Terms & Conditions

These Terms & Conditions govern access to and use of QuoteMate, a UK-focused business-to-business trade quoting platform for contractor and supplier business users.

The service is provided by QuoteMate Ltd, trading as QuoteMate.

Registered office: 29 Bayes Avenue, Coggeshall, Colchester, England, CO6 1ZN
Company number: 16971354

1. Definitions

In these Terms & Conditions:

QuoteMate, we, us, and our mean the QuoteMate service and the legal entity operating it.

User, you, contractor, or supplier means the business user or organisation accessing QuoteMate.

Contractor customer or end customer means a customer, client, property owner, occupier, or recipient of a quote entered into QuoteMate by a contractor.

Account means a registered QuoteMate account and associated organisation, staff, permissions, settings, quotes, subscriptions, and data.

Subscription means a paid, trial, promotional, or other entitlement to use QuoteMate features.

Quote means a generated or saved estimate, fixed quote, draft, customer document, public share, job plan, supplier order, or related quote record.

Trade module means a trade-specific workflow such as fencing or pressure washing.

Supplier data means catalog, branch, availability, order, review, contact, fee, and supplier workflow information.

Public share link means a link generated by QuoteMate that can expose selected quote information to people with the link.

2. Eligibility, Account Registration, and Security

QuoteMate is intended for business users, not consumers or children.

You must provide accurate account, business, billing, and contact information.

You are responsible for all activity under your account, organisation, and invited team members.

You must keep login details, email access, devices, public share links, and team permissions secure.

You must promptly tell QuoteMate if you suspect unauthorised access or misuse.

3. Service Description

QuoteMate provides trade-specific quote assistance, settings/defaults, quote generation, quote readiness/action policy, saved quote history, customer PDFs and documents, public share links, job plans, supplier/material workflows, business profile controls, billing/subscription access, analytics, and support tools.

The current live contractor scope is fencing and pressure washing.

Other modules or voice/AI workflows may be internal, early-access, staged, limited, or unavailable and should not be treated as production trade modules unless QuoteMate clearly says they are live.

4. Important Estimating Disclaimer

QuoteMate provides estimating and quote-assistance software.

It does not replace contractor judgement, site inspection, professional skill, supplier checks, legal advice, tax advice, insurance advice, or health and safety responsibilities.

You are responsible for checking measurements, site conditions, access, ground or surface conditions, material selections, supplier availability, labour assumptions, margins, VAT/tax treatment, public share settings, customer wording, and suitability before issuing or accepting a quote.

Quote readiness labels and action gates help protect quote truth, but they do not guarantee profit, customer acceptance, material availability, legal suitability, or that a job can safely proceed.

Outputs depend on your inputs, saved defaults, configured rates, available supplier data, and current product limitations.

5. Trade-Specific Limitations

Fencing quotes depend on measurements, boundaries, ground conditions, slope/rake, gates, posts, gravel boards, removals, disposal, access, delivery, suppliers, materials, local labour, and site-specific constraints.

Pressure-washing quotes depend on surface type, material, finish, contaminant, sealant/coating, organic treatment, runoff/environmental constraints, access, weather, equipment, chemical suitability, pressure limits, and site-specific risk.

Contractors must conduct site visits, test patches, manual review, or specialist assessment where appropriate, especially for damaged, sealed, coated, unknown, fragile, hazardous, or specialist-contamination jobs.

QuoteMate may block fixed-price output, mark output as estimate-only, require review, or require a site visit where quote safety policy says it is not safe to issue a normal fixed quote.

6. Customer Documents and Public Share Links

You are responsible for reviewing all customer-facing content before sending it.

You control who receives public share links and documents.

A public share link may be accessible to anyone with the link unless it is disabled, expired, or otherwise protected.

You must not include unlawful, excessive, misleading, or unnecessary sensitive data in quote notes, public shares, customer documents, voice uploads, or supplier requests.

QuoteMate may restrict or refuse documents, public shares, job plans, or supplier actions where backend action policy blocks the action.

7. Subscriptions, Billing, Trials, and Cancellation

Where billing is enabled, QuoteMate uses Stripe to process checkout, subscription billing, billing portal sessions, invoices, payment status, and related webhook events.

QuoteMate stores billing metadata needed to manage access and entitlements.

Paid subscriptions renew automatically until cancelled through the available billing portal or support process.

Unless QuoteMate states otherwise, cancellation takes effect at the end of the current paid period and access may continue until then.

The codebase includes a trial model with a 14-day default trial and a 3 saved-quote trial limit. Trial rules, plan features, module entitlements, pricing, and billing periods may change for future users.

Prices may be exclusive of VAT or other taxes unless stated otherwise.

Refunds are not provided except where QuoteMate states otherwise or where required by law.

Failed payments may result in restricted access, suspension, or cancellation of paid features.

8. Acceptable Use

You must not use QuoteMate unlawfully or to create fraudulent, unsafe, misleading, or abusive quotes.

You must not abuse public share links, lead forms, email features, supplier workflows, support forms, feedback, or CRM webhooks.

You must not upload malicious files, unlawful content, unnecessary special category data, or content you do not have rights to use.

You must not scrape, reverse engineer, resell, copy, or extract QuoteMate engines, templates, trade logic, supplier workflows, or data except as allowed by law.

You must not attempt to bypass billing, authentication, authorisation, rate limits, feature gates, quote safety gates, or public share protections.

You must not overload, scan, attack, interfere with, or degrade the service.

9. User Content and Customer Data

You retain ownership of your business data, customer data, project data, quote content, uploaded content, and supplier notes that you enter into QuoteMate.

You grant QuoteMate the rights needed to host, process, store, transmit, generate, analyse, and display that content to provide, secure, support, and improve the service.

You are responsible for the accuracy, lawfulness, completeness, and suitability of the data you enter, including contractor customer data and supplier workflow data.

You must have appropriate rights, permissions, and notices for any personal data you enter or share.

10. Intellectual Property

QuoteMate owns or licenses the software, code, interface, design, trade engines, quote logic, readiness/action policy, templates, workflows, documentation, product names, branding, and platform know-how.

You receive a limited, non-exclusive, non-transferable right to use the service for your own business while your account is authorised.

You must not copy, resell, host, sublicense, reverse engineer, or use QuoteMate to build a competing extracted trade-engine or supplier-workflow product except as permitted by law.

11. Supplier and Material Data

Supplier prices, product matches, availability, branches, delivery details, substitutions, catalog records, and order/review responses may be estimated, stale, incomplete, or third-party dependent.

You must verify supplier costs, stock, delivery, substitutions, and lead times before ordering materials or issuing final commitments where appropriate.

QuoteMate is not responsible for supplier performance, delivery failures, product defects, third-party price changes, or supplier responses unless a separate signed agreement expressly says otherwise.

12. AI, Automation, Voice, and Transcription

Where enabled, QuoteMate may provide AI-generated job plans, voice transcription, multimodal intake, semantic mapping, or automated suggestions.

These outputs may be inaccurate, incomplete, or unsuitable.

You must review them before relying on them or sharing them.

You must not upload unlawful, unnecessary sensitive, confidential third-party, or unsafe content to voice, transcription, image, or AI features.

Third-party AI or transcription providers may process relevant content where those features are enabled.

13. Availability, Support, and Early-Access Features

QuoteMate aims to provide a reliable service but does not guarantee uninterrupted, error-free, or permanent availability.

Maintenance, incidents, third-party failures, queue delays, email failures, billing provider issues, supplier integration issues, or network problems may affect access or outputs.

Support is available through the support channels shown in the app, currently including support email references.

Early-access, internal, staged, or limited-release features may change, be restricted, produce incomplete outputs, or be withdrawn.

14. Limitation of Liability

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be limited or excluded.

Subject to that, QuoteMate is not liable for indirect, consequential, special, punitive, or exemplary losses; loss of profit; loss of business; loss of goodwill; loss of opportunity; loss arising from incorrect inputs, unverified site conditions, supplier changes, public share misuse, or customer decisions; or losses caused by third-party services outside QuoteMate’s control.

QuoteMate’s total aggregate liability for claims arising out of or in connection with the service is limited to the fees paid by you to QuoteMate in the 12 months before the event giving rise to the claim.

15. Suspension and Termination

QuoteMate may suspend or terminate access for non-payment, security risk, suspected fraud, unlawful activity, abuse, breach of these terms, or legal/compliance reasons.

You may cancel through the available billing portal or support process.

After termination, access to the service, public shares, documents, supplier workflows, and stored data may be restricted or removed, subject to retention needed for legal, accounting, security, backup, and dispute purposes.

16. Changes to the Service and Terms

QuoteMate may update the service, features, pricing, plans, processors, or these terms.

Where changes are material, QuoteMate should give reasonable notice where practical.

Continued use after changes take effect may be treated as acceptance of the updated terms.

17. Governing Law, Jurisdiction, and Contact

These terms are governed by the laws of England and Wales.

The courts of England and Wales have jurisdiction unless a mandatory law says otherwise.

For support and legal notices, contact:

Email: support@quotemate.co.uk
Registered office: 29 Bayes Avenue, Coggeshall, Colchester, England, CO6 1ZN
Company number: 16971354