QuoteFlow Terms of Service

These terms govern your use of QuoteFlow. By creating an account, or by using QuoteFlow, you agree to them. They should be read together with the QuoteFlow Privacy Policy, which is a separate document that explains how personal information is handled and applies alongside these terms.

This is an internal review draft. It is not final terms, it has not been legally reviewed, and no claim of legal compliance or certification is made for QuoteFlow. It records what the reviewed application code and the documented behaviour of the services it uses actually do, including the parts that are unresolved.

QuoteFlow is operated by Lillie Auer, a New Zealand sole trader trading as GZMO. GZMO is a trading name, not a separate company and not a limited liability entity: the operator is the sole trader personally, the intended jurisdiction is New Zealand, and the New Zealand Business Number (NZBN) is 9429054043053. The privacy and support contact is quoteflow@outlook.co.nz. The party contracting with you is the operator personally. GZMO is a trading name, not a separate company: no limited liability entity stands behind the service, and the operator is responsible for it personally.

Operator's full legal name: Lillie Auer

The operator does not hold a separate business address, and no address has been invented to fill the gap. Notices, support requests and privacy requests are all handled by email at quoteflow@outlook.co.nz, which is the contact route the operator provides. Official guidance on the principle that requires people whose information is collected indirectly to be told the collecting agency's name and address says the address may be given as "or equivalent e.g. email or website", so the email route is the equivalent given here. No provision in the Privacy Act 2020, or in the Commissioner's guidance reviewed for these drafts, requires a physical or postal address for legal notices or for privacy requests.

In these terms, “you” means the person or business holding the QuoteFlow account, and “we”, “us” and “our” mean the operator named above.

Operator details supplied: QuoteFlow is operated by Lillie Auer, a New Zealand sole trader trading as GZMO, NZBN 9429054043053, with quoteflow@outlook.co.nz as the privacy and support contact and New Zealand as the intended jurisdiction. GZMO is a trading name, not a separate company, so no limited liability entity stands behind the service. The operator holds no separate business address and none has been invented; that question was researched against official guidance on 26 October 2026 and is settled, because the guidance for indirect collection accepts an email address or website as the equivalent of an address. The individual responsible for privacy under section 201 of the Privacy Act 2020 is the operator, Lillie Auer, reachable at quoteflow@outlook.co.nz. A written privacy-breach response procedure now exists, and it is linked inside the app from Settings. Still outstanding: whether the contact address is monitored on any particular schedule, any complaints procedure or response target, the retention schedule, and the overseas-disclosure evidence needed for the principle 12 assessment. No response time is claimed, because the operator has not adopted one it can meet.

QuoteFlow is a quoting and job-tracking tool for tradespeople and the businesses they work in. It is intended for use in the course of a trade or business, by an adult acting for themselves or for the business they represent.

You must be at least 18 years old to use QuoteFlow. The app does not verify your age and has no eligibility screen, so it relies on this requirement being met: by accepting these terms, and by using QuoteFlow, you confirm that you are 18 or over.

You create an account with an email address and password, or by signing in with Google. You must give accurate details, keep them up to date, and use one account for yourself. You must not share your account, let anyone else use it, or use another person's account.

You are responsible for keeping your sign-in details secure and for activity that happens under your account. Tell us promptly if you believe your account has been compromised or used without your authority, so the access can be dealt with. We may require a password reset or refuse access where we believe an account is not secure.

You may only connect mailboxes, calendars and other accounts that you are authorised to use, and only grant permissions you understand and are entitled to grant.

QuoteFlow helps you prepare, send and keep track of quotes, and manage the customer work around them. In the reviewed application it does the following.

• Quote records: create, edit, send, track, archive and reopen quotes, with line items, prices, GST treatment, notes, payment terms and an expiry date. A quote number is assigned per account.
• Sending: a quote is sent through your own connected Gmail or Microsoft 365 mailbox, from your own address, when you tell the app to send it. A quote PDF you attach is previewed in your browser and attached unchanged.
• Mailbox checks: when you ask, the app lists a bounded selection of your inbox and sent messages over a date range you choose, capped at 100 messages per run. It reads metadata, headers and the provider's own short previews, judges which messages look relevant to quoting, and retrieves and stores the full text of the candidate messages it keeps — up to 20,000 characters of a message's text, with attachment names and types but not the attachment contents.
• Email matching and reply interpretation: the app can match a customer's reply to a quote, suggest that a quote has been accepted, declined or needs a reply, and draft a covering message for you to review.
• Customer and enquiry records: an enquiry or quote found in your mail can create or update a customer record and a quote request in your account.
• Bookings: you can book a job or a site visit from a quote. The app creates the event in your connected calendar, sends the invitation to the people you choose, and checks the calendar you connected for conflicting events before it does.
• Follow-up reminders: an in-app list of quotes that are due for a follow-up, with rules you control for when a follow-up falls due and when reminders stop.
• Plans and limits: each plan sets how many of your most recently sent quotes stay actively tracked, how many mailboxes may be connected and how many calendars may be connected, and the service enforces those limits rather than only displaying them.

QuoteFlow is not legal, financial, accounting, tax or pricing advice, and it is not a substitute for your own records, your own judgement or professional advice.

QuoteFlow is beta software, and some of what the app is built to do is switched off. These limits are stated plainly because you should not rely on anything here that does not happen.

• Automatic follow-up emails are switched off. The scheduled follow-up check that would email your customers on your behalf is currently inactive, so enabling follow-up rules does not mean messages are sent automatically. Follow-ups appear to you as reminders and a due list inside the app.
• Automatic PDF extraction is unavailable. The platform cannot establish the required proof of who uploaded a file, so the extraction endpoint refuses every request before it reads anything, and the details of a quote PDF must be entered by hand. The upload screen says so.
• Email matching and AI suggestions can be wrong. The relevance filter is a heuristic and makes mistakes in both directions, AI classifications, summaries and drafted messages can be inaccurate, incomplete or out of date, and a match between a reply and a quote can be ambiguous.
• Detection is not guaranteed. We do not promise that every quote, reply, enquiry or customer interaction will be detected, matched, stored or surfaced. A message can be missed entirely, and a quote can be sent without the app knowing it was sent.
• Nothing in QuoteFlow is a system of record for a contract, an acceptance, a price agreement or a booked job, and a customer's agreement should not be inferred from an AI interpretation or from a status the app suggested.
• Completing a Microsoft 365 calendar connection has not been verified, and individual features may be incomplete, may change or may be withdrawn.

Availability commitments and support response times are not promised anywhere in these terms, and none is implemented: there is no service level, no status reporting and no emergency contact.

You must not use QuoteFlow to do any of the following:

• Send unlawful or unsolicited messages, or messages that are misleading, deceptive or unlawful under New Zealand law.
• Impersonate anyone, or misrepresent who a message is from.
• Harass, threaten or defraud anyone.
• Introduce malware, or attempt to disrupt, overload or interfere with the service or the services it depends on.
• Attempt to access another person's records, files, mailbox or calendar, or attempt to evade the app's security or a provider's permission controls.
• Scrape, copy, resell or provide the service to third parties as your own without the operator's written agreement.
• Use the service to store or send content you do not have the right to store or send.

Breaching this section may lead to your access being suspended or ended.

QuoteFlow supports your work; it does not take it over. You remain responsible for the following, whether or not the app has an opinion about them.

• Reviewing quote details and prices before you send anything: what is included, the amounts, the GST treatment, the dates, the terms and the attachment.
• Checking that recipients and customer details are correct, and that the message you are about to send says what you intend.
• Having the authority and the lawful grounds to connect any account you connect, and to collect, use and process the personal information you put into the service — including your customers' information.
• Meeting your own obligations under the Privacy Act 2020 to your customers, including what you tell them about how their information is used. As the business holding the customer relationship, you are the agency responsible for that information, and the app does not contact your customers or give them a privacy notice.
• Reviewing AI suggestions, matches and drafts, and confirming any consequential change — applying a suggested status or creating a record from an interpretation is your decision, and the app acts on your instruction.
• Checking your calendar bookings and resolving conflicts, including anything the conflict check could not see.
• Keeping whatever independent records your trade, your insurer, your accountant or the law requires, and your own copies of anything you cannot afford to lose.
• Complying with your own contractual, tax, privacy and other legal obligations, including the Unsolicited Electronic Messages Act 2007 and the Fair Trading Act 1986 when you email customers — whether you send a message yourself or switch on any automation that sends on your behalf.

These responsibilities sit alongside our own obligations rather than replacing them. Nothing in these terms moves to you a responsibility that the law places on the operator, and nothing here removes a right you have at law.

QuoteFlow works through accounts you connect yourself. Connecting Gmail grants read-only Gmail access and permission to send mail; connecting Microsoft 365 grants Mail.Read and Mail.Send. Calendar access is granted through the same sign-in. The app requests no permission to change, delete or move mail in either service, and it never asks for or stores a mailbox password — access is an OAuth token held by the connector service.

Connecting an account authorises the specific checks and sends described on the connection screen and in the Privacy Policy. It does not authorise every possible use of that account's contents: the app does not read the contents of attachments, does not build a contact list from your mail, does not read other mailboxes you can access, and does not use mail content for anything beyond the quote work described.

Email, calendar and other provider services are outside our control. A connection can expire, be refused, be revoked or need reconnecting, a provider can change its permissions or availability, and delivery, deliverability and timing are not guaranteed.

You can disconnect an integration whenever you choose. Disconnecting revokes the connection against the provider and reports what happened. Disconnecting stops future access through that connection, but it does not delete information already stored in QuoteFlow, does not remove copies of email already sent to anyone, and does not remove the permission entry from your Google or Microsoft account page, which is managed there.

You are responsible for the customer, job, pricing and booking information you enter or that is derived from the accounts you connect. QuoteFlow records what it is given; it does not verify that a customer's details are correct, current or complete.

When you confirm a booking, the app creates an event in your connected calendar and sends an invitation to the people you chose. The conflict check is advisory: it looks at the calendar you connected, over the window it can read, and it can miss events on other calendars, private entries or anything the provider does not return. You must check the booking and resolve any conflict yourself.

Removing a customer record removes that record. It does not remove copies of the customer's name, address or details that are embedded in quotes, requests, emails or appointments you have kept, and those must be removed separately.

QuoteFlow uses AI functionality to classify candidate emails, detect quote requests and sent quotes, interpret customer replies and draft covering messages. The model is given bounded inputs, no tools and no access to your database. It returns a structured verdict, and the application checks that verdict against expected fields, value lists and size limits before anything is used.

Those checks establish shape, not truth. AI output can be wrong, incomplete, out of date or misleading, and it can be confidently wrong. Review every suggestion, draft and interpretation before you rely on it or send it, and treat nothing produced by the app as a statement of fact, a valuation, or evidence that a customer has agreed to anything.

Applying a suggestion is your decision, and the app changes records only on your instruction. We do not promise that AI output is accurate, complete, suitable for your situation or fit for any particular purpose.

Follow-up rules produce reminders and a due list inside the app. Sending is built but switched off: the scheduled follow-up check is currently inactive, so a follow-up preference is not a promise that anything is emailed to your customers automatically.

If automatic sending is switched on in future, it would send from your own mailbox on your instruction, and you would remain responsible for the content, the recipient, the timing and for keeping your rules accurate — including your obligations under the Unsolicited Electronic Messages Act 2007, the Fair Trading Act 1986 and your own customer agreements.

Any message sent from your mailbox is your message to your customer. We do not guarantee that a message will be delivered, delivered on time, or read, and provider behaviour is outside our control.

Three plans are sold: Starter at NZ$14.99 per month, Pro at NZ$29.99 per month, and Business at NZ$39.99 per month. Prices are in New Zealand dollars. The operator is not registered for GST, so no GST is charged on these prices, none is added at checkout, and no GST invoice is issued: the amount shown on the pricing page is the whole amount charged. If the operator's GST position changes, the pricing page, the checkout disclosure and these terms are updated together before anything charged changes.

Each plan sets how many of your most recently sent quotes stay actively tracked, how many mailboxes may be connected and how many calendars may be connected. Those limits are enforced by the service rather than only shown in the interface. A sent quote that passes the plan's tracking limit leaves active tracking and is archived: it is never deleted, it stays in your account's history, and it stops being followed up until your plan changes. An account with no plan can finish setting up and connect one mailbox, but sending a quote needs a plan, and the send path will ask you to choose one.

Every plan starts with a 14-day free trial. A payment method is required to start the trial and is not charged during it. If the trial is not cancelled before it ends, Stripe charges the plan amount, and the subscription then renews monthly at that amount until it is cancelled. The first charge date is shown before the trial starts and again in Settings.

Because the operator is not registered for GST, no GST is charged and no tax is added to these amounts. Should that change, whether a price would absorb GST or increase, and on what date, must be decided with tax advice, and a customer must be told before any increased amount is charged.

Billing runs live through Stripe. Card details are entered on Stripe's own checkout page and are handled by Stripe: QuoteFlow never sees or stores a card number. Stripe's own terms and privacy information apply to the payment itself.

You can cancel or change your plan at any time in Settings, Subscription.

Cancelling before the first charge means nothing is charged at all. Cancelling after a payment leaves access running to the end of the period you have already paid for, nothing further is charged, and the subscription can be resumed from the same screen until that date.

Moving between plans takes effect straight away, and Stripe works out any part-month difference. The change is reported from Stripe's own answer rather than from an assumption that it worked.

If a payment fails, Stripe retries it. Access continues to the end of the period already paid for; if the payment is not settled by then, access to the paid features stops, and it comes back if Stripe later reports the subscription active again. A lapsed account is refused at the paid features with a message asking for an active subscription. If a charge looks wrong, contact support and the operator will deal with it in writing.

Closing your account cancels the subscription immediately, because the records it paid for are being removed. That is explained in section 18.

Nothing in these terms limits any right you have under the Consumer Guarantees Act 1993, the Fair Trading Act 1986, or any other law that cannot be contracted out of.

For a change of mind after a charge has been taken, the operator's position is that the charge is not refunded. A plan is a digital service that is available as soon as it starts, so this is a position on changing your mind rather than on a service that failed. It does not limit any right described above: where the service did not meet a guarantee, or a charge was not properly authorised, the remedy the law provides is yours.

If you believe you have been charged in error — a duplicate charge, a charge taken after you cancelled before the trial ended, or an amount that does not match the price you agreed to — contact the operator at the contact details in section 22 with the date and the amount. The charge will be looked into and answered in writing, and a charge taken in error will be corrected, including by a refund to the original payment method where the error calls for one.

Cancelling before the trial ends means nothing is charged at all. Cancelling after a payment has been taken leaves your access running to the end of the period you have paid for, and nothing further is charged. Both are done in Settings, Subscription, and the plan screen shows the monthly price, the date of the first charge and this cancellation route before Stripe's checkout page opens.

One thing a customer is entitled to know is still to be published by the operator: the notice period before a renewal. Whether a reminder is sent before a renewal has not been decided and no reminder email is implemented, so none is promised here. When it is decided it must be shown to a customer before that customer commits to payment.

Your content stays yours. The quotes you write, the customer and job records you create, the correspondence in your mailbox and the documents you upload belong to you or to your business, and we claim no ownership of them.

You give us the limited permission needed to run the service for you: to store, process, transmit, display, back up and send your content, including through the providers described in the Privacy Policy and the mail, calendar and AI services the app uses. That permission lasts only as long as it needs to, and only for operating QuoteFlow for you. You confirm that you have the right to give it.

QuoteFlow itself — the application, its software, its design and its branding — belongs to the operator and its licensors. You may use it for your own trade or business while your account is open, and that right does not include copying, modifying, reverse engineering, reselling, sublicensing or providing it to third parties as your own service without the operator's written agreement.

Gmail, Google Calendar, Microsoft 365, Stripe and Base44 are the property of their respective owners, and their terms and marks apply to their services. Nothing in these terms gives you rights in those services beyond what the provider itself grants.

If you send us feedback or suggestions, we may use them without obligation to you.

How QuoteFlow handles personal information — what is read from a connected mailbox or calendar, what is kept, how long it is kept, who it is disclosed to and what cannot be removed — is set out in the separate QuoteFlow Privacy Policy, which applies alongside these terms.

QuoteFlow depends on third-party services. Base44 provides the hosting, sign-in, database, file storage, connectors and AI routing; Google provides Gmail and Google Calendar; Microsoft provides Microsoft 365 mail and calendar; Stripe processes payments; and AI requests are routed to model providers by the platform. Those services, and their terms, permissions, availability and processing locations, are outside the operator's control, and some of that processing happens outside New Zealand.

Connecting or disconnecting an account affects our access to the provider; it does not necessarily remove information already stored in QuoteFlow or copies that have already been sent or are held by the provider. Removing a file reference from a quote does not necessarily remove the stored file itself. The Privacy Policy explains these limits in more detail.

QuoteFlow is offered as it is. We do not promise any level of uptime, availability, response time, connection success, synchronisation, deliverability, data recovery or support, and no service level, status reporting or emergency contact is implemented. Integrations can expire or be refused, and a reconnection may be required.

Features may change, be added, be withdrawn, be switched off or remain incomplete while the product is in beta. Where something is switched off we say so in these terms and, where the app can, in the interface itself.

There is no restoration or recovery service, and no promise of one. Keep your own copies of anything you cannot afford to lose.

Support is by email at the contact details in section 22. Whether that address is monitored on any particular schedule has not been confirmed, so no response time is promised.

You can stop using QuoteFlow at any time and close your account as described in section 18.

The operator may restrict, suspend or end access where these terms are breached, where it is necessary to protect the service, another user or a provider, where a subscription is not paid, or where the law requires it. No notice period, written suspension procedure, appeal process or defined consequences for a suspended account have been adopted yet, and no administration control for suspending an account is implemented in the app. Those arrangements must be decided and legally reviewed — with particular attention to a customer who has paid — before the service is offered publicly.

If access ends, the effect on stored information is described in section 18 and in the Privacy Policy. Ask about access to your records before you close an account if you need something from them.

Closing an account removes all the stored data and file references QuoteFlow holds for it, except the stored quote PDF objects themselves, which the platform does not let the app delete.

You can close your account yourself in Settings, Data and privacy. Closing it happens in one action, in this order: the closure state is recorded on the account first, which stops mailbox checks, analysis, follow-ups and sends immediately; then your connected mailbox and calendar access is revoked, one account at a time, with each revocation checked against the provider, so a revocation that failed is never reported as done; then your records are removed — quotes and their activity, customers, quote requests, stored emails, cancelled appointments, mailbox-check history, calendar diagnostic reports, test-email receipts, follow-up rules, connected-account settings and the business profile.

Closing your account cancels your subscription immediately, because the records it paid for are being removed. Your billing record (the Stripe customer and subscription identifiers, status and dates) is kept as the operator's accounting record, and Stripe keeps the customer and subscription history it holds.

Two parts of closure are deliberately conservative. Appointments whose calendar events are still scheduled are left alone, so nothing disappears from your calendar behind your back; they are listed so you can cancel them and close again. And every step reports what actually happened: a failure is reported as a failure, the result lists what was removed, what could not be removed and what remains, and a partial closure is reported as incomplete rather than as done. The operation can be run again safely.

Closure is not complete erasure. Depending on the current implementation and provider arrangements, the following can remain:

• Your QuoteFlow sign-in record and the closure state on it, because removing the sign-in itself needs a workspace owner's action.
• Stored PDF file objects: a file reference goes with its quote, but the platform exposes no delete-file operation to the app, so the stored bytes need a platform action and may remain.
• Email and calendar items held by Google or Microsoft, including messages the app read and discarded, and the permission entries left on your Google or Microsoft account page.
• Content already processed by an AI service, which is subject to that provider's terms rather than to the app's deletion controls.
• Platform logs and backups, which are outside the app's control.
• Customer details embedded in quotes, requests, emails or appointments you kept, which must be removed individually.
• Billing and other records the law requires the operator to keep.

No complete self-service data export is implemented. Records can be reviewed and edited in the app and the supported categories can be removed there, but they cannot be exported as a whole.

The Privacy Policy sets out these limits in more detail, and they must not be described as erasing every copy of anything. If you need a copy of something, take it before you close the account.

Some people who use QuoteFlow may be individuals rather than businesses. These terms do not assume that every user is in trade, and nothing in them attempts to contract out of the Consumer Guarantees Act 1993 or the Fair Trading Act 1986 where those Acts apply and cannot be contracted out of. Any attempt to exclude or limit those rights is void in respect of a consumer.

To the extent the law allows, and without limiting any right that cannot lawfully be excluded, QuoteFlow is provided without a promise that it is accurate, complete, uninterrupted, error-free, secure, or fit for any particular purpose. We do not promise that any AI output is correct, that a quote or reply will be detected or matched, that a message will be sent or delivered, that a booking will be free of conflicts, or that using QuoteFlow will produce any particular commercial result. You are responsible for reviewing what the service produces and for taking your own advice.

A limitation of liability, a cap on liability and any exclusion of consequential or indirect loss (including lost profit, lost work or a missed job) are undecided. No cap and no exclusion is asserted in these terms, because none of the questions it depends on has been settled: whether a cap should exist at all and how it would relate to the fees paid; whether it could apply to a consumer; whether the statutory requirements for contracting out of the Consumer Guarantees Act 1993 for business use (both parties in trade, the agreement in writing, and the agreement being fair and reasonable) could be met here and how that would be recorded; how liability should be shared where the service depends on Base44, Google, Microsoft, Stripe and the AI providers; and what insurance, if any, the operator holds. Those questions must be settled with New Zealand legal advice before any limitation is added, and no clause in these terms should be relied on as an enforceable limitation of liability.

Nothing in these terms excludes liability that cannot lawfully be excluded, including liability for fraud or wilful misconduct.

The operator is based in New Zealand, and these terms are intended to be governed by New Zealand law, with the New Zealand courts having jurisdiction.

If you have a concern, write to the operator at the contact details in section 22 first and explain it, so it can be looked at and answered. No response time, escalation step or formal dispute procedure is promised or implemented.

Nothing here removes any right you have to take a claim to the Disputes Tribunal or another forum, including any right a consumer has, and a privacy complaint can be raised with the Office of the Privacy Commissioner in New Zealand, whose process is independent of QuoteFlow. Whether this clause is settled and enforceable is a matter for legal review, including any mandatory rules about where a consumer may bring a claim.

These terms may change as the product, the providers or the law change. This page shows the current version and its last-updated date, and a change carries a new version and an effective date.

A change that affects price, billing, cancellation, data handling or liability must be decided, legally reviewed and communicated in advance. Where a change requires you to accept a new version, that acceptance is recorded on your account only when you actually take that step: continuing to use QuoteFlow is not treated as acceptance of every change, and no acceptance is recorded on your behalf.

These terms have not been legally approved and must not be presented as agreed or final terms. The matters these terms still describe as undecided — the renewal-notice period, the suspension and appeal process, and every liability question in section 19 — must be settled and replaced with decided positions rather than quietly dropped. The address question is not among them: it was researched against official guidance on 26 October 2026, no provision requires a physical or postal address for these purposes, and the contact route in section 22 is the one given.

Questions about these terms or the service, a support request, a complaint, a privacy or access request, or notice about your account should go to quoteflow@outlook.co.nz.

Whether that contact address is monitored on any particular schedule has not been confirmed, and no response time is promised. Privacy requests are dealt with under the Privacy Policy, which also sets out who is responsible for privacy, how to make an access or correction request, how a suspected privacy breach is handled and notified, and how to raise a privacy complaint.