Legal

Terms of Service

Effective date: April 30, 2026

These Terms of Service govern your use of spaledger.co and any services provided by Spa Ledger ("we," "our," or "us"). By submitting the contact form, booking a discovery call, or engaging our services, you agree to these terms.

Services

Spa Ledger provides AI-native CFO services for medical spa owners, including:

• Weekly profit and loss (P&L) report by service line, delivered each Monday
• Injectable COGS reconciliation: actual product cost adjusted for vendor rebates (Allergan/Allē, AbbVie, Galderma, Merz) and vial waste
• Provider-level profitability tracking: revenue per room hour vs. labor cost, by injector
• Device break-even and ROI analysis for financed or leased equipment
• Deferred revenue tracking: prepaid treatment packages recorded as liabilities, not income, until services are delivered
• Weekly dashboard summarizing key financial metrics
• Transaction categorization in QuickBooks Online or Xero using med spa-specific account codes

Specific deliverables and cadence are confirmed in writing during onboarding. The scope above reflects our standard offering. Additional services may be available by arrangement.

Services are delivered remotely. We do not provide tax preparation, tax filing, payroll processing, or regulated financial, investment, or legal advice. If you need those services, we are happy to refer you to a qualified CPA or tax professional.

Use of AI tools in service delivery

We use automated and AI-assisted tools as part of our service delivery, including transaction categorization software. These tools process your financial data to accelerate categorization accuracy and report production. All AI-generated outputs are reviewed by our team before delivery. We remain responsible for the accuracy of the final reports regardless of what tools are used to produce them.

Your financial data is not used to train any AI model. See our Privacy Policy for full details on data handling.

Pricing and payment

Monthly service is billed at $599 per month, charged on the first of each month. Clients who commit to 12 months in advance are billed at $499 per month ($5,988 total), charged upfront or at the start of the annual term as agreed.

We use Stripe for payment processing. Your card is charged automatically on the billing date. By providing payment information, you authorize us to charge the applicable fees on a recurring basis.

30-day satisfaction guarantee. If within 30 days of your first billing date you are not satisfied with the service, request a refund in writing to ridge@spaledger.co and we will return the first month's payment in full. After 30 days, the standard cancellation terms below apply.

If a payment fails, we will notify you by email and retry once after five business days. If the second attempt fails, service will be paused until payment is resolved. We are not responsible for any delay in deliverables resulting from a paused account.

Cancellation

Monthly clients may cancel at any time with no penalty. Cancellations take effect at the end of the current billing period. We do not issue prorated refunds for partial months.

Annual clients who cancel before the 12-month term ends will receive a prorated refund for unused complete months, less any discount received compared to the monthly rate. Example: if you prepaid 12 months at $499/month and cancel after 4 full months, you will be refunded 8 months at $499 each ($3,992), less the $100/month discount applied for months 1–4 ($400), for a net refund of $3,592.

To cancel, email ridge@spaledger.co from the email address on your account. Cancellation is confirmed by reply email. Verbal cancellations are not accepted.

Client responsibilities

Accurate and timely service depends on access to the right data. You agree to provide:

• Accounting software access: Accountant-level access to your QuickBooks Online or Xero account within 3 business days of onboarding
• POS and scheduling data: Read access to or periodic exports from your practice management system (Boulevard, Zenoti, Aesthetic Record, Jane App, Mindbody, or other) as needed for service-line reconciliation
• Injectable vendor data: Access to purchasing history and rebate statements from your Allergan, AbbVie, Galderma, Merz, or other injectable vendor accounts, as required for COGS reconciliation
• Payroll data: Provider compensation and staffing cost information if provider profitability analysis is part of your service scope
• Timely responses: Replies to clarification questions about transactions or categories within 5 business days
• Notification of changes: Advance notice if you change accounting software, add or remove a provider, open or close a location, or add a new revenue stream that materially changes your service scope

If we cannot access required systems or receive timely responses, report delivery may be delayed. We are not responsible for errors in reports caused by incomplete, inaccessible, or inaccurate information you provide.

Service scope changes

Your retainer covers the scope confirmed at onboarding. If your business expands materially — for example, adding a second location, significantly increasing the number of providers, or adding a payroll analysis component — we may need to revise the monthly fee to reflect the additional work. We will notify you in writing before any fee change takes effect. You may cancel at the end of the then-current billing period if you do not agree to the revised scope or fee.

Accuracy and limitations

We use professional judgment and reasonable care to categorize transactions accurately. Some transactions require interpretation, and we will follow up when a transaction is ambiguous. You are responsible for reviewing delivered reports and notifying us of any errors within 30 days of delivery. Final responsibility for the accuracy of your books rests with you.

We do not guarantee that our reports will satisfy any particular audit, lender, regulatory, or financing requirement. We recommend having a licensed CPA review your books at least annually.

Suspension and termination

We may suspend or terminate service with written notice in any of the following circumstances:

• Non-payment that remains unresolved after two failed billing attempts
• Client requests us to record, misclassify, or omit transactions in a way that would materially misrepresent financial results
• We reasonably believe continued service would require us to participate in fraudulent, unlawful, or unethical activity
• You breach any material provision of these Terms and fail to remedy the breach within 10 business days of written notice

In the event of termination by us for cause, no refund will be issued for the current billing period. In the event of termination for non-payment, service resumes only after all outstanding balances are paid.

Upon termination by either party for any reason, we will provide you with a full export of your records upon request within 15 business days.

Confidentiality

We treat your financial data as strictly confidential. We will not share your business financials, revenue figures, provider data, or any other non-public information with any third party without your written consent, except as required by law or as necessary to deliver the service (such as through the third-party tools described in our Privacy Policy).

This obligation survives termination of the service.

Data ownership

Your financial data belongs to you. We do not claim ownership of any financial records, transactions, or business information you provide. Upon termination or request, we will provide a complete export of all data we hold for your account and delete our copies within 90 days, unless retention is required by law.

Intellectual property

The reports, P&L statements, dashboards, and written analysis we deliver to you are yours to use however you choose. We retain ownership of our internal processes, templates, systems, and analytical frameworks used to produce those deliverables.

Limitation of liability

Our total liability to you for any claim arising from our services is limited to the fees you paid in the three calendar months preceding the claim. We are not liable for indirect, incidental, punitive, or consequential damages, including lost revenue, lost profits, lost business opportunities, or any business decision made in reliance on our reports.

This limitation applies to all claims, whether based on contract, tort, negligence, or any other legal theory, and whether or not we have been advised of the possibility of such damages.

Indemnification

You agree to indemnify and hold harmless Spa Ledger, its owners, and its contractors from any claims, damages, or expenses (including reasonable legal fees) arising from: (a) your use of our services in violation of these Terms; (b) your violation of any law or third-party right; or (c) inaccurate or incomplete information you provide to us that results in an error in your reports.

Changes to these terms

We may update these terms as our service evolves. We will notify active clients by email at least 14 days before material changes take effect. Continued use of the service after that date constitutes acceptance of the updated terms. The current effective date is always shown at the top of this page.

Governing law

These terms are governed by the laws of the State of New York, without regard to its conflict of law provisions. Any dispute that cannot be resolved informally will be submitted to the exclusive jurisdiction of the state and federal courts located in New York County, New York.