Terms & Conditions

The Platform is a software-as-a-service tool that assists trades and building professionals to capture project scope, generate pricing estimates, produce quote documents, and manage client communications. The Platform includes:

• A web-based Control Centre for quoting, job management, CRM, and account administration;
• A companion iOS mobile application ("Quote King Mobile");
• AI-powered features including scope extraction from spoken notes, audio transcription, and AI-generated quote descriptions;
• Stripe-powered deposit payment links;
• Outbound quote emails sent to your clients on your behalf, including scheduled future sends;
• Client photo upload links allowing clients to submit project photos via a token-secured URL;
• A certifier email feature allowing you to send client project details and a photo gallery link to a nominated building certifier or inspector;
• A variation management workflow for proposing, approving and declining scope and price variations with clients;
• CRM tools including a client pipeline board, client notes, task management, and audio notes;
• Subtrade contact management for storing and managing your subcontractor relationships;
• Call script templates to assist with client and lead communications;
• HubSpot CRM integration (where enabled) for syncing client and job data with your HubSpot account;
• Team management tools enabling you to invite staff or colleagues to your account.

The Platform allows you to present pricing in three formats: Quote (a single fixed price), Estimate (a rounded figure with implied variability), and Ballpark (a range of ±15% around the base figure). The label and presentation communicated to your client reflects the format you select. You are responsible for ensuring the format you choose is appropriate and does not mislead your client about the certainty of the price.

Pricing data within the Platform is sourced from a rate card maintained by us. Prices may not reflect current market conditions, supplier pricing, local variations, site-specific conditions or applicable taxes and duties beyond GST. You are solely responsible for confirming that your quoted prices are commercially appropriate for each project.

The Platform includes an AI voice assistant called "The King". The King is powered by Google Gemini AI and can:

• Transcribe your spoken voice notes and audio recordings into text;
• Extract project scope items, dimensions, and line items from transcripts or typed notes;
• Generate AI-written descriptions for quote line items;
• Interpret spoken or typed commands to take actions on your account — including creating and editing jobs, updating project scope and line items, and modifying rate-card entries — on your behalf.

Important: The King operates as your agent. Actions it takes (such as creating a job or editing a quote) are treated as actions you have authorised. You are responsible for all actions The King takes on your behalf.

We make no representation or warranty, express or implied, that AI-generated content is accurate, complete, suitable for any particular purpose, or fit to be relied upon for any financial, contractual or commercial decision. To the maximum extent permitted by Australian Consumer Law, we exclude all liability for loss or damage arising from reliance on AI outputs that have not been independently verified by you. See Section 7 (Limitation of Liability) for the full exclusion.

AI features are provided for your own professional use in connection with your trade or building business. You must not:

• Access AI endpoints programmatically, via scripts, bots, automated tools, or any method other than ordinary use of the Platform interface or its published API under your own account;
• Share your account credentials or seat with other people or businesses to pool AI usage across multiple organisations — each user must have their own account;
• Attempt to extract, reverse-engineer or circumvent the AI models, prompts, rate-card data or any other proprietary element of the AI system;
• Use AI features to generate content for any purpose other than your own legitimate quoting and job management activities.

AI usage is subject to monthly credit limits that vary by subscription plan (see the pricing page at quoteking.au). We reserve the right to throttle, suspend or apply overage charges for usage that exceeds your plan's limits or that we reasonably believe is abusive. We may update AI usage limits with reasonable notice.

When you use AI features, your inputs — including voice recordings (for transcription), typed scope notes, uploaded floor plan images, and rate-card identifiers — are transmitted to and processed by Google LLC via its Gemini AI API. Pricing figures, client personal information and financial data are never sent to the AI model. Processing occurs on Google's infrastructure, which may be located outside Australia. Please refer to Google's Privacy Policy for how they handle API data. See also our Privacy Policy (quoteking.au/privacy) for full details of AI data collection and subprocessor disclosure.

The Platform may allow you to send clients a token-secured link through which they can upload photos of a project site. Photos submitted via these links are stored on our infrastructure and associated with your job record. You are responsible for obtaining your client's consent to upload their photos and for ensuring you use the images only in connection with the relevant project. We are not responsible for the content of photos uploaded by your clients.

The Platform provides a certifier email feature that enables you to send an email to a nominated building certifier or inspector. That email may include your client's name, phone number, site address, project details, and a token-secured link to a gallery of the client's project photos. You acknowledge and agree that:

• You are solely responsible for obtaining your client's informed consent before sharing their personal information with any certifier or other third party via this feature;
• We act only as a technical conduit — we send the email on your instruction but are not a party to any relationship between you, your client, and the certifier;
• The certifier's handling of your client's personal information is governed by the certifier's own privacy obligations, not ours;
• You are solely responsible for ensuring the nominated certifier email address is correct and authorised to receive the information;
• Photo gallery links generated by this feature are time-limited and HMAC-secured, but you must not share them further than intended.

The Platform's variation management feature allows you to propose scope and price variations to your clients and receive their approval or rejection via a client-facing link. Variation documents generated by the Platform are estimates only and do not constitute legally binding variations to any construction contract unless separately executed in accordance with your contract's requirements. You are responsible for ensuring that any client response via the Platform's variation approval flow satisfies the contractual and legal requirements for a valid variation under your specific project contract.

Where you enable the HubSpot CRM integration, the Platform will sync client and job data (including client names, email addresses, phone numbers, project details and quote status information) with your HubSpot account. You are responsible for ensuring that your use of HubSpot, and the sharing of your clients' data with HubSpot, complies with all applicable privacy laws and your obligations to your clients. HubSpot's terms of service and privacy policy govern HubSpot's handling of that data. We are not responsible for any loss or harm arising from your HubSpot integration or HubSpot's handling of synced data.

The Platform allows you to store and manage your subcontractor contact information. Data entered into the subtrades feature (including subcontractor names, contact details, and trade specialisations) is stored on our infrastructure and accessible to authorised team members on your account. You are responsible for obtaining any consents required under applicable privacy laws before storing third-party contact information in the Platform.

The Quote King Mobile application is available for iOS devices. The mobile app connects to the same job and account data as the web Platform via our API. Use of the mobile app is subject to these Terms and any additional terms imposed by Apple Inc. through the App Store. We are not responsible for any unavailability of the mobile app caused by Apple's platform or operating system updates.

The Platform is offered on a free tier and paid subscription tiers (Tradie, Builder). Features, usage limits, and team seat inclusions vary by plan and are described on the pricing page at quoteking.au. Certain features — including team invitations, additional seat add-ons, and enterprise features — require the Builder plan or above.

Paid subscriptions are billed monthly via Stripe. Prices are in Australian dollars (AUD) and include GST unless otherwise stated. Subscriptions automatically renew unless cancelled before the renewal date.

Paid plans include a 7-day free trial. You will not be charged during the trial period. If you cancel before the trial ends, you will not be charged. After the trial, your subscription renews at the applicable monthly rate.

You may cancel your subscription at any time via the Platform settings or by contacting info@quickrooms.au. Cancellation takes effect at the end of the current billing period. We do not provide pro-rata refunds for partial months except where required under the Australian Consumer Law (ACL) or other applicable law.

The Platform allows you to generate Stripe-powered deposit payment links to send to your clients. We are not a party to the payment transaction between you and your client. All disputes about the underlying project or contract are solely between you and your client. Stripe's terms of service govern the processing of deposit payments.

Builder plan subscribers may purchase additional team seat add-ons (Quote Seats and Office Seats) via a Stripe Checkout session. Each seat add-on is billed as a recurring monthly subscription in addition to your base plan. Seat add-ons renew automatically and can be cancelled at any time, with cancellation effective at the end of the current billing period. We reserve the right to remove access to an add-on seat if payment for that add-on fails.

If your plan includes team seats, you may invite other users to access your account as team members. Invitations are sent by email to the nominated address. An invited user who accepts the invitation will gain access to your account data in accordance with their assigned role. You are responsible for all activity carried out by team members you invite.

Team member roles and their default capabilities are:

• Admin — full access equivalent to the primary account owner, including billing and settings;
• Estimator (Member) — can view and edit jobs; cannot change billing, subscription or team settings;
• Office Staff (Client Officer) — can manage leads and CRM; cannot send quotes externally or access financial settings.

We may adjust role definitions over time. Material reductions to role capabilities will be communicated with reasonable notice.

The Platform's task management feature allows any team member to create tasks, assign them to other team members, and mark them as complete. Tasks are visible to all team members on the account. You are responsible for ensuring that task assignments are made appropriately and that tasks do not contain information that team members are not authorised to view.

You may revoke a team member's access at any time from the Team Management settings. Upon revocation, their access ceases immediately. We are not responsible for actions taken by a team member prior to revocation.

Each team member must create their own Quote King account to accept an invitation. By accepting, they agree to these Terms. Their account remains under their own control but their access to your data is contingent on your active, paid team seat.

You are responsible for maintaining the confidentiality of your account credentials, including any 2FA devices and recovery codes, and for all activity that occurs under your account. Notify us immediately at info@quickrooms.au if you suspect unauthorised access.

You are responsible for the accuracy of all information you enter into the Platform, including client details, scope notes and pricing adjustments.

When you input your clients' personal information (names, email addresses, phone numbers, site photos) into the Platform, facilitate your clients' submission of photos via upload links, or share your clients' personal information with third parties via Platform features (including but not limited to the certifier email feature and HubSpot integration), you warrant that:

• You have obtained all necessary consents and have the authority to collect and share that information;
• Your clients have been informed, or will be informed, that their information may be shared with nominated third parties (such as building certifiers) and processed on our infrastructure;
• You will not share a client's information via Platform features with any party not authorised to receive it.

You indemnify us against any claim arising from your unlawful collection, use or disclosure of third-party personal information via the Platform.

When you store contact information for building certifiers, inspectors, subcontractors or other third parties in the Platform (via the certifier email settings or subtrades features), you warrant that:

• You have a lawful basis to store that contact information and to communicate with those individuals via the Platform;
• You will keep certifier and subtrade contact details up to date and remove them when they are no longer required;
• You will not use the certifier email feature to send unsolicited commercial messages or to share client data with parties who are not legitimately involved in the relevant project.

You are responsible for the actions of all team members you invite to your account. You must remove team members promptly when their access is no longer required (e.g. on termination of employment). You must not grant team access to persons who do not have a legitimate need to access your business data.

You are solely responsible for ensuring that your quotes, contracts, variations, email communications and business practices comply with all applicable laws, including licensing requirements for trades and construction in your state or territory, the ACL, the Spam Act 2003 (Cth), the Privacy Act 1988 (Cth), and any other applicable consumer protection and privacy laws.

You must not use the Platform to: (a) engage in fraudulent, misleading or deceptive conduct; (b) generate quotes you have no intention of honouring; (c) harass or harm any person; (d) attempt to reverse-engineer or circumvent Platform security; (e) resell or sublicense access to the Platform without our written consent; (f) send unsolicited commercial messages or spam; (g) use client photo upload links for any purpose other than collecting project-related imagery from the specific client; (h) use the certifier email feature to share client information with parties not legitimately involved in the project; (i) store third-party contact information in the Platform without a lawful basis to do so; (j) access any AI endpoint via scripts, bots, automated tools, or any means other than ordinary use of the Platform or its published API under your own account; or (k) share your account or credentials with other people or businesses for the purpose of pooling AI usage allowances across multiple organisations.