Terms of Service

Last updated: September 10, 2026

1. Acceptance of Terms

By creating an account or using STAXEN ("Service"), you agree to these Terms of Service ("Terms"). If you are using the Service on behalf of a company, you represent that you have the authority to bind that company to these Terms.

2. Description of Service

STAXEN is a cloud-based business management platform for subcontractors and trade contractors, offered as AI "employees" that you hire individually to handle estimating, job management, and invoicing. Features include voice-driven estimates and dictation, blueprint takeoffs, electronic signatures, scheduling and appointment reminders, change orders, AI-powered invoice and receipt extraction, job photos and walkthrough notes, milestone billing, client text messaging, and profitability checks.

The Service connects to third-party accounts you choose to link, currently Gmail, Microsoft 365 and Outlook, QuickBooks Online, Google Calendar, and Stripe Connect for collecting payments from your clients.

STAXEN is available as a web application and as mobile applications for iOS and Android. Some features are available on one surface and not another, and features change over time. We may add, change, or remove features at any time.

3. Accounts and Access

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately at gavin@getstaxen.com if you suspect unauthorized access.

You may not share your account with others or create accounts by automated means. We reserve the right to suspend or terminate accounts that violate these Terms.

4. Subscription, Billing, and Cancellation Policy

STAXEN is a paid subscription service, billed monthly in U.S. dollars, on a month to month basis or under a 12 month contract as shown at checkout. Subscriptions bought on the web are processed by Stripe; subscriptions bought inside the iPhone or iPad app are processed by Apple, and the paragraph on Apple purchases below governs those. The prices, discounts, and any trial terms that apply to your account are the ones shown at checkout and on your billing page; if anything in this section differs from what your checkout screen showed, the checkout screen governs.

Current plans. Staxen is sold as individual AI employees that you can hire in any combination: the Estimator ($59/month), the Job Manager ($59/month), and the Invoicer ($59/month), or all three for $149/month. Prices are per company account, not per user. Legacy plans continue unchanged for the accounts that subscribed to them: Field Assistant at $279/month, Office Assistant at $349/month, and the estimates-only plan at $50/month (which included every Staxen feature for the first 14 days and estimating features after that). Those plans are no longer offered to new customers.

Free first job on signup. Our standard signup gives you your first job free with all three AI employees unlocked. No payment method is collected, nothing is charged, and there is no time limit: the allowance is measured by work done, not by days elapsed. A job is one project. When the allowance is used up your account becomes view only and your data stays intact until you choose to subscribe ($59/month per employee, or $149/month for all three). Because no payment method is on file, nothing can be charged automatically and there is nothing to cancel. A fair use limit on total AI processing applies alongside the job count.

Saving a card early. During the free allowance you may choose to save a payment method to lock in a discounted first month. Doing so charges you $0 that day. Your first charge happens when you use up the free allowance rather than on a fixed date, and the amount is the one shown when you saved the card. You can cancel at any time in Settings, then Subscription.

Legacy dated trials. Accounts created before August 22, 2026 started on a dated free trial rather than the free job allowance. Where that trial saved a payment method at signup, the saved method is charged when the trial ends for the employees selected at checkout, unless canceled before the trial end date shown at checkout, in the confirmation email, and in Settings, then Subscription. Where no payment method was saved, the account is never charged automatically and simply loses access when the trial ends unless a subscription is started.

Charge-today signups. Some signup pages charge your payment method when you subscribe instead of offering a trial, and some offer a discounted first month or promotional rate. After any trial, discounted, or promotional period the subscription renews at the full plan price. Where your checkout screen states a money-back guarantee, charge-today plans are backed by a 14 day money-back guarantee on the first charge.

Adding or removing employees. You can add or remove AI employees after signup. A change adjusts your price going forward, as shown at the time you make the change.

12 month contracts. Some signup pages offer a 12 month contract at a discounted monthly rate. A 12 month contract is billed monthly, not upfront. By checking the acceptance box at checkout and completing your purchase, you enter a binding 12 month agreement: you agree to pay the discounted monthly rate for 12 consecutive months, and you authorize us to charge your payment method each month for the full term. 12 month contracts include a 14 day money back guarantee: email us at gavin@getstaxen.com within 14 days of your first charge and we will refund it in full and release you from the contract. After the 14 day guarantee period you remain responsible for the monthly payments for the rest of the 12 month term, including if you stop using the Service, and self-service cancellation is not available until the term ends. If a monthly payment fails, the remaining balance of the term becomes due. After 12 months the contract ends and your subscription continues month to month at the same discounted rate, cancelable anytime as described below.

Purchases made in the iPhone or iPad app. If you subscribe inside the Staxen iOS app, the purchase is an Apple in-app purchase: Apple bills your Apple ID, not us, and Apple's terms govern that transaction. Payment is charged to your Apple ID account at confirmation of purchase. The subscription renews automatically unless you turn off auto-renew at least 24 hours before the end of the current period, and your Apple ID is charged for the renewal within 24 hours before the period ends. Where the app offers a free trial period, any unused portion of that trial is forfeited if you buy a subscription before the trial ends. Manage your subscription and turn off auto-renew in your Apple ID account settings on your device. We cannot cancel, change, or refund an Apple purchase for you; refund requests for in-app purchases go to Apple. The plan you buy in the app entitles you to the same Service on the web, signed in with the same account.

Automatic renewal. Subscriptions renew automatically each month at the then-current plan price until you cancel, subject to any 12 month contract described above. By starting a subscription you authorize these recurring charges. Signups that collect no payment method are never charged automatically.

How to cancel. You may cancel at any time, with no cancellation fee. If you subscribed through the iOS app, cancel in your Apple ID account settings on your device (Settings, your name, Subscriptions), which is the only place an Apple subscription can be cancelled. If you subscribed on the web, go to Settings, then Subscription, then Manage Billing, which opens the Stripe billing portal, or use Settings, then Subscription, then Cancel subscription in the app. If you are still on the free job allowance there is nothing to cancel: no payment method is on file and no charge can occur. On a legacy dated trial, cancel before the trial end date shown in your account and you are not charged at all. Otherwise cancellation takes effect at the end of the current billing period, and you keep access until then. You can export your business records as described in "Your Data" before or after you cancel.

Refunds. Purchases made through the iOS app are refunded by Apple under Apple's policies, not by us, and the guarantees described here do not apply to them. For charges we process directly: except as stated below or where required by law, charges are non-refundable, including for partial billing periods and unused time. Where your checkout screen stated a money-back guarantee, we honor it: email us at gavin@getstaxen.com within the stated guarantee period and we will refund your first charge in full. If you were charged when you meant to cancel, email us at gavin@getstaxen.com and we will look at it. If you believe you were charged in error, email us before disputing the charge and we will work to resolve it promptly.

5. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of any regulations
  • Upload false, fraudulent, or misleading invoice data
  • Attempt to gain unauthorized access to any part of the Service or its infrastructure
  • Reverse-engineer, decompile, or attempt to extract source code
  • Resell or sublicense the Service without written permission
  • Use the Service in a way that could damage, disable, or impair it

6. Your Data

You retain ownership of all data you upload to STAXEN. You grant us a limited license to process, store, and display your data solely to provide the Service. We will not use your invoice or financial data for any purpose other than operating and improving the Service. Some data you provide, including invoice documents and extracted invoice fields, may be processed by automated systems or artificial intelligence tools solely for the purpose of extracting and organizing billing information within the Service.

Export and portability. You may export your business records (clients, projects, estimates, invoices, receipts, vendors, change orders, and appointments) at any time as CSV files from Settings. Exports are provided in a standard machine-readable format. Export remains available after cancellation while your account is in read-only status.

Third-party data. You represent and warrant that you have the authority and any necessary consents to upload any data that relates to third parties (your employees, subcontractors, clients, homeowners, vendors, etc.), and that doing so does not violate any contract, privacy law, or other obligation you owe them. If a third party requests deletion of their data from Staxen, you agree to promptly respond and, where appropriate, instruct us to delete it. You will indemnify Staxen for any claim arising from third-party data you uploaded without authority.

7. Electronic Signatures

Staxen enables you and your clients to sign documents (including estimates, change orders, and other agreements) electronically. By using these features, you and any party who signs through Staxen agree that electronic signatures and records created through Staxen have the same legal effect, validity, and enforceability as handwritten signatures and paper records under the U.S. Electronic Signatures in Global and National Commerce Act (ESIGN, 15 U.S.C. §§ 7001 et seq.), the Uniform Electronic Transactions Act (UETA), and applicable state law.

You and any signing party will not contest the validity, enforceability, or admissibility of any agreement signed through Staxen on the grounds that it was signed electronically.

You are responsible for confirming that your clients have read each document before signing and that any state-specific consumer disclosures (such as right-to-cancel notices in home improvement contracts) are included in the document text itself. Staxen retains an audit log (timestamp, IP address, signer email) for each electronic signature collected through the platform; you may request this log at any time to substantiate a signature in a dispute.

8. Intellectual Property

The Service, including its software, design, and content, is owned by STAXEN and protected by copyright and other intellectual property laws. These Terms do not grant you any rights to our trademarks, logos, or brand elements.

9. Third-Party Integrations

The Service integrates with third-party platforms including Google (Gmail, Calendar, and sign-in), Microsoft (365 and Outlook mail), Intuit (QuickBooks Online), Stripe (subscription billing and Stripe Connect payouts), Twilio (text messaging), and Apple (sign-in, in-app purchases, and push notifications). Your use of those integrations is also subject to the respective third-party terms of service. We are not responsible for the availability or behavior of third-party services, and an integration may change or stop working for reasons outside our control.

When you connect a Google account to STAXEN, you grant us permission to access Gmail data necessary to identify and extract invoice information and to send invoices on your behalf. We use this data only to provide the features requested by the user and in accordance with Google's API Services User Data Policy, including its Limited Use requirements. Connecting a Microsoft account grants the equivalent permission over that mailbox. You can disconnect either account at any time in Settings, which revokes our access going forward.

Payments you collect from your clients. Stripe Connect lets you take card and bank payments from your own clients through payment links on Staxen invoices and estimates. Those funds move between your client and your own Stripe account. Staxen is not the merchant of record for them, does not hold them, and is not a party to the underlying contract between you and your client. Your Stripe Connected Account Agreement governs that relationship, and where we charge a platform fee on those payments it is disclosed before you connect.

9a. Apple App Store Terms

This section applies only to the Staxen application obtained from the Apple App Store, and it controls over anything else in these Terms that conflicts with it.

These Terms are between you and STAXEN only, not with Apple, and STAXEN alone is responsible for the application and its content. Your license to use the application is a non-transferable license to use it on any Apple-branded product that you own or control, as permitted by the Usage Rules in the Apple Media Services Terms and Conditions.

Apple has no obligation to furnish any maintenance or support for the application. If the application fails to conform to any warranty that applies to it, you may notify Apple and Apple will refund the purchase price of the application to you; to the maximum extent permitted by law, Apple has no other warranty obligation with respect to the application. STAXEN, not Apple, is responsible for any claims relating to the application, including product liability claims, any claim that the application fails to conform to a legal or regulatory requirement, claims under consumer protection or similar law, and any third-party claim that the application infringes intellectual property rights.

You represent that you are not located in a country subject to a U.S. Government embargo or designated as a terrorist-supporting country, and that you are not listed on any U.S. Government list of prohibited or restricted parties. Apple and its subsidiaries are third-party beneficiaries of these Terms and, on your acceptance, may enforce them against you.

10. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT AI EXTRACTION RESULTS WILL BE ACCURATE.

AI-generated content. AI-generated content (including estimate pricing, line items, change-order text, scope summaries, and any drafted communications) is provided as a draft to assist your work; you remain solely responsible for reviewing, correcting, and approving anything generated by the AI before it is sent to a client, signed, paid, or otherwise relied upon. Staxen makes no representation that AI-generated dollar amounts reflect fair market pricing, your actual costs, or your jurisdiction's requirements. You are also solely responsible for compliance with state contractor licensing, mechanics-lien notice timing, consumer-disclosure obligations, and any other regulations that apply to your trade and location.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, STAXEN SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR DATA, ARISING FROM YOUR USE OF THE SERVICE. OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNTS YOU PAID TO US IN THE THREE MONTHS PRECEDING THE CLAIM.

12. Indemnification

You agree to indemnify and hold harmless STAXEN and its officers, employees, and agents from any claims, damages, or expenses (including reasonable legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

13. Termination

We may suspend or terminate your account at any time for violation of these Terms or for any other reason with reasonable notice. You may terminate your account at any time by canceling your subscription and contacting us to request data deletion.

14. Governing Law

These Terms are governed by the laws of the State of Utah, without regard to conflict-of-law principles. Any disputes shall be resolved exclusively in the courts of Utah.

15. Changes to Terms

We may update these Terms from time to time. We will provide at least 14 days' notice of material changes via email or in-app notice. Continued use of the Service after changes take effect constitutes acceptance.

16. Service Availability clause

We may perform maintenance, updates, or improvements to the Service from time to time which may temporarily affect availability.

17. Communications and SMS Consent

By providing your phone number during signup or in account settings, you consent to receive transactional and account-related text messages from Staxen at that number (including via automated systems) such as estimate-signed notifications, payment reminders, and verification codes. Message frequency varies. Standard message and data rates may apply. Reply STOP to unsubscribe; reply HELP for help.

If you enable client-facing SMS features (such as sending an estimate or invoice link to your client via text), you represent and warrant that the recipient has given you prior express consent to receive such messages under the Telephone Consumer Protection Act (TCPA), 47 U.S.C. § 227, and any applicable state law. You agree to indemnify Staxen for any claim arising from texts you sent through the Service that the recipient had not consented to receive.

18. Dispute Resolution; Arbitration; Class Action Waiver

Informal resolution. Before filing any claim, you agree to first contact us at gavin@getstaxen.com and attempt in good faith to resolve the dispute informally for at least 30 days.

Binding arbitration. If we cannot resolve a dispute informally, any controversy or claim arising out of or relating to these Terms or the Service shall be settled by binding arbitration administered by JAMS (or its successor) under its Streamlined Arbitration Rules. The arbitration shall be conducted in Salt Lake County, Utah, in English, before a single arbitrator. Judgment on the award may be entered in any court of competent jurisdiction.

Class action waiver. YOU AND STAXEN AGREE THAT EACH MAY BRING CLAIMS AGAINST THE OTHER ONLY IN YOUR OR ITS INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE PROCEEDING. The arbitrator may not consolidate more than one person's claims and may not preside over any form of representative or class proceeding.

Exceptions. Either party may bring an individual action in small claims court for disputes within its jurisdiction, or seek injunctive relief in court to protect intellectual property rights.

30-day opt-out. You may opt out of this arbitration agreement by emailing gavin@getstaxen.com within 30 days of first accepting these Terms. Opt-out emails must include your full name and account email.

19. Contact

Questions about these Terms? Email us at gavin@getstaxen.com.