How long does it take to get set up and live?

About five minutes. You give us your business name and what you do, and the AI reads your website to learn your services. You pick a voice and talk to your AI in your browser before you add a card. Your Canadian number is set up as soon as you start your free trial, and you can call it yourself to hear how your business sounds. Your business hours go in your portal once you're signed up.

Can a business really not afford to be without this?

Research on business phone lines keeps finding the same thing: around 62% of calls go unanswered, roughly 80% of callers who hit voicemail leave no message, and about 85% never call back. If one new customer is worth a few hundred dollars to you, a week of missed calls costs more than a year of this service. That is why we say a business cannot afford not to have an AI assistant answering.

Do I keep my existing phone number, or get a new one?

Both work. You get a new Canadian number when you start your free trial. If you want to keep your existing number, forward it to your new AI number at your carrier; we show you the exact steps for your provider. Smarter Flow does not set *72 or *90 on your line for you.

Can the AI learn my business, services, hours and pricing?

Yes. At signup it reads your website and builds its knowledge of your team, services, hours and location. You can edit the greeting and the instructions it follows at any time from your portal, and the change applies to the next call.

What happens when a caller needs a real person?

Urgent callers and the VIP numbers you choose can be put straight through to your cell phone. Everyone else gets a proper message taken, and you receive the details by text and email the moment the call ends.

Does it book appointments?

Yes, once you turn it on. Connect your Google Calendar in your portal and callers can book straight into it while you're with a customer or asleep, so they hang up with a booked time instead of waiting for a call back.

How do I know what was said on a call?

Every call is recorded and transcribed into your portal, and you get a text and email summary after each one. You can read what was said without listening back, and refer to it any time.

What is an AI minute?

Time the AI spends on a live call with a caller. A typical message-taking call is two to three minutes. Unused minutes do not roll over, and you can move up or down a package whenever you like.

What happens if I run out of minutes?

Calls keep getting answered. If you use more minutes than your package includes, your account moves up to the next package automatically instead of being charged for extra minutes.

Is there a platform fee, setup fee or contract?

No. The package is the whole monthly price, starting at C$79 for 300 AI minutes. No setup fee, no contract, cancel any time.

How does the free trial work?

You pay $0 today and get 7 days to try it with real calls. Cancel before the trial ends and you are never charged. Keep it and your package starts on day 8.

Can it answer differently after hours?

Yes. Set your business hours and an after-hours greeting once in your portal. Outside those hours the AI opens with that greeting, tells the caller you are closed, and takes a message for the next business day. Emergency transfer and VIP callers still get through at any hour.

What happens with spam and sales calls?

When the AI recognises a telemarketer it says one polite line, hangs up, and blocks that number for good. That call costs you nothing: solicitor calls are never counted against your minutes, and the blocked number is rejected before it ever rings again.

Is Smarter Flow Systems a Canadian company?

Yes. Canadian owned and Canadian run, with Canadian phone numbers in Canadian area codes, pricing in Canadian dollars and support from a real person in Canada. When you choose us, the money stays in Canada.

Who do I talk to if something goes wrong?

A real person on our team, not a ticket queue. Reach us through the Contact page or the email in the footer and you get the people who built the system.

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Terms of Service

Last Updated: March 23, 2026

IMPORTANT: SmarterFlow Systems is provided "AS IS" without warranties of any kind, express or implied. By creating an account, you acknowledge and accept ALL terms on this page, including the AI & Automation Disclaimer, Data Processing Agreement, Service Level Agreement, Acceptable Use Policy, Security Statement, and Data Retention Policy.

1. Acceptance of Terms

These Terms of Service ("Terms") govern your access to and use of the SmarterFlow Systems platform ("Service"). By creating an account or using the Service, you agree to these Terms. If you do not agree, you may not use the Service. These Terms apply to all users, including free accounts, paid subscriptions, lifetime memberships, trial periods, and any other access method.

2. Description of Service

SmarterFlow Systems provides a cloud-based software platform designed for contractors and businesses. The platform may include:

Customer management
Scheduling and job management tools
Reporting and inspection systems
Quoting and invoicing
AI-powered automation tools including AI Secretary, AI Phone Bot, and AI assistants
Data storage and backup
Work order import and processing
PDF generation and email delivery

We reserve the right to modify, update, or discontinue any part of the Service at any time without prior notice.

3. Account Responsibilities

You must provide accurate and complete information when creating an account
You are responsible for maintaining the confidentiality of your account credentials
You are responsible for all activities that occur under your account
You must notify us immediately of any unauthorized use of your account
You must be at least 18 years old to use the Service

4. Data Ownership

You retain ownership of the data you upload to the Service
By using the Service, you grant SmarterFlow Systems permission to store, process, transmit, and back up your data solely for the purpose of delivering the Service
You are responsible for ensuring you have the legal right to upload and store any data within the platform

5. Service Availability

The Service is provided on a best-effort basis. We do not guarantee uninterrupted, continuous, or error-free service. Downtime may occur due to maintenance, updates, software deployments, third-party infrastructure failures, internet disruptions, security incidents, or unforeseen technical issues. You acknowledge that temporary or extended service interruptions may occur without prior notice.

6. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, SMARTERFLOW SYSTEMS, ITS OWNERS, OPERATORS, EMPLOYEES, AND AFFILIATES SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO:

Lost profits or revenue
Lost data or corrupted records
Business interruption or downtime
Loss of customers, contracts, or business opportunities
Missed calls, messages, or communications
Errors in AI-generated content, reports, invoices, or calculations
Accidental deletion, modification, or corruption of records by automated systems
Failure of AI phone systems, AI Secretary, or any automated communication tools
Any damages arising from reliance on AI-generated outputs

TOTAL LIABILITY IS LIMITED TO THE AMOUNT PAID BY THE CUSTOMER IN THE PREVIOUS 12 MONTHS. IN NO EVENT SHALL LIABILITY EXCEED THIS AMOUNT REGARDLESS OF THE CAUSE OF ACTION.

7. Data Backup Disclaimer

While backups may be performed as part of standard operations, SmarterFlow Systems does not guarantee that data loss will never occur. Customers are solely responsible for maintaining independent copies of all important business records, documents, and data. We strongly recommend exporting and backing up your data regularly. SmarterFlow Systems shall not be liable for any data loss, regardless of cause.

8. AI & Automation Disclaimer (IMPORTANT)

CERTAIN FEATURES OF THE SERVICE USE ARTIFICIAL INTELLIGENCE, MACHINE LEARNING, AND AUTOMATED SYSTEMS. BY USING THE SERVICE, YOU ACKNOWLEDGE AND AGREE TO ALL OF THE FOLLOWING:

8.1 Beta & Learning Systems

AI-powered features including but not limited to the AI Secretary, AI Phone Bot, AI voice systems, AI-generated reports, AI-assisted scheduling, and any other AI or automated functionality are provided as beta and learning systems. These systems are continuously being developed, improved, and refined. They may contain errors, produce incorrect outputs, behave unpredictably, or fail without warning.

8.2 AI Phone System & AI Secretary

The AI Phone Bot and AI Secretary are automated systems that handle phone calls, messages, scheduling, and customer interactions on your behalf. You acknowledge and accept that these systems may:

Miss, drop, or fail to answer incoming calls
Misunderstand caller intent, names, phone numbers, or details
Provide incorrect information to callers
Schedule appointments at wrong times or dates
Fail to relay urgent or emergency messages
Create incorrect, duplicate, or incomplete work orders
Send messages to wrong recipients
Experience downtime, disconnections, or service interruptions
Fail to function entirely due to third-party service outages (telephony providers, AI model providers, cloud infrastructure)

SmarterFlow Systems is NOT liable for any lost business, missed calls, missed opportunities, lost customers, or any damages whatsoever resulting from the AI Phone System or AI Secretary failing to perform as expected. These are automated assistance tools, not replacements for human staff. You are responsible for monitoring their performance and maintaining backup communication methods.

8.3 Accidental Data Modification or Deletion

AI and automated systems may, in the course of their operation, accidentally:

Delete, modify, or overwrite customer records, work orders, invoices, or other data
Change field values such as report types, statuses, amounts, or contact information
Create duplicate or erroneous records
Corrupt data integrity between related records
Modify or remove scheduling, appointment, or calendar entries
Alter financial records, totals, or calculations

SmarterFlow Systems SHALL NOT BE LIABLE for any data accidentally deleted, modified, corrupted, or otherwise affected by AI or automated systems. You acknowledge that AI systems can and do make mistakes, and you accept full responsibility for regularly reviewing your data for accuracy and maintaining independent backups of all critical business records.

8.4 No Guarantee of AI Accuracy

All AI-generated outputs — including but not limited to transcriptions, summaries, reports, calculations, scheduling suggestions, customer communications, work order details, and any other AI-produced content — are provided for assistance only. These outputs may be inaccurate, incomplete, or entirely wrong. Users are solely responsible for verifying the accuracy of all AI-generated content before relying on it for any business decision, customer communication, or financial transaction.

8.5 Third-Party AI Providers

AI features rely on third-party AI model providers, telephony services, and cloud infrastructure. SmarterFlow Systems has no control over and accepts no responsibility for outages, errors, changes, or discontinuation of these third-party services. If a third-party AI provider changes their service, introduces errors, or ceases operation, the affected AI features may stop working partially or entirely without notice.

8.6 User Responsibility

You agree that you will NOT hold SmarterFlow Systems liable for any losses, damages, costs, or expenses arising from the use of or reliance on any AI or automated feature. You understand that AI features are tools to assist your business operations, not guaranteed services. You accept full responsibility for supervising AI systems, reviewing their outputs, and maintaining human oversight of all critical business processes.

8.7 User Communications & Compliance (CASL/Anti-Spam)

When the AI Secretary, AI Phone Bot, or any automated system sends text messages, emails, makes phone calls, or initiates any communication to your customers or contacts on your behalf, you are the sender of those communications, not SmarterFlow Systems. SmarterFlow Systems acts solely as a technology platform facilitating those communications at your direction.

You represent and warrant that you have obtained all necessary consents from recipients to receive such communications in compliance with all applicable laws, including but not limited to Canada's Anti-Spam Legislation (CASL), the Telephone Consumer Protection Act (TCPA), and any other federal, provincial, state, or local laws governing electronic communications, telemarketing, and automated calls.

You agree to indemnify, defend, and hold harmless SmarterFlow Systems from any claims, fines, penalties, or legal actions arising from communications sent through the Service on your behalf, including claims that such communications violated any anti-spam, telemarketing, or privacy law.

9. Third-Party Services

The platform integrates with third-party services including but not limited to:

Payment processors
Cloud hosting and infrastructure providers
AI and machine learning model providers
Telephony and communication services
Email delivery services
PDF generation services

SmarterFlow Systems is not responsible for outages, failures, errors, or data loss caused by third-party providers.

10. Payment Terms

Paid subscriptions are billed monthly or annually
All fees are generally non-refundable except as required by law
We reserve the right to change pricing with 30 days notice
Failure to pay may result in suspension or termination of your account
Free trial periods, lifetime memberships, and promotional accounts are subject to these same Terms

11. Termination

You may cancel your account at any time
We may suspend or terminate accounts for violation of these Terms, illegal activity, abuse of the Service, or non-payment
Upon termination, your right to use the Service will immediately cease
We may retain certain information as required by law or for legitimate business purposes
You are responsible for exporting your data before termination

12. Indemnification

You agree to indemnify, defend, and hold harmless SmarterFlow Systems and its owners, operators, officers, directors, employees, and agents from any and all claims, damages, losses, liabilities, costs, and expenses (including legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any rights of a third party.

13. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, SECURE, ERROR-FREE, OR FREE FROM HARMFUL COMPONENTS. WE DO NOT WARRANT THAT AI FEATURES WILL PRODUCE ACCURATE, COMPLETE, OR RELIABLE RESULTS.

14. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of material changes by posting the new Terms on our website. Your continued use of the Service after changes constitutes acceptance of the updated Terms.

15. Governing Law

These Terms shall be governed by and construed in accordance with the laws of Ontario, Canada. Any disputes arising from these Terms shall be resolved in the courts of Ontario, Canada.

16. Force Majeure

No delay, failure, or default in performance of any obligation under these Terms shall constitute a breach of these Terms to the extent caused by any of the following force majeure events: acts of war, terrorism, or civil unrest; hurricanes, earthquakes, floods, fires, ice storms, or other acts of God or nature; epidemics, pandemics, or public health emergencies; strikes or labor disputes; government orders, regulations, or embargoes; power outages or failures of electrical grids; degradation or failure of telecommunications, internet, or cloud infrastructure services not under the direct control of SmarterFlow Systems (including but not limited to Google Cloud, Firebase, Vercel, Twilio, or any AI model provider); cyberattacks, distributed denial-of-service attacks, ransomware, or other malicious third-party actions; or any other causes beyond SmarterFlow Systems' reasonable control. During any force majeure event, SmarterFlow Systems' obligations shall be suspended for the duration of the event without liability, and no refund, credit, or compensation shall be owed for any resulting downtime or service interruption.

17. Sensitive Data Storage Disclaimer

THE SMARTERFLOW SYSTEMS PLATFORM IS NOT DESIGNED, INTENDED, OR CERTIFIED FOR THE STORAGE OF SENSITIVE PERSONAL OR FINANCIAL DATA, INCLUDING BUT NOT LIMITED TO:

Credit card numbers, debit card numbers, or payment card data
Bank account numbers or routing numbers
Social Insurance Numbers (SIN), Social Security Numbers (SSN), or government-issued identification numbers
Health records or protected health information (PHI)
Passwords, PINs, or authentication credentials for other services
Any data subject to PCI-DSS, HIPAA, or similar regulatory compliance requirements

You should not store such data anywhere in the platform, including notes fields, custom fields, work order descriptions, customer records, or any other text input. If you choose to store sensitive data in the platform despite this warning, you do so entirely at your own risk. SmarterFlow Systems accepts no responsibility or liability for the security, loss, or exposure of any sensitive data stored in the platform in violation of this section.

18. Severability

If any provision of these Terms is found by a court or other competent authority to be unlawful, void, or unenforceable, that provision shall be deemed severed from these Terms and shall not affect the validity or enforceability of any remaining provisions, which shall continue in full force and effect. The severed provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving its original intent.

19. Assignment

SmarterFlow Systems may assign, transfer, or delegate its rights and obligations under these Terms, in whole or in part, at any time and without notice, including in connection with a merger, acquisition, sale of assets or equity, corporate restructuring, or by operation of law. You may not assign, transfer, or delegate your rights or obligations under these Terms without the prior written consent of SmarterFlow Systems. Any attempted assignment in violation of this section shall be null and void.

20. Entire Agreement & No Oral Modifications

These Terms of Service, together with the Privacy Policy, Data Processing Agreement, Service Level Agreement, Acceptable Use Policy, Security Statement, Data Retention Policy, and any signed Contractor Agreement, constitute the entire agreement between you and SmarterFlow Systems with respect to the use of the Service. These Terms supersede all prior or contemporaneous communications, representations, or agreements, whether oral or written. No modification, amendment, or waiver of any provision of these Terms shall be effective unless made in writing and signed or electronically accepted by SmarterFlow Systems. No employee, agent, or representative of SmarterFlow Systems has the authority to bind SmarterFlow Systems with respect to any statement, representation, or warranty not specifically set forth in these Terms. No verbal assurance, email, or informal communication shall override or modify these Terms.

Data Processing Agreement

When you use SmarterFlow Systems, you act as the data controller and SmarterFlow Systems acts as the data processor. We process your data only to deliver the Service.

Security measures include:

Encrypted data transmission (TLS/SSL)
Controlled system access with authentication
Secure cloud infrastructure (Firebase/Google Cloud)
Role-based access controls

You are responsible for ensuring you have the legal right to store and process any customer data within the platform, including personal information of your customers, employees, and contacts.

Service Level Agreement

SmarterFlow Systems targets 99.5% uptime. However, uptime is not guaranteed. Maintenance, upgrades, deployments, infrastructure issues, or third-party outages may cause downtime without prior notice. No credits, refunds, or compensation will be provided for any downtime or service interruption.

Acceptable Use Policy

You may not use the platform to:

Distribute spam or unsolicited communications
Conduct illegal activities
Upload malware, viruses, or harmful code
Attempt to access other users' data
Interfere with system operations or security
Reverse engineer, decompile, or disassemble any part of the Service
Use the Service in any manner that could damage, disable, or impair the Service
Impersonate another person or entity
Use AI features to generate harmful, abusive, or illegal content

Violation of this policy may result in immediate account suspension or termination without refund.

Security Statement

SmarterFlow Systems uses reasonable security measures including encrypted connections (TLS/SSL), authentication systems, cloud infrastructure security (Google Cloud/Firebase), and restricted access controls.

However, no method of electronic transmission or storage is 100% secure. We cannot and do not guarantee absolute security. We cannot guarantee that unauthorized third parties will not be able to defeat our security measures or use your information for improper purposes. The Service is provided "as-is" with respect to security. You acknowledge that you provide your information at your own risk, and that SmarterFlow Systems shall have no liability to you or any third party for any unauthorized access to, or use of, your account or data, including but not limited to data breaches, hacking, credential theft, or any other security incident, except to the extent directly caused by our gross negligence.

Data Retention Policy

Upon cancellation or termination of your account:

Your access to the Service will end immediately
Data may be retained temporarily for backup and legal compliance purposes
Data may be permanently deleted after a retention period at our sole discretion
We are under no obligation to retain your data after account termination

You are solely responsible for exporting and backing up your data prior to account termination. SmarterFlow Systems shall not be liable for any data loss after account cancellation or termination.

Contact Us

If you have any questions about these Terms, please contact us at:

Smarter Flow Systems

Email: smarterflowsystem@gmail.com

Website: https://smarterflow.ca