Terms of Service

1. What CostTrace does

CostTrace keeps track of what your trucks and trailers cost. You send invoices and receipts by e-mail or upload them; CostTrace reads them with automated tools, including AI, files the expenses under your units and shows reports such as spending by category and cost per mile. It can also read mileage from a fleet telematics service you connect, such as Samsara.

Automated reading can make mistakes. Uncertain results are reviewed by our staff, but you remain responsible for checking the expenses in your account before relying on them. CostTrace is a record-keeping tool. It does not give accounting, tax or legal advice.

2. Your account

• Give accurate information when you sign up and keep it up to date.
• Keep your password safe. You are responsible for everything done through your account, including by people you give access to.
• Tell us right away at info@costtrace.us if you think someone has used your account without permission.
• You must be at least 18 years old and use CostTrace for business purposes.

3. Free trial

New accounts get a free trial of 14 days, counted from the day you confirm your e-mail address, for up to 5 active units. No payment card is needed for the trial. When the trial ends without a paid plan, your account becomes read-only: you can still see your units, expenses and invoices, but adding units and processing new invoices is paused until you choose a plan.

4. Plans and payment

• The price is $5 per active unit (truck or trailer) per month, plus any sales tax that applies. Archived units are not billed.
• Plans renew every month and are paid in advance by card or another payment method offered at checkout. If you subscribe during the trial, the first charge happens when the trial ends.
• Adding a unit during a billing month is charged pro rata for the rest of that month on your next invoice. Archiving a unit lowers the bill from the next billing month; there is no partial refund for the current one.
• Payments are processed by Stripe. Purchases are sold through Link, a Stripe service that acts as the merchant of record: it calculates and collects sales tax, and may handle payment questions and refunds under its own terms.
• If a payment fails, it is retried automatically. If it still can't be collected, we may pause features until the balance is paid.
• We may change prices with at least 30 days' notice by e-mail. A new price applies from your next billing month after the notice period.

5. Cancelling

You can cancel any time on the Billing page. Your plan stays active until the end of the month you have paid for and is not renewed after that. Fees already paid are not refunded, except where the law requires it or where Link grants a refund under its policies.

6. Your data

Everything you put into CostTrace, including invoices, expenses, unit details and mileage, belongs to you. You give us permission to store, process and display it, and to share it with the service providers listed in our Privacy Policy, only as needed to run CostTrace for you and to support you.

Invoices can include information about other people, such as drivers or shop staff. You confirm that you have the right to upload the documents you send us and to let us process them for you.

7. Connected services

When you connect another service, such as Samsara, or set up e-mail forwarding from Gmail or another provider, you allow CostTrace to receive data from it on your behalf. Those services are run by other companies under their own terms, and we are not responsible for them or for data they fail to deliver.

8. Acceptable use

You agree not to:

• use CostTrace for anything illegal, or upload content you have no right to share;
• upload malware or try to get into accounts, systems or data that aren't yours;
• overload the service, scrape it, or copy, resell or reverse engineer it without our written permission;
• use the invoice e-mail address to send bulk mail or anything other than documents for your account.

9. Changes and availability

We work to keep CostTrace running and your data safe, but we can't promise the service will always be available or error-free. We may improve, change or remove features. If a change takes away something you pay for in a significant way, we will tell you in advance.

10. Disclaimer

CostTrace is provided “as is” and “as available”. To the extent the law allows, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement, and we do not warrant that results produced by automated reading are accurate or complete.

11. Limitation of liability

To the extent the law allows, CostTrace is not liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data. Our total liability for any claim related to CostTrace is limited to the amount you paid us in the 12 months before the claim.

12. Indemnity

You agree to cover CostTrace against claims, losses and costs arising from the content you upload or from your breach of these terms.

13. Suspension and termination

You can stop using CostTrace at any time and ask us to close your account. We may suspend or close an account that breaks these terms or isn't paid, after notice where reasonable. After an account is closed, its data is deleted as described in the Privacy Policy.

14. Changes to these terms

We may update these terms. For significant changes we will e-mail you or show a notice in the app at least 30 days before they take effect. Continuing to use CostTrace after that means you accept the new terms.

15. Governing law

These terms are governed by the laws of the State of Illinois, without regard to its conflict-of-law rules. Disputes will be handled by the state or federal courts located in Illinois.

16. Contact

Questions about these terms: info@costtrace.us.