Effective October 27, 2026 · Contact: help@quarterlybooks.com
These Terms are an agreement between you (the business subscribing to Quarterly, “you”) and Synact LLC (“we,” “us,” “Quarterly”). By creating an account or using the software you agree to them. If you are agreeing on behalf of a business, you are confirming you may bind it.
1. What Quarterly is
Quarterly is software for running a business: a calendar and booking system, client records, invoicing, payment collection through your own payment provider, expense and mileage tracking, bank transactions imported from your own accounts, and reports built from all of it. It also gives your clients a sign-in of their own, where they see their bookings and invoices, any files or audio you deliver to them and the notes you write for them, and it sends email and text messages to your clients on your behalf. Your booking page, client portal and many of the emails Quarterly sends your clients end with a small “Booked with Quarterly” link to our website. On Solo and Solo+ it is always shown; on any other plan you can switch it off. We provide the software. You run your business.
Quarterly is not an accountant. The bookkeeping, tax-category and reporting features organise your own numbers and are a tool, not professional advice. We are not your accountant, bookkeeper, tax preparer or financial adviser, and nothing the software produces is a substitute for one. Some of these features use automated classification that can be wrong; check anything you are going to file or act on. Figures in the Books section, including estimated tax, deductions, mileage and 1099 and contractor totals, are estimates prepared from what you enter and import, and may be incomplete or wrong. You are responsible for checking them before you file or rely on them.
2. Your account
Keep your sign-in details to yourself. You are responsible for what happens under your account, and for the staff accounts you create in your business.
You must be at least 18 and able to enter a contract.
One subscription covers one business, and a separate business needs its own. Your plan sets how many staff accounts, rooms and locations that business may have, and staff of that business are covered up to that limit; adding more than your plan allows is refused until you move up a tier. If you are already over a limit nothing is switched off, but you cannot add more until you upgrade or remove what you are not using.
3. Trial, subscription and cancellation
Trial. New businesses get a 30-day free trial of the plan they choose. A card is required to start it, and that plan is charged to the card when the trial ends, then every month or every year, unless the subscription is cancelled before then. A business started in the iPhone app gets Apple’s one-month free trial instead, which Apple charges to your Apple ID when it ends unless you cancel it in Settings on your iPhone.
Subscription. After the trial, continued use requires a paid subscription, billed in advance through Stripe on the cycle chosen when you subscribe. It renews automatically until cancelled.
Monthly or yearly. A plan can be billed monthly or yearly. Switching between them on the web takes effect right away, and the unused part of the current period becomes credit toward later charges, not a refund.
Changing plans. A plan billed through Stripe can be changed on the web at any time. Moving to a larger plan is charged for the rest of the current period at once; moving to a smaller one turns the unused part of the period into credit toward later charges, not a refund. During the trial nothing is charged until it ends.
Subscribing in the iPhone app. A plan bought in the iPhone app is billed by Apple to your Apple ID instead of through Stripe, so Apple’s terms govern its payments, renewals and refunds, and you change or cancel it in Settings on your iPhone or from Manage subscription in the app.
Cancelling. Cancel at any time from inside the app. You keep access until the end of the period you have already paid for, or until your trial ends. We do not refund part-used periods except where the law requires it.
What lapsing means. When a trial ends without a subscription, or a subscription is cancelled or goes unpaid, your business becomes view-only until you choose a plan. Your data is not deleted. You and your staff can still sign in and read everything, and you can still export everything at any time, close the business or delete your account, but nothing can be changed until you subscribe again. A view-only business reaches your clients too: your booking page and client portal stop taking bookings and payments and ask clients to contact you directly, Quarterly sends them no email, and the automatic work stops, including appointment reminders, automatic invoices, payment-recovery emails and the monthly report. Subscribe again and everything resumes: work that came due while you were lapsed, such as lesson invoices and recurring invoices, is generated on the next daily run, and reminders and reports whose moment passed are not re-sent.
Failed payments. Stripe retries a failed payment. Your business may become view-only while payments are failing, and comes back the moment a payment succeeds.
Price changes. We will give at least 30 days’ notice by email before a price change affects you, and you can cancel before it takes effect.
4. Your data
Your business’s records are yours. We claim no ownership of them. We hold and process them to run the software for you, and to do nothing else; the Privacy Policy sets out the detail, including which providers receive what.
You can export everything, as spreadsheets, from inside the app, at any time, including while read-only.
You are responsible for having the right to hold the client information you put in, and for telling your own clients what you do with it. When we handle it, we act on your instructions.
Ask us to delete your account and we make sure you leave with your records before anything is closed. An export is required first, and we check that it still matches your data rather than taking your word for it. The account then becomes read-only immediately, and 30 days later we delete your business’s records permanently, which cannot be undone. Those 30 days exist so that a deletion nobody meant can be undone; they are not the window in which to fetch your data, because by then you already have it. Two things outlive the 30 days: our own billing record of what you paid us, which we keep for tax, and backups, which age out on their own schedule.
The privacy policy on your booking page is generated, and it is not legal advice. We write it from our own description of what this software does with your clients’ information, and we fill in your business’s name, your registered company where you have recorded one, and the contact address in your business settings, so that your booking page is not missing a policy. It is only as accurate as that description, so read it against how you actually work before you rely on it, and keep a contact address on file, because the page cannot print one you have not given us. It is published as your document under your own business name, which makes you the one making its statements to your clients: whether it is accurate and sufficient for your business and your state is yours to check, and we are not your lawyers. It describes Quarterly and cannot describe what you do outside it, so anything you collect, share or keep elsewhere is not covered by it and is yours to disclose.
You can replace it with your own at any time. Put the address of your policy in your business settings and yours is the only one your clients are shown.
We do draft service terms for you, as a convenience, and you should replace them. Two documents are published under your business name and your clients agree to them: the booking and cancellation policies shown on your booking page, and a use and liability agreement they must accept before they pay. They are a starting point written to be broadly reasonable, not a document written for your industry, your risks or your state. We recommend you have your own version drafted and put it in place of ours. You can replace the liability agreement with your own lawyer’s text, or switch it off entirely, in your business settings. The cancellation windows and fees are fixed by the software and are the same for every business using Quarterly, with one exception you control: you can set your business so that a customer who cancels is not refunded at all. It is off unless you turn it on in your business settings, and when it is on, your booking page and your cancellation policy both say so. The liability agreement says so too, but only where it is ours and you have left it switched on: an agreement you have replaced with your own text says only what your text says, and an agreement you have switched off says nothing at all, so check that yours covers it. Anything beyond those two documents is yours to write.
Your clients are also shown our text-message program terms, which carry the carrier-required disclosures for the texts this software sends. Check that they match how you actually use the messaging features before you rely on them.
5. Our access to your records, and what we will not do with them
Running this software for you means our systems, and sometimes a person here, can reach your business’s records, including your client lists. This section says when that happens, binds us on what we may do with this information, and describes the record we keep of it.
When we may reach your records. Only for these purposes:
To run the software. Automated processing sends your confirmations and reminders, takes your bookings, issues your invoices and keeps your books. This runs on a schedule across every business on Quarterly. No person reads anything.
To fix a fault, or to answer something you asked us. A person here may look at your records, and will look at no more than the problem needs.
To repair or backfill books, as section 5 of the Privacy Policy describes. It reads connected mailboxes across every business at once and files what it finds into a review queue for you to accept or reject.
To investigate a suspected breach of section 7, or a threat to the security of the service or of another business on it.
Because the law requires it. A valid legal demand, such as receipt of a court order or subpoena. Unless we are forbidden from telling you, we will notify you in writing so that you have an opportunity to challenge it should you choose to do so.
What we will not do with them. This is a promise you can hold us to, not a description of what is technically possible:
We will not use your records, or anything we learn from them, for our own commercial benefit or for anyone else’s, outside the purposes listed above.
We will not sell, rent or share them.
We will not market to your clients, and we will not let anyone else market to them, apart from the one link described below.
We will not use them to compete with you: not to build, price, staff, locate or promote a competing business, and not to inform one.
We will not send your records to an AI provider to train a model. Content is sent to the providers named in section 5 of the Privacy Policy to run the features described there, and both state that content sent through their APIs is not used to train their models.
We will not solicit your clients. We will not use your client lists, your clients’ contact details, or anything else in your records for any reason other than those set out above, and in particular not to approach your clients — not for Quarterly, not for us, and not for any other business we own, operate or are connected with. This holds while you use Quarterly and for two years after you stop.
What it does not do is stop us doing business with someone who comes to us on their own, or who was already our client before you became our customer. The promise is about your records: we will not go looking in them to find people to approach.
One mention of us your clients do see. The “Booked with Quarterly” link described in section 1 is the one exception to our promises not to market to your clients and not to solicit them. It sits at the foot of pages and emails that are yours, and we never contact your clients because of it or send them anything of our own.
Who we are, plainly. The people who own and run Synact LLC also own and run recording studios that use Quarterly, currently 860 Audio, LLC d/b/a Zero Gravity Sounds and Del Russo Drum Studio, LLC. If your business is a recording studio, that makes us both your software supplier and, in some markets, your competitor. We would rather you knew that before you signed up than found it out later. Every promise in this section applies to those businesses exactly as it applies to Synact LLC, and the record described below covers access by anyone at any of them.
The record. Since August 14, 2026 we keep an automatic log of privileged access to the database that holds your records. It records every session opened on that database as its administrator, which is how our SQL console, our management interface and the scheduled database jobs reach it, and each of those entries records what was run, when, and from where. Since October 3, 2026 it also records every run of one of our server functions with an operator credential, which is how the scheduled jobs listed above and the mailbox catch-up scan work across every business at once. Each of those entries records which function and which task ran, when, and how many businesses it reached, but not which of your records it read or changed, or who started it. The entries are chained together, so altering an entry, or removing one from the middle, breaks the chain and is detectable. Removing the most recent entries would leave a shorter chain that still reads as consistent, so each time the log is written we also publish its current head value into our build provider's records, which we cannot alter afterwards; comparing the two is what makes a truncation visible. Ask us and we will tell you what that log shows for your business, and what its head value is.
Three honest limits on it. It covers privileged access, not the ordinary running of the app on your own screen, which is you using your own account. It does not cover every privileged route: our service key can reach your records through our hosting provider’s data, file storage and sign-in interfaces without opening a session as the database’s administrator or running one of those server functions, so a person using it that way, including to open the file store that holds receipt images and delivered audio, leaves no entry. And it does not stop anyone: people who run a hosted service can reach the data it holds, which is true of every company you would buy this kind of software from. What this section does is bind what we may do with that access, and the log is what makes much of it checkable instead of a matter of trust.
6. Payments you take from your own clients
Quarterly connects to your Stripe account. Your clients’ money goes to you, not through us, and we never hold it. That means:
Your relationship with Stripe is governed by Stripe’s own agreement with you, not by this one.
Refunds, chargebacks, disputes and payouts are settled between you, your client and Stripe: the money is yours and Stripe’s, and we never hold it. Quarterly does issue refunds on your Stripe account on your behalf where the booking and cancellation policies described in section 4 call for it, including when a client cancels in the portal outside your cancellation window (with more than 24 hours’ notice), when a booking is moved or re-offered by your staff and your client confirms a replacement at a lower price, when a member of your staff cancels a paid booking, and, with nobody involved, when a re-offered booking goes unclaimed and expires. It also moves a staff member’s agreed share to their connected account and reverses it when a refund undoes the booking.
What you charge and whether you collect the right tax are yours to decide and yours to stand behind. The cancellation windows and fees shown to your clients are set by the software, as described in section 4.
Your Stripe account, your text-messaging account and any mailbox you connect are yours, under your own agreements with those providers, and new bank connections are made through Plaid, and run on our Plaid account rather than yours, so Plaid’s end-user terms apply to whoever links one. A bank connection made earlier through Stripe Financial Connections runs on your own Stripe account under your own agreement with Stripe, and keeps working as it is.
7. Acceptable use
Do not use Quarterly to break the law, to send messages to people who have not agreed to receive them, to store data you have no right to hold, to attack or overload the service, to work around its access controls or another business’s separation, or to resell it as your own product. We may suspend an account that is doing any of these, and we will tell you why.
8. Availability and support
We aim to keep Quarterly running and to fix problems quickly, but we do not promise a specific uptime figure and there is no service credit. Planned work that will interrupt the service gets advance notice where we can give it. Support is by email at help@quarterlybooks.com; see the support page for what to expect.
9. Changes to the software
Quarterly changes over time and features may be added, altered or withdrawn. If we withdraw something you rely on, or make a change that materially reduces what you are paying for, we will tell you beforehand and you may cancel and get a pro-rata refund of the unused part of your current period.
10. Our intellectual property
The software, its design and the Quarterly name are ours. Your subscription is a licence to use it while you are subscribed, not a transfer of anything. If you send us an idea or a suggestion, we may build it without owing you anything, which is not a claim on anything else of yours.
11. Warranties
Quarterly is provided “as is” and “as available”. To the fullest extent the law allows, we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the software will be uninterrupted or error-free, or that its automated suggestions are correct.
12. Limitation of liability
To the fullest extent the law allows, neither party is liable to the other for indirect, incidental, special or consequential damages, or for lost profits, lost revenue or lost data, even if told such damages were possible. Our total liability arising out of these Terms is limited to the amount you paid us in the twelve months before the claim arose. Nothing here limits liability that cannot be limited by law.
13. Your responsibility for your own use
You will cover us against claims brought by a third party arising from your use of Quarterly in breach of these Terms, from the content you put into it, or from the way you run your business through it. We will tell you promptly about any such claim and let you control the defence.
14. Ending the agreement
You may stop using Quarterly at any time by cancelling. We may end this agreement on 30 days’ notice, or immediately for a serious breach of section 7. If we end it without cause, we will refund the unused part of your current period. Either way your account becomes read-only rather than disappearing, and you keep the right to sign in and export for at least 30 days. That case is the other way round from the one above: you did not ask, so no export was taken for you, and the window is there to take one. Our own billing record of what you paid us outlives that window, kept for tax.
15. Disputes
These Terms are governed by the laws of the State of Michigan, without regard to conflict-of-law rules. Any dispute that is not resolved informally within 30 days of one party notifying the other in writing will be resolved by final and binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, before a single arbitrator, in Washtenaw County, Michigan or by videoconference. The Federal Arbitration Act governs this section. Either party may bring a claim in small-claims court instead. Claims are brought individually; there are no class actions. For anything not subject to arbitration, both parties consent to the exclusive jurisdiction of the state and federal courts in Washtenaw County, Michigan.
16. Changes to these Terms
We may update these Terms. If a change matters, we will email subscribing businesses at least 30 days beforehand and update the date at the top. Continuing to use Quarterly after it takes effect means you accept it; if you would rather not, cancel before then.
17. The rest
These Terms and the Privacy Policy are the whole agreement between us about Quarterly. If a provision is unenforceable, the rest stands. Not enforcing something once does not waive it. You may not assign this agreement without our consent; we may assign it to a successor of the business.
