Terms of Service

CareFlow Admin is a small Brisbane-based remote administration service for Australian trade and service businesses. Contact: admin@careflowadmin.com.au. Support hours: Monday to Friday, 6am to 5pm AEST (Brisbane does not observe daylight saving).

CareFlow Admin provides remote administrative support, which may include some or all of the following, as agreed with you in a written scope of work:

• Quotes and enquiries: replying to new enquiries during business hours using your pre-approved wording, collecting job details, chasing sent quotes at set intervals and maintaining a quote tracker.

• Invoicing and getting paid: raising invoices from your job notes in your software, sending reminder and overdue notices on a consistent schedule, and reporting on receivables.

• Scheduling and customer communication: calendar management, appointment confirmations, reschedules and cancellations, and sending review requests after completed jobs.

• Support services (as needed): inbox triage, CRM or job-software data entry, supplier admin, document templates, licence/insurance/compliance renewal reminders (tracking dates only), and simple weekly reporting.

The following are outside the scope of our service and will not be provided under these Terms:

• Preparing or lodging BAS, giving GST or tax advice, or running payroll.

• Technical, trade or safety advice.

• Debt collection, legal action, independent credit decisions or anything requiring a licence we do not hold.

Where you ask us to do something outside our scope, we will decline and (where appropriate) escalate the issue back to you for your decision.

All substantive decisions remain yours. In particular, you must approve: prices and quotes we send on your behalf; tax settings and templates we use; service intervals; the wording we use with your customers; and any decision to escalate, pause or close a matter.

You agree to: provide timely job notes and approvals; grant and revoke access to your software as scopes change; keep your login credentials secure and provide access by scoped credentials (not shared personal passwords); and notify us promptly of any material change in your business or customer base that affects our work.

Our rates (including 10% GST) are: $44 per hour for work performed inside a monthly package; $49 per hour for ad-hoc work outside a package; and $44 per hour for any hours over your package allowance in a given month. A one-time setup fee of $50 applies at the start of your first month to cover discovery, onboarding and system access.

Package subscriptions are billed monthly in advance. Overage, ad-hoc work and the setup fee are billed in arrears on the next invoice.

Payment is due within 7 days of invoice. If an invoice remains unpaid for more than 14 days after the due date we may pause service until it is settled.

Each monthly package resets at the start of each billing month. Unused hours do not roll over.

If we expect your usage to exceed your package before month-end we will tell you in writing and ask whether to continue at the overage rate or pause until the next cycle.

There is no minimum commitment beyond the current billing month.

Either party may cancel on 30 days' written notice. During the notice period we will continue to provide the agreed service and you will continue to be billed. We will return or destroy information held on your behalf at your request within a reasonable time after cancellation, subject to any legal retention obligation.

Each party will keep the other party's confidential information confidential, use it only for the purpose of providing or receiving the services, and protect it with reasonable security measures. This obligation survives termination.

Information already in the public domain, independently developed, or required to be disclosed by law is not confidential information for the purposes of this clause.

We will handle your data and your customers' data in accordance with our Privacy Policy and the Australian Privacy Principles. Our Privacy Policy is incorporated into these Terms by reference.

You retain full ownership of your data. We claim no right over your data beyond what is needed to deliver the service.

Any templates, checklists, trackers or similar materials we create specifically for you during an engagement belong to you on payment of the relevant invoice.

Our generic internal templates, systems and know-how remain our property.

Nothing in these Terms excludes, restricts or modifies any consumer guarantee, right or remedy conferred by the Australian Consumer Law or any other applicable law that cannot be lawfully excluded.

Subject to any guarantee, right or remedy that cannot be excluded, our total aggregate liability to you arising out of or in connection with the services (whether in contract, tort, under statute or otherwise) is limited to the fees paid by you to us in the three (3) months before the event giving rise to the claim.

To the maximum extent permitted by law, we are not liable for indirect, consequential or special loss, including loss of profits, loss of revenue, loss of business opportunity or loss of goodwill.

You indemnify us from and against any loss we suffer as a result of your breach of these Terms, your negligent or wrongful act or omission, or your provision of inaccurate instructions or information. This indemnity does not apply to loss caused by our negligence or breach.

Neither party is liable for failure to perform (other than payment obligations) caused by circumstances reasonably beyond its control, including internet or software outages affecting the systems you have asked us to use, provided the affected party uses reasonable efforts to resume performance.

We may update these Terms from time to time. The current version is always available on this page and is dated at the top. Material changes will be notified to current clients in writing with at least 30 days' notice. Continuing to use the service after that date means you accept the updated Terms.

These Terms are governed by the laws of Queensland, Australia. The parties submit to the exclusive jurisdiction of the courts of Queensland and the Commonwealth of Australia.

Questions about these Terms: admin@careflowadmin.com.au.