Terms of Service

01About these terms

These terms are an agreement between Admin Apprentice Pty Ltd (ABN 95 701 314 301) ("we", "us", "our") and the business that holds an Admin Apprentice account ("you", "your"). They cover the app at app.adminapprentice.com, our website and related services (together, the Service).

Admin Apprentice is a business tool for Australian tradespeople. It turns voice notes into draft quotes, sends quotes and invoices through your Xero account, and helps you track jobs and payments. It is for business use only.

By using the Service, you agree to these terms on behalf of your business. If you're using it for an employer or another business, you confirm you're authorised to agree for them.

Our Privacy Policy explains how we handle personal information and forms part of these terms.

02Accounts and team access

Accounts are by invitation only. We set up your business's account and invite its first user, who becomes the account owner. The account owner can invite other team members, manage seats and billing, and connect Xero.

You are responsible for:

• everything done under your account, including by your team members;
• keeping sign-in links and access to team members' email accounts secure;
• removing team members who should no longer have access; and
• keeping your business and contact details up to date.

Tell us straight away at [email protected] if you think someone has accessed your account without permission.

Each person can belong to one business account at a time.

03Subscription and fees

Free trial. New accounts start with a 14-day free trial. You don't need to give card details to start it, and nothing is charged during the trial. If you don't subscribe by the end of the trial, you won't be able to use the Service, apart from the subscription page, until you do. If you haven't subscribed within 60 days of the trial ending, we delete your business's data (see section 10).

Fees. Your subscription is billed monthly in advance, in Australian dollars, plus GST. Our current plans are:

• Solo – $99 a month plus GST, for one user. Additional users can't be added to this plan.
• Crew – $149 a month plus GST, including up to 3 users. Each additional user is $30 a month plus GST.

Our pricing page shows current prices.

Changing plans and seats. The account owner can switch plans, or add or remove seats on the Crew plan, at any time. To add a second user on the Solo plan, you'll need to move to the Crew plan. Changes are charged or credited pro rata for the rest of the billing month.

Payment. Payments are processed by Stripe, and your card details are held by Stripe, not us. Your subscription renews automatically each month until it is cancelled.

Late payment. If a payment fails, Stripe will retry it. If it is still unpaid after 7 days, your account becomes read-only. If it is still unpaid after 14 days, we may suspend or end your account under section 8.

Dishonoured payments and chargebacks. A dishonoured payment or a chargeback that isn't caused by us costs us bank fees and admin time. If one of your payments is dishonoured or disputed and you can't resolve it with your bank or card provider, we may charge a fee of $99 including GST to cover those costs.

Price changes. We will give you at least 30 days' notice by email before increasing our prices. If you don't want to pay the new price, you can cancel before it takes effect.

Refunds. Fees are non-refundable, except where section 8 or 9 says otherwise or where the Australian Consumer Law requires a refund.

04Acceptable use

You must use the Service lawfully and only for your own business. You must not, and must not let anyone else:

• use the Service for anything illegal, fraudulent or misleading, including false or deceptive quotes or invoices;
• upload content you don't have the right to use, or content that is offensive, harassing or harmful;
• try to access another business's data, probe or break our security, or get around usage limits or billing controls;
• copy, resell, sub-license or rebuild the Service, or use it to build a competing product;
• reverse engineer the Service, or access it with bots, scrapers or other automated tools we haven't approved;
• deliberately overload or disrupt the Service; or
• abuse, threaten or harass our staff.

The Service has fair-use limits, such as a daily limit on voice transcriptions. We may change these limits to protect the Service for everyone.

05Your data and content

You own your content. Everything you put into the Service – voice notes, transcripts, quotes, invoices, photos, notes and customer details – stays yours.

What you let us do with it. You give us a non-exclusive, royalty-free licence to host, process, copy and transmit your content as needed to provide the Service to you, including sending it to Xero and to our service providers. You also allow us to use it in de-identified form to improve the Service, as described in our Privacy Policy. This licence ends when your content is deleted, except for de-identified information, which no longer identifies you or your customers.

Your customers' details. You are responsible for having the right to collect and store your customers' personal information, and for telling them where required that you use software like ours. You must comply with any privacy laws that apply to you.

Your records. We take care to keep your data safe, but the Service isn't a substitute for your own business and tax records. Quotes and invoices sent to Xero are also kept in your Xero account.

Feedback. If you send us suggestions or feedback, we can use them freely without owing you anything.

06AI features

The Service uses AI to transcribe your voice notes and turn them into draft quotes. AI can mishear words, miss items, or get quantities and prices wrong.

Everything the AI produces is a draft. You are responsible for checking every quote and invoice before it is sent, including line items, quantities, prices, GST and your customer's details. Nothing is sent to a customer until you approve it.

We don't guarantee that AI output is accurate or complete, and we aren't responsible for a quote or invoice you send without checking it. This doesn't limit your rights under the Australian Consumer Law (section 12).

07Xero, Stripe and other third-party services

The Service works with services run by other companies, mainly Xero for accounting and Stripe for payments. Your use of those services is governed by their own terms, and you need your own Xero account to send quotes and invoices.

When you connect Xero, you authorise us to create and update quotes, invoices, contacts and attachments in your Xero organisation on your behalf, and to read their status. You can disconnect Xero at any time in your settings.

We aren't responsible for third-party services, including if they change, become unavailable, or stop working with the Service. If that happens, we will try to keep the Service working, but some features may stop working until it is fixed.

08Suspension and termination by us

Immediate suspension. We may suspend your access to all or part of the Service immediately, without notice, if we reasonably believe that:

• you or your team have breached these terms;
• your account is being used fraudulently, illegally or in a way that could harm us, other customers or third parties;
• there is a security risk to the Service or your account;
• you or your team have abused, threatened or harassed our staff; or
• we are required to by law, a court or a regulator.

We will tell you why as soon as practicable, and restore access if the issue is resolved.

Immediate termination. We may end your account immediately by notice if:

• you breach these terms and the breach can't be fixed, or you don't fix it within 5 business days of us asking;
• any amount is unpaid 14 days after it was due;
• you or your team have abused, threatened or harassed our staff;
• you have used the Service for anything illegal or fraudulent; or
• you become insolvent or stop carrying on business.

If we end your account under this paragraph, you won't receive a refund for the rest of the billing month.

Termination for any reason. We may also end your account for any other reason by giving you at least 14 days' notice by email. If we do, we will refund any fees you have paid for the period after your account ends.

Discontinuing the Service. If we stop offering the Service altogether, we will give you at least 30 days' notice and refund any prepaid fees for the period after it ends.

09Cancelling your subscription

You can cancel at any time – there's no lock-in contract. The account owner can cancel through the subscription page in settings, or by contacting us.

Cancellation takes effect at the end of your current billing month. You keep full access until then, and we don't refund the rest of the month you've already paid for.

10When your account ends

When your account ends, however it ends, your access to the Service stops and we disconnect your Xero connection.

We keep your business's data for 60 days after your account ends, then delete it, as set out in our Privacy Policy. During those 60 days, the account owner can ask us for a copy of your quotes, invoices and customer details. Anything already in your Xero account stays there and isn't affected.

If your free trial ends and you don't subscribe, the 60 days run from the end of the trial, and you can still subscribe during that time to keep your data.

We may keep some records for longer where the law requires, such as our own billing and tax records.

Any fees you owe up to the date your account ends remain payable. Sections 5 (feedback and de-identified information), 10, 11, 12, 13 and 15 continue to apply after your account ends.

11Our intellectual property

We own the Service, including its software, design, branding and content (other than your content). While your account is active, we give you a non-exclusive, non-transferable right to use the Service for your business under these terms. We keep all other rights.

12Australian Consumer Law and liability

Your rights under the Australian Consumer Law. Our services come with guarantees that can't be excluded under the Australian Consumer Law. Nothing in these terms excludes, restricts or changes those guarantees or any other right you have that can't lawfully be excluded. Where the law allows us to limit our liability for failing to meet a guarantee, our liability is limited, at our choice, to supplying the services again or paying the cost of having them supplied again.

The Service as provided. Apart from those guarantees, we provide the Service as it is. We work to keep it available, accurate and secure, but we don't promise it will be uninterrupted or error-free. We may take it offline for maintenance, and we will try to give notice where practicable.

Limits on our liability. To the extent the law allows:

• we are not liable for any indirect or consequential loss, or for lost profits, revenue, business opportunities or data; and
• our total liability to you for all claims arising from the Service or these terms is limited to the fees you paid us in the 12 months before the first claim arose.

These limits don't apply to liability for our fraud, wilful misconduct, or anything that can't legally be limited.

13Indemnity

You agree to cover our reasonable losses and costs arising from a claim by a third party – including one of your customers – that results from:

• your content, or how you collected or used your customers' information;
• a quote or invoice you sent through the Service; or
• your breach of these terms or of the law.

This is reduced to the extent that we caused or contributed to the loss.

14Changes to the Service and these terms

The Service. We improve the Service regularly and may add, change or remove features. If we remove a feature that's a significant part of what you pay for, we will give you reasonable notice.

These terms. We may update these terms from time to time. We will give the account owner at least 30 days' notice by email before a significant change takes effect. If you don't agree with the change, you can cancel before it takes effect and we will refund any fees you've paid for the period after your cancellation. If you keep using the Service after the change takes effect, the new terms apply.

15General

Notices. We will send notices to the account owner's email address. You can send notices to us at [email protected].

Assignment. You can't transfer your account or these terms to anyone else without our written consent. We may transfer them as part of a sale or restructure of our business.

Events outside our control. We aren't liable for delays or failures caused by events beyond our reasonable control, such as outages at our hosting or service providers, natural disasters or internet failures.

Whole agreement. These terms and our Privacy Policy are the whole agreement between us about the Service. If any part is found to be unenforceable, it is limited or removed to the minimum extent needed, and the rest continues to apply. If we don't enforce a right straight away, we can still enforce it later.

Governing law. These terms are governed by the laws of New South Wales, Australia, and both of us submit to the courts of New South Wales.

Contact us. Admin Apprentice Pty Ltd, [email protected].