Last updated: August 1, 2026
These Terms of Service (“Terms”) are a binding agreement between you and ExpenseDesk Pro (“ExpenseDesk,” “we,” “us,” or “our”) governing your access to and use of the ExpenseDesk Pro websites, applications, and services (collectively, the “Service”). Please read them carefully. If you are using the Service on behalf of a business, you represent that you have authority to bind that business, and “you” refers to that business.
By creating an account, accepting an invitation, or accessing or using the Service, you agree to these Terms and to our Privacy Policy, which is incorporated by reference. If you do not agree, do not use the Service.
You must be at least 18 years old and able to form a binding contract to use the Service. The Service is intended for use by businesses and their authorized personnel in the United States.
ExpenseDesk Pro is business-management software for construction, handyman, and design professionals. It helps you record and organize information about jobs, bids and estimates, invoices, expenses, change orders, payroll inputs, subcontractors, equipment, compliance records, and related business activities, and — at your option — connect certain records with third-party services such as QuickBooks Online and Stripe. The Service is a record-keeping and organizational tool. It is nota bank, money transmitter, payment processor, escrow service, lender, accounting or bookkeeping firm, tax preparer, payroll provider, insurer, or law firm, and it does not hold, move, or transmit your or your clients’ funds.
Accounts are created by us or by an existing account owner who invites you; the Service does not permit open self-registration. You are responsible for maintaining the confidentiality of your login credentials, for all activity that occurs under your account, and for the users you add (such as crew members and administrators) and the roles you assign them. We offer optional multi-factor authentication and recommend enabling it. Notify us promptly of any unauthorized use of your account.
The Service is not a substitute for a licensed accountant, bookkeeper, tax preparer, payroll provider, attorney, insurance agent, or financial advisor. Calculations, categorizations, tax-related figures (including Schedule C, 1099, payroll, mileage, and depreciation figures), estimates, job-costing and profit figures, lien waivers, and any reports or documents the Service produces are provided for your convenience, are estimates or templates, and may contain errors or omissions. Legal requirements — including lien-waiver rules, tax rules, and worker-classification rules — vary by state and change over time. You are solely responsible for verifying all figures and for your own tax filings, legal and regulatory compliance, payments to workers and vendors, insurance, and lien-related documents. Always consult a qualified professional before relying on any output of the Service.
The Service is offered on a paid subscription. New subscriptions begin with a one-month free trial. A valid payment method is required to start the trial, but you will not be charged during the trial period, and you may cancel at any time before it ends to avoid being charged. Unless you cancel, at the end of the trial your subscription automatically converts to a paid plan and renews on a recurring monthly basis at the then-current price (currently $100 per month, per business, flat — with no per-user charge) until you cancel.
Payments are processed by our third-party payment processor, Stripe. By subscribing, you authorize us and Stripe to charge your payment method for all fees when due, plus any applicable taxes. You may cancel at any time from the Settings screen or the customer billing portal; cancellation takes effect at the end of the current billing period, and you retain access until then. Except where required by law, fees are non-refundable and we do not provide refunds or credits for partial billing periods or unused time. If a payment fails, we may suspend or limit your access until the amount is paid. We may change pricing or plan features on a prospective basis; we will give you advance notice, and continued use after a price change takes effect constitutes acceptance of the new price.
Your ExpenseDesk Pro subscription is a recurring subscription that automatically renews. By subscribing, you acknowledge and agree to the following:
The Service optionally lets you accept online payments from your own clients on your invoices. To use this, you connect your own Stripe account through Stripe Connect. Those payments are made directly to your Stripe account and are governed by your agreement with Stripe (including the Stripe Connected Account Agreement). ExpenseDesk does not hold, receive, route, or transmit your clients’ funds, is not a party to the transaction between you and your client, and is not responsible for payment processing, payouts, holds, refunds, chargebacks, disputes, or fees, all of which are between you, your client, and Stripe. You are responsible for your own tax treatment of payments you receive.
As between you and us, you own the information, records, and files you enter or upload (“Your Content”). You grant us a limited, non-exclusive license to host, store, process, transmit, back up, and display Your Content solely as needed to provide, secure, and support the Service for you and to perform integrations you authorize. You can export Your Content at any time, and you are responsible for keeping your own backups of anything critical to your business.
The Service lets you store personal information about people who are not ExpenseDesk users — including your clients, employees, and subcontractors — and, in some fields, sensitive information such as the last four digits of a Social Security Number, bank or direct-deposit details, employer identification numbers, insurance and W-9 records, and employee location captured by the time clock. With respect to that information, you are the data controller and we act as your processor, handling it on your behalf and per your instructions to provide the Service. You represent and warrant that you have provided all required notices and have all rights, permissions, and consents necessary to collect that information and to have us process it, and that your use complies with applicable law. You are responsible for responding to requests those individuals make about their own information. See our Privacy Policy; a Data Processing Addendum is available on request.
You agree not to: (a) use the Service in violation of any law or third-party right; (b) upload malicious code or interfere with the Service’s operation or security; (c) attempt to access data belonging to other accounts, or probe, scan, or circumvent security or access controls; (d) reverse-engineer, decompile, scrape, or copy the Service except as permitted by law; (e) resell, sublicense, or provide the Service to third parties except your own authorized users; (f) use the Service to store or transmit personal information you are not authorized to process; or (g) use the Service to harass, defraud, or harm others.
The Service integrates with third-party services — including QuickBooks Online (Intuit), Stripe, and others — only if you choose to connect or use them. Your use of those services is governed by their own terms and privacy policies, and we are not responsible for them. You are responsible for reviewing the results of any synchronization or transaction in the connected service, and we are not responsible for errors, duplications, discrepancies, delays, or losses that result. Always verify synced records (for example, in QuickBooks) and transactions (for example, in Stripe).
You may invite your own clients to a read-only portal to view the jobs, documents, and records you choose to share and, where enabled, to pay invoices online. You control what is shared and with whom, and you are responsible for the accuracy and appropriateness of what you share and for your clients’ access. Portal users must use the portal lawfully and only for its intended purpose.
The Service, including its software, design, text, and the ExpenseDesk Pro name and logo, is owned by us or our licensors and is protected by intellectual-property laws. We grant you a limited, non-exclusive, non-transferable, revocable license to use the Service during your subscription for your internal business purposes. If you send us feedback or suggestions, you grant us a perpetual, royalty-free license to use them without obligation to you.
The Service is provided “as is” and “as available.” We may modify, add, suspend, or discontinue features, and perform maintenance, at any time. We do not guarantee that the Service will be uninterrupted, timely, secure, or error-free, or that data will never be lost, although we take commercially reasonable measures to prevent that. You are responsible for maintaining backups of critical data.
To the maximum extent permitted by law, the Service is provided without warranties of any kind, express or implied, including implied warranties of merchantability, fitness for a particular purpose, title, accuracy, and non-infringement. We do not warrant that any calculation, document, or output will be accurate, complete, current, or suitable for your purposes.
To the maximum extent permitted by law, ExpenseDesk and its operators, owners, and suppliers will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any lost profits, lost revenue, lost or corrupted data, tax penalties, fines, missed deadlines, or business losses, arising out of or relating to the Service, whether based in contract, tort, or any other theory, even if advised of the possibility. Our total aggregate liability for all claims relating to the Service is limited to the greater of the amount you paid us for the Service in the twelve (12) months preceding the event giving rise to the claim, or one hundred U.S. dollars (USD $100). Some jurisdictions do not allow certain limitations, so some of the above may not apply to you.
You agree to indemnify, defend, and hold harmless ExpenseDesk and its operators, owners, and suppliers from and against any claims, damages, liabilities, penalties, and expenses (including reasonable legal fees) arising out of or relating to: your use of the Service; Your Content; personal information you enter about others (including any lack of required rights or consents); your violation of these Terms or any law; or your violation of the rights of any third party, including your clients, employees, and subcontractors.
You may stop using the Service and cancel or delete your account at any time. We may suspend or terminate your access if you violate these Terms, fail to pay, or as required by law, or we may discontinue the Service with reasonable notice. Before deletion, you may export Your Content; after account deletion, Your Content is removed from active systems as described in the Privacy Policy. Provisions that by their nature should survive termination — including Sections 5, 8, 9, 13, 15, 16, 17, 19, 20, 22, 23, and 24 — will survive.
These Terms are governed by the laws of the State of Florida, without regard to its conflict-of-laws principles. Before filing any claim, you agree to first contact us and attempt in good faith to resolve the dispute informally. Any dispute that cannot be resolved informally will be subject to the arbitration provisions in Section 20 or, where those do not apply, to the exclusive jurisdiction of the state and federal courts located in Florida, and you consent to personal jurisdiction there, unless otherwise required by applicable law.
Please read this section carefully. It affects how disputes are resolved, requires individual arbitration, and waives your right to a jury trial and to participate in class actions.
Binding individual arbitration. Except for the carve-outs below, you and ExpenseDesk agree that any dispute, claim, or controversy arising out of or relating to these Terms or the Service will be resolved exclusively by final and binding arbitration administered by the American Arbitration Association (AAA) under its rules then in effect, rather than in court. The arbitration will take place in the state where you reside or, at your election, by telephone or video conference. The arbitrator has exclusive authority to resolve any dispute, including any question about the interpretation, arbitrability, or scope of this section.
Jury-trial waiver. You and ExpenseDesk each waive any right to a trial by jury.
Class-action and collective-action waiver.Disputes must be brought only in your or ExpenseDesk’s individual capacity, and not as a plaintiff or class member in any purported class, collective, consolidated, or representative proceeding. The arbitrator may not consolidate more than one person’s claims and may not preside over any class or representative proceeding.
30-day opt-out.You may opt out of this “Arbitration and Class Action Waiver” section by emailing access@expensedeskpro.com within 30 days of first accepting these Terms, stating your name, your account, and your intent to opt out. Opting out will not affect any other part of these Terms.
Carve-outs. Nothing in this section prevents either party from (a) bringing an individual claim in a small-claims court that has jurisdiction, or (b) seeking injunctive or other equitable relief in court to protect intellectual-property rights or to address unauthorized access to, misuse of, or infringement of the Service. If the class-action waiver is found unenforceable as to a particular claim, that claim (and only that claim) will be severed from arbitration and may proceed in court, while the remaining claims continue in arbitration.
We may update these Terms from time to time. If we make material changes, we will update the “Last updated” date and, where appropriate, provide additional notice. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms.
By clicking a button or checkbox indicating acceptance of these Terms, by signing electronically, or by accessing or using the Service, you agree that you are entering into a legally binding agreement and that your action constitutes your electronic signature. You agree that your electronic signature has the same legal force and effect as a handwritten signature, and that these Terms will not be denied legal effect or enforceability solely because they are in electronic form. You further consent to receive these Terms, notices, disclosures, and other communications electronically.
These Terms may be provided in English and Spanish (and possibly other languages) for your convenience. In the event of any conflict, ambiguity, or inconsistency between the English-language version and any translation, the English-language version governs and controls. Any interpretation or dispute concerning these Terms will be based on the English version.
These Terms, together with the Privacy Policy, are the entire agreement between you and us regarding the Service and supersede prior agreements. If any provision is held unenforceable, the remaining provisions remain in effect. Our failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets. Neither party is liable for delays or failures caused by events beyond its reasonable control. You consent to receive communications from us electronically, and agree that electronic communications satisfy any legal requirement that communications be in writing.
Questions about these Terms can be directed to access@expensedeskpro.com.