These Terms of Service (“Terms”) are a binding agreement between Kelbra Business Solutions LLC, a Missouri limited liability company (“Company,” “we,” “us”) and the business or individual creating an account to use Kelbra (“you,” “Customer”). By creating an account, subscribing to, or using Kelbra, you agree to these Terms. If you’re accepting on behalf of a business, you confirm you have the authority to bind that business.
Kelbra is a hosted, subscription software suite for small and service businesses, made up of the following tools: Inventory Tracker, Booking, Ledgerline, Job Scheduler, Expense Tracker, Hub Directory, Analytics, Review Manager, Ad Creator, Kelbra Design, Lead Dashboard, Lead Follow-Up, Price Scout, Payroll, Crew, Support Bot, Take a payment, Text Reminders, Packages & memberships, and Check-in (collectively, the “Service”). Some of these tools generate public-facing pages — a booking page, an estimate-request page, a page to pay an invoice or sign a document, a customer’s own card page, a sponsor wall for an event, a single front-door page linking to them — that your own customers or website visitors can use without creating a Kelbra account. Crew, Inventory Tracker, Booking and Check-in also produce private pages for the people who work for you — a worker’s own page, and shared tablet screens for the station, the stock counter, the gate and the desk — reached by a secret link rather than an account; see Section 10.
We may add, change, or remove individual tools or features over time as the Service evolves. We’ll make reasonable efforts to let you know before a change that meaningfully reduces what’s available to you.
You need an account to use Kelbra, created and authenticated through our sign-in provider. You’re responsible for keeping your login credentials secure and for everything that happens under your account. Tell us right away if you suspect unauthorized access. You must be legally able to enter into a contract, and the business you represent must be lawfully permitted to operate, to use the Service.
Kelbra is offered on a recurring monthly subscription, billed and processed through Stripe. By subscribing, you authorize us to charge your payment method on file each billing period until you cancel.
You own your data. Everything you or your customers enter into Kelbra — your customer lists, bookings, invoices, inventory, leads, payroll records, the designs you make in Ad Creator, and everything else you create using the Service (“Business Data”) — belongs to you. We don’t sell it, and we don’t use it to train AI models.
The license you give us. To operate the Service, you grant us a limited license to host, store, back up, transmit, and display your Business Data solely as needed to provide Kelbra to you — nothing more.
Data from your customers and visitors. Several tools (Booking, Lead Dashboard, Support Bot, a customer’s card page) collect information directly from people visiting your public pages — names, phone numbers, emails, appointment details, messages — on your behalf. That information becomes part of your Business Data. You’re responsible for your own relationship with your customers and visitors, including having your own privacy notice or policy covering what you collect through Kelbra and how you use it. Our Privacy Policy covers how we, as your service provider, handle that data on your behalf — it isn’t a substitute for your own.
Photographs and files. Pictures you or your customers upload — a photographed receipt, a picture of an item on your shelf, your logo, photos attached to an estimate request — are stored as part of your Business Data on the record they belong to. The same is true of contract PDFs you upload to Ledgerline: we store the file exactly as you gave it to us, we do not read, alter or interpret it, and we make no representation about what it says or whether it is enforceable. If you attach one to a document you send or have signed, its wording is yours and remains your responsibility.
Archiving is not deletion. Archiving finished records in Ledgerline moves them out of your working list to keep the tool quick. Archived records remain your Business Data, can be exported, and can be put back.
Logos and brands that are not yours. Some tools publish or print material carrying other businesses’ marks — a sponsor wall listing the sponsors of your event, a design in Ad Creator, a supplier’s logo on a flyer. You are responsible for having permission to use each of them, and for what the finished page, flyer or banner says. We store and publish what you upload, exactly as you gave it to us; we do not check ownership, and we make no representation that you have the right to use it. If a rights holder objects, tell us and we will remove it.
Information about other people. Business Data includes information you enter about people who are not you — your customers, and the people who work for you. You are responsible for having the right to collect and store it, and for telling those people whatever the law where you operate requires you to tell them.
You agree not to use Kelbra to:
We may suspend or terminate access for a violation of this section, with notice where practical.
Kelbra includes AI-powered features in Review Manager, Lead Dashboard, Price Scout, Ad Creator, Support Bot, Expense Tracker’s receipt scanner, and the in-app Help Bot. These run on an Anthropic API key that we provide and pay for — you don’t need your own AI account, and there is no separate AI charge on top of your subscription.
When you use one of these features, the relevant content is sent to Anthropic to generate a response: the review you’re drafting a reply to, the item or photo you’re pricing, the post you’re generating, a photograph of a receipt you want read, or a visitor’s message along with a small set of business details (your business name and, where you’ve filled them in, your services and hours). To keep this sustainable, each AI feature has a daily limit per business; each tool’s settings page shows your usage against that limit. When a limit is reached, the tool either falls back to a non-AI template or tells you plainly that the feature is unavailable until the limit resets.
AI output isn’t professional advice. AI-drafted content (review replies, vendor suggestions, chat replies) can be wrong or incomplete. You’re responsible for reviewing anything AI-generated before you rely on it or send it to a customer.
Reading a receipt. The receipt scanner fills in an expense form for you to check; it never saves an expense by itself. It is built to leave a figure blank rather than guess at one, but it can still misread. Check the total, the date, and the vendor against the paper receipt before you save, and keep the receipt if you need it for tax.
Kelbra gives you several ways to take money from your customers: a Pay now button on invoices, deposits on bookings, the Take a payment counter screen, packs and memberships, a card reader at your counter, Square, and PayPal. Every one of them runs through a payment account that belongs to you — your own Stripe account, connected from inside Kelbra, your own Square account, or your own PayPal account whose app credentials you paste in — and the money goes from your customer to that account. Kelbra never holds, receives, or transmits your customers’ funds, and is not a bank, a payment processor, or a money transmitter.
Your processor, your agreement. Your use of Stripe, Square or PayPal is governed by your own agreement with that company, not by these Terms. They set their own fees and payout timing, decide whether your account may accept payments, and may hold or stop payouts under their own rules. A card reader or terminal is theirs: you buy or rent the device from them, and it works only while your account with them is in good standing. Bank transfer, Cash App and Link on the pay page are offered only when Stripe has switched them on for your account, and a bank transfer can take days to clear — Kelbra records it as paid only once Stripe says it has.
Refunds, chargebacks and disputes. You are responsible for what you charge, for your own refund and cancellation policy, and for any chargeback or dispute a customer raises — those are between you, your customer, and your processor. Kelbra’s Refund button sends a refund instruction to Stripe, Square or PayPal on your behalf and shows you the result; the processor decides whether and when the money moves, keeps whatever fee its terms allow, and a refund cannot be undone once it is sent. Kelbra cannot release a payout or settle a dispute for you. When Stripe tells us about a dispute we show it, and its deadline, on the invoice; answering it is yours to do, in Stripe.
Memberships that bill automatically. Packages & memberships can bill a customer’s card every month or year through your Stripe account. It is your responsibility to make sure the customer has agreed to a recurring charge, understands the price, the billing period and how to cancel, and to honour a cancellation — some states require specific written disclosures for automatic renewals, and those are yours to give. When a membership is cancelled, Kelbra stops the billing at the end of the period already paid for. If a card fails, Kelbra marks the membership past due and, for the grace period you set, lets the customer keep coming in; what you do after that is your decision.
What Kelbra records. Kelbra records each payment against the invoice, appointment, pack or membership it was made for. If Kelbra’s record and the processor’s ever disagree, the processor’s record governs what was actually charged. Cash, check and other payments you record by hand are your own notes; Kelbra does not verify them. A booking deposit holds an appointment slot for the length of time you set; if it is not paid in that time the slot is released and no appointment is made. If your Stripe account cannot take payments, Kelbra books the appointment without a deposit rather than losing the booking.
Kelbra sends email on your behalf, showing your business name and your reply-to address. That includes booking confirmations and cancellations, replies and follow-ups to leads, estimates, quotes, contracts and invoices you send, copies of signed documents, review requests after a job or appointment, and the designs you choose to send from Ad Creator.
Marketing email from Ad Creator. Ad Creator lets you email a design you made — a flyer, an offer, an announcement — to the customers in your Hub Directory. That is marketing email, and the law treats it differently from a booking confirmation or an invoice, so Kelbra builds the rules in: each message goes to one person at a time, it must carry your business’s postal address (Kelbra will not send it without one), and every one ends with an Unsubscribe link. A person who clicks it is marked as opted out of your marketing email, Kelbra will not send them your marketing email again — even if the same address is added to your list a second time — and you must not try to reach them another way to get around that. Sending a design is your statement that you have the right to email those people. Kelbra limits how many of these a business can send in a day and may pause sending to protect its mail account. The words and pictures in a design are yours: you are responsible for their accuracy, for any offer or price they promise, for having the right to use any photo or logo in them, and for keeping to the advertising rules of your trade.
Replies that come back to you. The messages Kelbra sends for you carry a reply address at Kelbra’s own domain, so a customer’s reply arrives at Kelbra. Kelbra keeps it with that customer’s record in your account, shows it to you there, and passes a copy on to your business email address, along with any attachment. An automatic reply, such as an out-of-office, is kept but not passed on, and a message that looks like spam is held. You can turn the copy to your own email off in your notification settings; the reply is still kept in Kelbra. Kelbra does not read replies for any purpose other than showing them to you, does not guarantee that a copy reaches your mailbox, and may limit how many are passed on in a day to protect its mail account.
You decide what those messages say and who receives them, through each tool’s own settings. You are responsible for their content and for having the right to email the people you send them to, including under anti-spam law such as CAN-SPAM and any marketing or messaging rules that apply to your trade. You are responsible for honouring an opt-out or an unsubscribe request, and for not sending a review request or a follow-up to somebody who has asked you to stop.
We may limit how fast messages are sent, or stop sending them, to protect our mail account or if messages are being sent in a way that breaches these Terms. Delivery is never guaranteed. A message can be rejected, delayed, or filtered by the recipient’s mail provider. Kelbra records whether a message was handed to our mail provider successfully — not whether it arrived or was read — and shows you plainly when a message was not sent.
Text messages. Text Reminders, and the card link sent from Check-in and Packages & memberships, send text messages on your behalf from your business’s own phone number, each beginning with your business name. Texting is part of the Kelbra + Phone plan. Before texts can go out, the mobile carriers require your business to be registered with them: when you switch texting on, Kelbra sends your business’s legal name, EIN, address and contact details to the carriers’ registry on your behalf, and you confirm that those details are true and that you are authorized to register the business. Approval is the carriers’ decision, can take several days, and may be refused. Kelbra sends a reminder or an automatic text only to a number on your OK-to-text list, and putting somebody on that list — by hand, by importing a list, or by texting them their card — is your statement that they agreed to receive texts from your business. You are responsible for that consent being real and for keeping a record of it, and for following the laws that govern texting, including the Telephone Consumer Protection Act, state telemarketing rules, and the mobile carriers’ messaging rules. A person who replies STOP is taken off your list by Kelbra automatically and cannot be texted again until they reply START; you must not try to reach them another way to get around that. Kelbra limits how many texts a business can send in a month, may pause texting if messages are being sent in a way that breaches these Terms or the carriers’ rules, and cannot guarantee delivery — a carrier can filter or block a message without telling anyone. Your plan includes a monthly allowance of texts; once it is used, texts pause until the next month and you are never charged extra for them.
Crew keeps a record for each person who works for you, gives each of them a private link to their own schedule and time clock, and gives you one shared station link to leave open on a device at your workplace, optionally behind a numeric PIN.
Those links are secret addresses, not accounts. Anyone holding a link can open the page it points to. You are responsible for who you give a link or a PIN to, for switching a link off when somebody leaves, and for any device you leave a station link open on. Kelbra does not verify who is holding a link or who pressed a button, and a PIN is a convenience, not a security measure.
Time records are your records. Clock-in and clock-out times, shifts, and hour totals are recordkeeping for your own use. Kelbra does not verify that they are accurate or complete, and does not check them against any wage, hour, break, overtime, or recordkeeping law. If somebody is left clocked in past the limit you set, Kelbra closes that entry at the limit and marks it so you can see it happened; you can correct any entry, and a corrected entry is marked as corrected. Review these records before you pay anyone. Your obligations as an employer, including what you must record and keep and how you classify and pay the people who work for you, are yours alone.
A worker’s page is built to show only that worker’s own schedule, their own hours, and the job details you have given them. It does not show pay rates, other people’s details beyond first names on a shared job, or anything about what your business charges. What you type into a job’s notes is shown to the crew assigned to it, so do not put anything there you would not want them to read.
Other shared links and tablets. The same rules cover the other secret links Kelbra gives you: the stock counter (Inventory Tracker), the gate and the judging and voting links (Booking), the desk (Check-in), and each customer’s own card. Each opens exactly the page it points at, without an account, and shows only what that page needs. Where a shared tablet asks a staff member to tap their name and enter a PIN — the desk, the stock counter, the Crew station — Kelbra records that name against what was done and treats it as who did it; it does not verify it. Team logins — a second person signed in to your business with their own email — can use the tools you allow them and act for your business; you are responsible for what they do while they have access and for removing them when they leave.
Ledgerline’s estimate, invoice, and pricing tools, and Payroll’s pay-run calculations, are recordkeeping and calculation tools — they are not legal, tax, or accounting advice, and Payroll in particular does not calculate or file tax withholding on your behalf. Figures read from a photographed receipt, hours recorded by Crew’s time clock, and the totals Analytics shows you are records for your own use, not accounts prepared by anyone. You’re responsible for confirming pricing, contract terms, payroll tax obligations, and anything you file or report with your own attorney or accountant.
Kelbra relies on other companies to provide parts of the Service, including our sign-in provider, Stripe for our own billing and for the card payments you take from your customers, Square and PayPal for the payments you choose to take through them, Telnyx for the text messages Kelbra sends for you and the phone numbers they come from (with the mobile carriers and their registry, which approve each business for texting), Anthropic for AI features, Google for the reviews and business listing shown in Review Manager, our database and hosting provider in the United States, and our email provider for every message Kelbra sends. Those providers have their own terms and privacy practices, and we aren’t responsible for their failures or outages, though we’ll work to restore service as quickly as we reasonably can. Our Privacy Policy lists who these providers are.
Google reviews. When you connect your Google business listing, Review Manager shows the reviews and rating Google returns for it. That content belongs to Google and to the people who wrote it, is subject to Google’s own terms, and Kelbra shows it word for word without altering it. Google decides which reviews it shares and may change or stop sharing them at any time. A reply you write in Kelbra is not posted to Google; you copy it there yourself.
Either of us may end this agreement: you by cancelling your subscription or deleting your account, we by suspending or terminating your account for non-payment (Section 4), a violation of Section 6, or if we discontinue the Service generally (with reasonable notice). After termination, your Business Data stays as you left it, so you can come back at any time or take a copy with Download everything. It is deleted when you delete your account, or when you ask us in writing to delete it; we may also delete it after a long period with no subscription and no sign-in, and will email the address on your account first. If you delete your account yourself, your Business Data is deleted immediately.
We own Kelbra — the software, design, and “Kelbra” name and branding — apart from your Business Data. Nothing in these Terms transfers any of that ownership to you. You’re granted a limited, non-exclusive, non-transferable right to use the Service for your own business’s operations while subscribed.
The Service is provided “as is” and “as available.” To the fullest extent the law allows, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We don’t guarantee the Service will be uninterrupted, error-free, or available at all times.
To the fullest extent permitted by law: (a) neither party will be liable to the other for indirect, incidental, special, consequential, or punitive damages, or for lost profits or data; and (b) our total liability arising out of or related to these Terms or the Service will not exceed the amount you paid us in the three (3) months before the claim arose.
You agree to defend and indemnify us against claims arising from your use of the Service in violation of these Terms, your Business Data, or your relationship with your own customers — except to the extent the claim arises from our own breach of these Terms or violation of law.
We may update these Terms from time to time. We’ll notify you of material changes (for example, by email or an in-app notice) before they take effect. Continuing to use Kelbra after a change takes effect means you accept the updated Terms.
These Terms are governed by the laws of the State of Missouri, without regard to conflict-of-law principles.
Before either of us files a lawsuit, we agree to first try to resolve the dispute informally — a phone call or written exchange between us — for at least 30 days. If that doesn’t resolve it, any lawsuit will be filed in, and both of us consent to the jurisdiction of, the state or federal courts located in Jefferson County, Missouri.
Kelbra’s signing feature records an electronic signature: the signer’s typed name, the date and time, the network address and device they used, and an exact copy of the document as it stood when they signed. Kelbra stores that record and makes it available to both parties.
Kelbra is not a party to any agreement signed through the Service, is not a law firm, and does not provide legal advice. We make no representation that a document signed through Kelbra is valid, enforceable, or sufficient for any purpose, or that it satisfies any particular law governing electronic signatures. Requirements differ by state, by country, and by the type of agreement, and some documents cannot be signed electronically at all.
You are responsible for the content of every document you send for signature, for confirming that an electronic signature is appropriate for it, and for obtaining your own legal advice. You are also responsible for keeping your own copies. Kelbra does not verify the identity of a signer beyond recording what they entered, and cannot confirm that the person who signed is who they claim to be.
Questions about these Terms: hello@kelbrasolutions.net
Kelbra Business Solutions LLC
117 S Lexington Street, Suite 100, Harrisonville, MO 64701
(636) 243-8029