design of the site, the name FirmBoard, and the logo are ours. These terms do not sell you a copy of the source code. They give the firm a right to use the hosted service for the term of the subscription, within the plan you chose. You may not copy the interface to build a competing service, and you may not remove the marks that identify the product when we are required to show them. Feedback you choose to send us may be used to improve the product without a separate payment.
Availability, changes, and support
We work to keep the service available during a business day, and we schedule maintenance so that it avoids the hours a practice is most likely to be filing. We do not promise uninterrupted access. A busy season does not change that sentence, but it does change how carefully we plan maintenance. If we discontinue a feature that your plan depends on, we will give reasonable notice and, where we can, a path to the same outcome. Support is provided by email at the address on the contact page, at the level described for your plan. A plan that names a success manager means a named person helps with onboarding. It does not mean we perform your bookkeeping.
Liability
The service is provided with reasonable care. We do not exclude liability that Canadian law does not allow us to exclude, including liability for death or personal injury caused by negligence where that rule applies, or for fraud. Subject to that, we are not liable for lost profits, for a client you lose, for a filing deadline you miss, or for a number that was wrong because it was typed wrong. Our total liability arising out of the subscription in any twelve-month period is limited to the fees you paid us for the service in that period. You are responsible for keeping your own copy of records you cannot afford to lose, in whatever form your professional obligations require.
You will cover us for a claim brought by a third party that arises from content you stored or from a document you sent, except to the extent the claim is caused by our own breach of these terms. We will tell you about the claim and we will not settle it in a way that admits fault on your behalf without talking to you first.
Ending the agreement, and the law that applies
You may close the account at any time. We may close it if you do not pay, if you break these terms and do not fix the break within a reasonable time after notice, or if we are required to by law. On closure you may ask for an export within thirty days. After that window we may delete the working data. Billing records are kept as the privacy policy describes.
These terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there. The courts of Ontario are the place where a dispute is heard, unless a consumer-protection rule gives you a right to be heard somewhere else. If a court holds that one sentence of these terms cannot be enforced, the rest of the terms still stand. We may update these terms. We will post the new version on this page and, if the change is material, we will email the administrator. The date of the version is the date you should rely on.
Questions about these terms go to info@firmboard.app, or by post to FirmBoard, 40 Wynford Drive, Toronto, ON, Canada.