Terms and Conditions

Acceptance of Terms

You accept these Terms when you sign your proposal or pay any invoice for The Install, whichever comes first. These Terms and your signed proposal form a legally binding agreement between you and Build The Firm Co.

We may update these Terms for future engagements. Changes do not apply to an engagement you have already signed.

What The Install Includes

The Install sets up our workflows, as used in a working CPA firm, in your practice management software. Each workflow in your engagement is listed by name in your proposal.

Always Included

• Swapping in your tools, such as your e-signature, client portal, and tax software;
• Removing steps you don't do;
• Replacing a tool you don't have with a manual step;
• Using your service names, team roles, due date timing, and email sign-offs.

Included Up to a Limit

• Up to five (5) tasks added or reworded per workflow;
• One (1) batched adjustment round before handoff.

Not Included

• Changing the order of the work, or adding new review gates or logic;
• Rebuilding a workflow around how you do the work today (this is The Build, a separate service);
• The SOPs and training manuals behind each workflow;
• Automations, special modules, coaching, and hourly support, unless listed in your proposal;
• Custom coded Zapier steps, webhooks, API integrations, or scripting, in any engagement.

Your Responsibilities

Your timeline starts once your intake checklist is complete. You agree to provide:

• Admin access to your practice management software;
• A list of the tools you use for e-signature, forms, CRM, email, and tax;
• One main contact who can answer questions and approve work;
• Timely feedback, materials, and approvals as requested.

You are responsible for your software subscriptions, including any plan upgrades and your Zapier account. Any Zapier account we connect must be in your firm's name.

You remain solely responsible for your firm's client work, deadlines, professional standards, and regulatory obligations.

Software, Plans, and System Limits

The Install assumes the Financial Cents Scale plan, which unlocks task dependencies, emails triggered by completed tasks, automatic client reminders, and Zapier. If you are on a lower plan, you will sign off on a written list of what you won't get before we start.

We are not responsible for changes, outages, pricing, or feature limits in third-party software, including Financial Cents, Zapier, or any other tool you use.

Timeline, Pauses, and the Blackout Period

We confirm your timeline at the kickoff call. Dates depend on you returning access, materials, and feedback on time.

Pauses

If we don't hear from you for fifteen (15) business days, your project pauses and goes back into our queue. We restart at the next available spot once you're ready, which may not be right away. If a project stays paused for sixty (60) days, we close it and invoice for the work completed.

Requests, Change Requests, and Sign-Off

One Channel

All requests must be sent by email or through the client portal. Nothing is agreed by text, direct message, or a quick call.

Revisions and Change Requests

A revision fixes something inside the agreed scope. A new step, workflow, or automation is a change request. We send a short written quote for every change request, and no work starts until you approve it in writing. Out-of-scope ideas are added to your phase two list.

Sign-Off

We hand over each workflow for review. You test it, send all feedback in one batched list, and we make those adjustments. Each workflow is then signed off.

Payment Terms

All fees are stated in Canadian dollars (CAD). Applicable sales taxes, including GST, HST, PST, or QST, are added based on your billing address.

You may pay in full upfront, or 50% to start and 50% on delivery. Your spot is not booked until your first payment is received. The balance is invoiced when your workflows are handed over for review.

Invoices are due by the date shown on them. Invoices unpaid after thirty (30) days are charged interest at 1.5% per month (18% per year). We may pause work while any invoice is overdue.

Payments are processed through third-party payment processors. Build The Firm Co. is not responsible for errors, fees, or interruptions caused by your payment provider or financial institution.

Founders Rates

Founders rates apply to any deposit received in 2026, even if delivery is scheduled for 2027. Founders rates do not combine with any other discount.

Founders rates are given in exchange for a written testimonial and permission to share your before and after (see Section 11). Once founders rates close, list prices apply, with no extensions or exceptions.

Cancellation and Refunds

Before Your Kickoff Call

You may cancel in writing before your kickoff call and receive a full refund of any amounts paid.

After Your Kickoff Call

Payments are non-refundable once your kickoff call has taken place. If you cancel before your workflows are handed over for review, you will be invoiced for the work completed up to that point at $135 CAD per hour, less any amounts already paid. If you cancel after handover, the full fee is owed.

Cancellation by Build The Firm Co.

We may end an engagement if an invoice is more than sixty (60) days overdue, or if these Terms are seriously breached. Fees for work completed up to that point remain owed.

Intellectual Property and Licence

All workflows, templates, checklists, frameworks, and client hub materials (collectively, "Materials") are the exclusive property of Build The Firm Co. and are protected by Canadian copyright law and applicable intellectual property laws.

Once you have paid in full, you are granted a permanent, non-exclusive, non-transferable licence to use and edit the installed workflows inside your own firm. This licence covers your current and future staff.

You may not:

• Sell, resell, sublicense, or otherwise commercialize the Materials;
• Publish, post, or distribute the Materials, in whole or in part;
• Use the Materials to create competing templates, courses, or services;
• Present the Materials as your own original work.

Your client data, service names, and firm-specific content remain yours.

Confidentiality, Client Data, and Testimonials

Confidentiality

We keep your firm's information confidential and use it only to deliver your engagement.

Client Data

Setting up your workflows may give us access to personal information about your clients. We access only what the work requires and handle it in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. We do not copy client data out of your systems. When your engagement ends, you should remove our admin access, and we will confirm when we have stopped using it.

Testimonials

Founders clients agree to provide a written testimonial and permission to share their before and after. We will send you anything we plan to publish for approval first. Clients paying list prices are welcome to share a testimonial but are not required to.

No Professional Advice

You are solely responsible for reviewing the installed workflows and making sure they suit your firm, your clients, and your professional and regulatory obligations.

No Results Guarantee

Build The Firm Co. makes no guarantees regarding time savings, revenue, profitability, capacity, or any other business result. Results depend on how your team adopts and uses the workflows, and on your own circumstances.

The Service is provided without warranties of any kind beyond those set out in these Terms, to the fullest extent permitted by applicable law.

Limitation of Liability

To the fullest extent permitted by applicable law, Build The Firm Co., its owners, employees, contractors, and agents shall not be liable for any indirect, incidental, special, or consequential damages, including:

• Loss of revenue, profits, or business opportunities;
• Loss of clients or client relationships;
• Missed deadlines or penalties;
• Loss of data or business information;
• Third-party software failures, outages, or changes.

In no event shall our total liability for any claim relating to an engagement exceed the fees you paid for that engagement.

Nothing in these Terms limits liability for fraud, gross negligence, or any liability that cannot be excluded under applicable Canadian law.

Indemnification

You agree to indemnify and hold harmless Build The Firm Co. and its owners, employees, contractors, and agents from any claims, losses, and expenses (including reasonable legal fees) arising from:

• Your use of the installed workflows or Materials;
• Your breach of these Terms;
• Your breach of any law, regulation, or professional obligation;
• Any claim by your clients or other third parties arising from your firm's work.

Force Majeure

Build The Firm Co. is not liable for any delay or failure to perform caused by circumstances beyond our reasonable control, including:

• Illness, injury, or medical emergency affecting our team;
• Internet or telecommunications outages;
• Third-party platform failures, including Financial Cents, Zapier, Kajabi, or payment processors;
• Natural disasters, severe weather, or public health emergencies;
• Government actions or orders.

In such circumstances, we will make reasonable efforts to resume work as soon as practicable and will communicate any delays to you.

Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the Province of Alberta and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Any dispute arising out of or relating to these Terms or the Service shall be subject to the exclusive jurisdiction of the courts located in Airdrie, Alberta.

We encourage you to contact us directly to resolve any concern before starting formal proceedings.

General Provisions

Entire Agreement: These Terms and your signed proposal are the entire agreement between you and Build The Firm Co. for The Install, and replace all prior discussions and representations.

Severability: If any provision of these Terms is found invalid or unenforceable, the remaining provisions continue in full force and effect.

Waiver: Our failure to enforce any right or provision of these Terms is not a waiver of that right.

Assignment: You may not assign your rights or obligations under these Terms without our prior written consent. We may assign our rights at any time.

Contact Information

If you have questions about these Terms, please contact us before signing your proposal. We're happy to clarify anything.