Skip to content
SitRep Books
DRAFT — not reviewed by a lawyerThis is a working draft for attorney review. It is not in effect and does not create any agreement. Bracketed items [like this] are open choices or facts still to be supplied.

SitRep Books · Legal

Terms of Service

SitRep Books LLC · Effective date: Draft — not yet in effect

These Terms of Service (the "Terms") are an agreement between SitRep Books LLC, an Oklahoma limited liability company ("SitRep Books", "we", "us"), and the business that signs up for SitRep Books (the "Customer", "you"). The person who accepts these Terms confirms they are authorized to bind that business. These Terms also serve as the end-user license agreement for the SitRep Books app on the Intuit App platform.

SitRep Books is a service for businesses. It is not offered for personal, family or household use.

1. What SitRep Books does

SitRep Books is software that helps a construction business keep its QuickBooks Online books current. Depending on what you connect and turn on, it:

  • reads your QuickBooks Online company (accounts, vendors, customers and jobs, transactions, bills, invoices and settings) and, if connected, your JobTread account;
  • runs a read-only health scan of up to 12 months of your books;
  • reads receipts and supplier documents you photograph, upload or forward to us, using an AI model to pull out the vendor, date, total, PO or job text and line items;
  • if you connect a bank or card account through Plaid, receives that account's transactions and balances;
  • matches costs to jobs using rules you confirm, and sends you short question cards when it can't tell;
  • writes to your QuickBooks — for example, adding a job to an expense line or attaching a receipt — only when a rule you (or someone you authorized) confirmed fires, or a person on your account approved the change on a card;
  • produces reconciliation reports, close packages, a weekly summary (the "SitRep") and a read-only view for your CPA.

Features change over time. Some features described on our website may not be available yet; the feature list in your account is what you're buying.

2. Accounts and the people on them

  • You choose who is on your account and their role (for example owner, books person, or CPA with read-only access). You're responsible for what people you add do in SitRep Books, and for keeping the list current — remove people who should no longer have access.
  • Keep sign-in links and passwords private. Tell us right away at support@sitrepbooks.com if you think someone got into your account.
  • Support access. Our staff can see your data only when someone on your account grants time-limited support access, except where needed to keep the service secure or running, or where the law requires it.

3. Your connections and permissions

When you connect QuickBooks Online, a bank through Plaid, JobTread, or another service, you authorize us to access that service on your behalf for the purposes in these Terms, and you confirm you have the right to do so. Your use of those services is governed by their terms (for example Intuit's QuickBooks terms and Plaid's End User Privacy Policy), not ours. We aren't responsible for those services, their outages, or changes they make to what they let us do. You can disconnect any connection at any time; some features stop working when you do.

4. Your data

  • You own your data. "Customer Data" means the books, transactions, documents, receipts, answers and other information you or your connected services give us. As between you and us, it's yours.
  • What we may do with it. We use Customer Data only to provide, secure, support and improve SitRep Books for you, as described in our Privacy Policy and our Data Processing Agreement. We don't sell Customer Data, and we don't use it to advertise to you or anyone else.
  • Rules and the Playbook. The rules and settings built from your answers (your "Company Playbook") are part of your Customer Data. We may use de-identified, aggregated information (for example, how often a type of card gets answered) to improve the service; it won't identify you or any person. [Attorney: confirm whether to keep this right, and whether any cross-customer learning of rules is wanted.]
  • We never delete your books. SitRep Books never deletes entries in your QuickBooks. Corrections are made by voiding or by adjusting entries, so the history stays visible to you and your CPA.
  • Receipts. We store the receipts you send us and keep each one for at least 7 years from the day it came in (while your account is open, and through the 7-year read-only period in section 13). You can view and download them any time. When a receipt is confirmed with a charge that came from your QuickBooks company, we also attach a copy to that charge there — not in a period you've closed in QuickBooks, and we never create a new expense to do it; the Receipts page shows whether each receipt's copy is in QuickBooks. Whether a digital copy is enough for your taxes depends on it being clear and complete (the IRS's rules for electronic records, Rev. Proc. 97-22) — check each one before you discard the paper, and ask your CPA about anything special to your business or state. We don't claim any IRS certification.
  • Data Processing Agreement. Our Data Processing Agreement (available from support@sitrepbooks.com) forms part of these Terms and governs how we handle personal information inside Customer Data.

5. Your responsibilities

You agree to:

  • give us accurate information and keep your QuickBooks closing date and SitRep lock date set the way you and your CPA want them;
  • answer cards and review what SitRep Books does. The service is built around your answers. If a card isn't answered within the period shown in the app (currently 7 days), SitRep Books may post the transaction to its known account with no job and flag it "needs job";
  • keep your own records as the law requires; SitRep Books is not your system of record — QuickBooks is, and you can export from both;
  • follow the Acceptable Use rules in section 7.

6. AI suggestions, no professional advice

Please read this section.

  • AI reads and suggests; it doesn't decide. SitRep Books uses AI models (currently provided by Anthropic) to read receipts and documents and to suggest answers. AI output can be wrong. It is used as evidence for fixed, deterministic rules (for example: exact cents, a date window and a job code that maps to exactly one job). When those rules don't settle it, a person on your account answers a card.
  • Every automatic change has a reason you can see. Each write to QuickBooks records the rule and rule version that allowed it, or the person who approved it.
  • Not a CPA, not an accounting firm, no advice. SitRep Books is software. We are not a CPA firm, we don't audit, review or compile financial statements, and we don't give tax, legal, accounting or financial advice. Policy decisions (owner draws, personal charges on business cards, payroll, loans, taxes, cash vs. accrual) are made by you and your CPA; SitRep Books only follows the policies you set.
  • Your CPA stays responsible. Your tax returns, financial statements and filings remain the responsibility of you and your accountant. Reconciliation reports from SitRep Books are working papers for you and your CPA to review; whether to accept them and mark accounts reconciled in QuickBooks is your CPA's decision.
  • Check what matters. Review job-cost reports, reconciliations and close packages before you rely on them for bids, draws, lending, taxes or other decisions.

7. Acceptable use

You won't, and won't let anyone else:

  • use SitRep Books for anyone else's books except businesses you own or are authorized to manage [Attorney: decide whether bookkeepers/CPA firms may run several client companies];
  • upload anything you don't have the right to share, or anything unlawful, or use the service for fraud, money laundering or to hide transactions from your accountant, lender or a tax authority;
  • probe, scan or test the security of SitRep Books, or get around access limits, except under a written security-research agreement with us;
  • copy, resell, reverse-engineer or build a competing product from the service, or scrape it;
  • overload the service or the services it connects to (for example, by automated mass uploads);
  • use the service in violation of Intuit's, Plaid's or any connected provider's terms.

We may suspend access that we reasonably believe breaks these rules or puts other customers or your books at risk. We'll tell you why unless the law or security prevents it.

8. Fees, billing, cancellation

  • Free scan. The health scan is free and read-only.
  • Subscription. The subscription is billed monthly in advance per company, at the price shown when you subscribe [currently planned: $199/month — not final]. Payments are processed by Stripe; we don't see or store your full card number.
  • Cleanup work is quoted from your scan and agreed in writing before we start.
  • Price changes. We'll give at least [30] days' notice by email before a price change takes effect.
  • Cancel anytime in the app or by emailing support@sitrepbooks.com. Cancellation takes effect at the end of the current billing month. [Choose: no refunds for partial months / pro-rated refund.] Fees already paid for cleanup work that has started are not refundable [attorney to confirm].
  • Late payment. If a payment fails and isn't fixed within [14] days of our notice, we may pause the service (reads and writes stop; your data is kept).
  • Taxes. Prices don't include sales or similar taxes, which you pay where they apply.

9. Availability and changes

We work to keep SitRep Books running and safe, but it may be unavailable at times (maintenance, outages at Intuit, Plaid or our hosting providers). We may change or discontinue features; if we remove a material feature you're paying for, we'll tell you in advance and you can cancel.

10. Security

We protect Customer Data with administrative, technical and physical safeguards described in our Privacy Policy and Data Processing Agreement, including encryption of connection credentials, per-company access controls in the database, and an append-only audit log. If we learn of a security incident affecting your data, we'll notify you as described in the Data Processing Agreement and as the law requires.

11. Warranties and disclaimers

We'll provide SitRep Books with reasonable skill and care, substantially as described in these Terms. Except for that promise, the service is provided "as is" and "as available." To the extent the law allows, we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We don't promise the service will be error-free, that AI output will be accurate, or that it will catch every error in your books.

12. Limitation of liability

[Attorney: set the cap and carve-outs. Proposed starting point below.]

To the extent the law allows:

  • neither party is liable for indirect, incidental, special, consequential or punitive damages, or lost profits, revenue or data, even if told they were possible; and
  • each party's total liability under these Terms is limited to the fees you paid us in the [12] months before the event giving rise to the claim [or $X, if greater].

These limits don't apply to your payment obligations, a party's indemnity obligations, [a breach of section 4 / the Data Processing Agreement — attorney to decide whether to carve out or use a separate higher cap], or liability the law doesn't allow to be limited.

13. Term, termination, and what happens to your data

  • These Terms last while you have an account. You can cancel any time (section 8). We can end them on [30] days' notice, or immediately if you materially breach them and don't fix it within [10] days of notice, or if required by law or by Intuit or Plaid.
  • When you leave:
    1. Export. We'll offer an export of your SitRep Books data (including reconciliation reports, close packages, the audit trail and your Company Playbook) for [60] days after the end of your subscription. Your books themselves stay in your QuickBooks.
    2. Disconnect. We disconnect your QuickBooks Online company (revoking our access token), remove your bank connections at Plaid, disconnect any other connected service, and stop all processing.
    3. Retain for records. We keep only what tax and record-keeping rules call for, read-only, for 7 years after you leave, so that you, your CPA, or we can answer questions about what was recorded and why.
    4. Destroy. At the end of that period, we destroy the data permanently by deleting the encryption keys that protect it ("crypto-shredding"), so it can never be read again, including in backups.
  • While you're an active customer we keep your data for as long as your account exists; we don't delete it. Our Privacy Policy describes requests from individuals about their own personal information.
  • Sections that by their nature should survive (fees owed, data terms, disclaimers, liability, indemnities, governing law) survive termination.

14. Indemnities

  • By you: you'll defend and indemnify us against third-party claims arising from data you gave us without the right to, or from your breach of section 7.
  • By us: we'll defend and indemnify you against third-party claims that SitRep Books, as we provide it, infringes their U.S. intellectual property rights.

[Attorney: standard procedure — prompt notice, control of defense, cooperation.]

15. Intellectual property and feedback

We own SitRep Books, its software and its content (other than Customer Data). We give you a non-exclusive, non-transferable right to use it for your business while your subscription is active. If you send us suggestions, we may use them without obligation to you.

16. Governing law and disputes

These Terms are governed by the laws of the State of Oklahoma, without regard to its conflict-of-laws rules. Any dispute will be brought exclusively in the state or federal courts located in Cleveland County, Oklahoma [or, for federal court, the U.S. District Court for the Western District of Oklahoma], and each party consents to that venue. [Attorney: consider informal negotiation first; decide on arbitration and a class-action waiver.]

17. General

  • Changes to these Terms. We'll give you at least [30] days' notice by email or in the app before material changes take effect. Continuing to use SitRep Books after that means you accept them; if you don't, you can cancel before they take effect.
  • Notices to us: SitRep Books LLC, 2125 Whiteoak Cir., Norman, OK 73071, and support@sitrepbooks.com. Notices to you go to the account owner's email.
  • Assignment. Neither party may assign these Terms without the other's consent, except to a successor in a merger or sale of substantially all of its business, with notice.
  • Force majeure, entire agreement, severability, no waiver, independent contractors, no third-party beneficiaries — [standard clauses, attorney to supply].
  • Trademarks. QuickBooks, Intuit, JobTread and Plaid are trademarks of their owners. SitRep Books is not affiliated with or endorsed by them.

Contact

SitRep Books LLC · 2125 Whiteoak Cir., Norman, OK 73071 · support@sitrepbooks.com