Last Updated: April 1, 2026
These Terms of Service ("Terms") govern your access to and use of Best Decision Project Tools, a cloud-based field service operations platform provided by Best Decision Business Inc. ("BDB," "we," "us," or "our"). By creating an account or using the platform, you agree to these Terms.
By accessing or using Best Decision Project Tools, you confirm that you have read, understood, and agree to be bound by these Terms. If you are using the platform on behalf of a business or organization, you represent that you have the authority to bind that entity to these Terms. If you do not agree, you may not use Best Decision Project Tools.
Best Decision Project Tools is a cloud-based, multi-tenant field service operations platform hosted and maintained by BDB. The platform includes core tools -- Timekeeper, Receipt Capture, Scheduler, Job Photos, Field Estimating, CFO Dashboard, Chat & Job Hub, and Meeting Notes -- along with Cost Pools (bulk-supply allocation), Business Units and Segment Performance, invoicing, payment processing, QuickBooks Online integration, and supporting administrative features.
The platform is accessed through a web browser (PWA) and does not require any software installation. All data processing, AI transcription, and storage occurs on BDB's servers. BDB maintains local and offsite backups of all platform data.
BDB also offers bookkeeping services starting at $695/mo (software included) and bookkeeping with fractional CFO services starting at $1,500/mo (software included) through bestdecisionbookkeeping.com.
To use Best Decision Project Tools, you must create an account and provide accurate, complete, and current information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.
You agree to:
BDB is not liable for any loss or damage arising from your failure to secure your account credentials.
Best Decision Project Tools is offered at the following subscription rates:
Plans are priced by team size, with the full platform on every plan:
Billable users are the people you give a login. Whether you set someone up as a W-2 employee or a 1099 subcontractor makes no difference to billing: if they have a login to the platform they count as a user, and if they do not, they do not. Customer contacts, vendor records, and stored documents (such as certificates of insurance, W-9s, and subcontractor agreements) are not login users and do not count. Deactivating a user inside the platform removes their login access but does not by itself change your subscription or your bill. To change the number of seats you are billed for, see Adding and Removing Seats below.
Your plan includes a set number of internal users, and you may add paid seats above that number at the per-user rate listed above. You are not required to move to a larger plan before the next plan becomes the better value. To add or remove seats, or to change your base plan, contact us at support@bestdecisionbusiness.com and our team will update your subscription. We are building self-service seat management inside the platform; until it is available, seat and plan changes are made by our team on request.
Deactivating a user inside the platform removes their login access and keeps their historical records, but it does not on its own reduce your bill. Your billed seat count only changes when your subscription is updated. Seat and plan changes take effect on your next monthly billing cycle. Seats are billed on a full-month basis, and partial-month seat refunds are not provided.
The USA 250 Early Adopter Rate is a launch promotion available to new subscribers who sign up on or before December 31, 2026. It applies a 25% discount to the base monthly plan rate only, and does not apply to additional users or add-on services. Your USA 250 rate is locked for your subscription as long as your account stays active and in good standing without interruption.
BDB reserves the right to adjust standard (non-discounted) plan pricing and per-user overage rates with sixty (60) days' advance written notice to affected subscribers. If you do not agree to a price change, you may cancel your subscription before the new rate takes effect.
Subscriptions are billed monthly. There are no annual billing requirements or penalties for monthly billing. We do not charge more for paying monthly than we would for an equivalent annual commitment.
There are no long-term contracts. Your subscription is month-to-month and you may cancel at any time.
Payments are processed through Stripe. By subscribing, you authorize BDB to charge your payment method on a recurring monthly basis. You are responsible for maintaining a valid payment method on file.
If your payment method fails, BDB will attempt to process payment again and notify you via email. If payment is not received within fifteen (15) days of the original billing date, BDB may suspend your access to Best Decision Project Tools until the outstanding balance is resolved. Suspension does not terminate your subscription or start the data retention period. Your data remains securely stored on BDB's servers during any suspension.
If payment is not received within sixty (60) days of the original billing date, BDB may terminate your subscription, at which point the 24-month data retention period and deletion notification schedule will begin.
You may cancel your subscription at any time. Cancellation takes effect at the end of your current billing period. You will retain access to the platform through the remainder of the period you have already paid for.
After cancellation, BDB retains your data for 24 months. During this retention period:
After the 24-month retention period, your data will be permanently deleted.
Before permanently deleting your data at the end of the 24-month retention period, BDB will notify you via the email address on file at the following intervals:
Each notification will include instructions for exporting your data or reactivating your subscription. If your email address is no longer valid and we are unable to reach you, BDB will proceed with deletion at the end of the 24-month period.
Because subscriptions are month-to-month with no contracts, refunds are generally not provided. If you believe you have been charged in error, contact us at legal@bestdecisionbusiness.com and we will review your situation.
You agree to use Best Decision Project Tools only for lawful business purposes consistent with its intended use as a field service operations platform. You agree not to:
We reserve the right to suspend or terminate your account for violations of this section.
To manage storage capacity and maintain platform performance, BDB reserves the right to compress photos and videos uploaded to the platform at any time, including during your active subscription. Compression may reduce file size and image/video resolution. BDB will use commercially reasonable compression methods designed to preserve usable quality for business purposes (job documentation, reporting, and record-keeping).
If you require original, uncompressed files, you are responsible for maintaining your own local copies. BDB recommends downloading and backing up original-resolution photos and videos on your own systems. BDB is not obligated to retain original uncompressed versions of uploaded media.
Photos, videos, and all other uploaded media are included in the 24-month data retention period after cancellation and are subject to the same deletion notification schedule described in Section 5. After the retention period expires, all media files will be permanently deleted from BDB's servers and backups.
Best Decision Project Tools, including its software, design, AI models, documentation, and branding, is the intellectual property of Best Decision Business Inc. Your subscription grants you a limited, non-exclusive, non-transferable license to use the platform for your business operations during your active subscription period.
You retain ownership of all data, content, photos, documents, and business information you upload to or create within the platform. See our End User License Agreement for detailed data ownership terms.
BDB represents that it has the right to offer Best Decision Project Tools and that, to BDB's knowledge, the platform does not infringe any third-party intellectual property rights.
To the maximum extent permitted by applicable law:
Neither party shall be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond the party's reasonable control, including but not limited to: acts of God, natural disasters, pandemics, epidemics, fire, flood, earthquake, power outages, internet service disruptions, telecommunications failures, government actions or orders, war, terrorism, labor disputes, or cyberattacks.
If a force majeure event continues for more than thirty (30) consecutive days, either party may terminate the affected subscription upon written notice. In such event, BDB will provide a pro-rata refund for any prepaid fees covering the period after termination, and the standard data retention and export provisions of Section 5 will apply.
Best Decision Project Tools is provided on an "as is" and "as available" basis without warranties of any kind, whether express, implied, or statutory. BDB specifically disclaims all implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
BDB does not warrant that:
BDB does warrant that we will use commercially reasonable efforts to maintain the platform's availability and security, and to promptly address reported issues.
You agree to indemnify, defend, and hold harmless Best Decision Business Inc., its officers, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from:
BDB will defend, indemnify, and hold harmless you and your officers, employees, and agents from and against any third-party claim alleging that your authorized use of Best Decision Project Tools infringes a valid United States patent, copyright, or trademark, provided that: (a) you promptly notify BDB of the claim in writing; (b) you grant BDB sole control of the defense and settlement; and (c) you provide reasonable cooperation at BDB's expense.
If Best Decision Project Tools becomes, or in BDB's opinion is likely to become, the subject of an infringement claim, BDB may, at its option and expense: (i) obtain the right for you to continue using the platform; (ii) modify the platform to make it non-infringing; or (iii) if neither (i) nor (ii) is commercially practicable, terminate your subscription and refund any prepaid fees for the remainder of the subscription term.
This indemnification does not apply to claims arising from: (a) your modification of the platform; (b) your combination of the platform with non-BDB products or services; or (c) your use of the platform in violation of these Terms.
BDB's obligations under this section are subject to the limitation of liability in Section 9 and represent BDB's sole and exclusive obligation for intellectual property infringement claims.
Before initiating any formal legal proceeding, the parties agree to attempt to resolve disputes informally. Either party may initiate the dispute resolution process by sending written notice describing the dispute to the other party. The parties will attempt in good faith to resolve the dispute within thirty (30) days of notice.
If the dispute is not resolved informally within thirty (30) days, either party may proceed with litigation in the state or federal courts located in Kenton County, Kentucky.
Notwithstanding the above, either party may seek injunctive or equitable relief in any court of competent jurisdiction to prevent irreparable harm without first completing the informal resolution process.
These Terms shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky, without regard to its conflict of law provisions. Any disputes arising from these Terms or your use of the platform shall be resolved exclusively in the state or federal courts located in Kenton County, Kentucky, and you consent to the personal jurisdiction of such courts.
You may not assign, transfer, or delegate your rights or obligations under these Terms without BDB's prior written consent. Any attempted assignment without consent is void.
BDB may assign these Terms, in whole or in part, without your consent in connection with a merger, acquisition, corporate reorganization, restructuring, or sale of all or substantially all of BDB's assets or the assets related to Best Decision Project Tools. BDB will notify you of any such assignment within thirty (30) days.
These Terms are binding upon and inure to the benefit of each party's successors and permitted assigns.
If any provision of these Terms is found by a court of competent jurisdiction to be invalid, illegal, or unenforceable, that provision shall be modified to the minimum extent necessary to make it enforceable, or if modification is not possible, severed from these Terms. The remaining provisions shall continue in full force and effect.
BDB's failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. Any waiver must be in writing and signed by BDB to be effective.
All formal notices required or permitted under these Terms must be in writing and will be considered delivered when: (a) sent via email to the address associated with your account (for notices to you) or to legal@bestdecisionbusiness.com (for notices to BDB), provided the sender does not receive an automated non-delivery response; or (b) sent via certified mail, return receipt requested, to the applicable party's address on file, deemed delivered three (3) business days after mailing.
You are responsible for maintaining a current, valid email address on your account. If BDB is unable to reach you at the email address on file due to an invalid or abandoned address, notices will be deemed delivered when sent.
BDB may also provide general platform notifications (feature updates, scheduled maintenance, non-legal communications) through the platform interface or push notifications. These do not constitute formal legal notices under this section.
We may update these Terms from time to time. When we make changes, we will update the "Last Updated" date at the top of this page and, for material changes, notify you via email or through the platform. Your continued use of Best Decision Project Tools after changes are posted constitutes your acceptance of the revised Terms.
If you do not agree to the updated Terms, you may cancel your subscription as described in Section 5.
If you have questions about these Terms of Service, please contact us:
Best Decision Business Inc.
Email: legal@bestdecisionbusiness.com
Website: bestdecisionprojecttools.com