Terms & Conditions

1. Agreement to Terms

These Terms and Conditions (“Terms,” “Agreement”) constitute a legally binding contract between you (either individually or on behalf of an accounting firm, CPA practice, tax preparation service, or bookkeeping agency, hereinafter “Customer,” “Firm,” or “you”) and NSBC / CareBear Books (“NSBC,” “we,” “us,” or “our”), governing access to and use of our website at boxbok.com, our software application at app.boxbok.com, and all associated services.

By signing up for an account, accessing a free trial, inviting staff or clients, or otherwise using the platform, you represent that you have the legal authority to bind your firm to these Terms. If you do not agree to these Terms, you may not access or use NSBC.

2. Platform Services & Scope

NSBC provides cloud-based practice management software tailored to the statutory filing requirements and workflows of Washington State accounting firms. Platform capabilities include:

• Washington & Federal Deadline Tracking: Automated calculation and layout of upcoming Washington Department of Revenue (DOR) B&O taxes, Secretary of State (SOS) annual reports, Employment Security Department (ESD) quarterly filings, Department of Labor & Industries (L&I) workers’ compensation reports, and federal IRS filing deadlines (Forms 1120-S, 1065, 1040, 941).
• Client Portal: Secure, isolated workspace allowing invited business clients to upload financial records, view invoices, and message the firm.
• Document Exchange: Role-based repository organizing files directly into client-specific directories.
• Invoicing & Billing: Tools to create one-off or recurring invoices displayed in the client portal.
• Team Task Boards: Kanban and list views organizing client work, assignments, and due dates.
• Spreadsheet Import: Migration utility enabling bulk onboarding of existing client rosters.

3. Professional Practice Responsibility Disclaimer

NSBC is a technology and workflow tool, not an accounting firm, law firm, or certified tax practitioner.

• No Ledger Replacement: NSBC does not replace general ledger accounting software (such as QuickBooks, Xero, or Sage). NSBC manages practice deadlines and client workflows alongside your ledger tools.
• No Fiduciary / Tax Advice: The automated deadline calculation provided by NSBC is an administrative aid based on standard Washington statutory calendars and user-configured service types.
• Firm Remains Sole Professional of Record: The Firm is exclusively responsible for verifying statutory due dates, verifying the accuracy of client UBI numbers and filing frequencies, calculating tax amounts, and submitting timely, accurate tax returns and reports to state and federal agencies. NSBC is not liable for penalties, interest, or late fees incurred by the Firm or its clients.

4. Accounts, Multi-User Seats & Security

Firms access the platform through an administrative account and may provision user seats according to their active subscription:

• Seat Limits: The Starter Plan includes up to 2 team members. The Growth Plan includes up to 8 team members. Additional seats or custom allocations require an authorized tier upgrade.
• Credential Confidentiality: You are responsible for safeguarding login credentials and for all actions taken under your firm’s accounts. User accounts may not be shared across multiple individuals.
• Role-Based Access: Administrators must properly configure staff permissions to ensure employees access only permitted client files and practice settings.
• Security Notification: You agree to notify NSBC immediately at sales@carebearbooks.com if you suspect unauthorized access or compromised credentials.

5. Client Portal Access & End-User Terms

Growth tier accounts include the NSBC Client Portal. When your firm grants portal access to your business clients:

• Invitation Responsibility: The Firm is solely responsible for inviting the correct client email addresses and associating each client with their appropriate business entity.
• Limited License to End-Clients: End-clients receive a personal, non-exclusive, revocable license to access the portal solely to view their own entity’s files, invoices, and messages. End-clients are bound by these Terms and the Privacy Policy.
• Revocation: The Firm may revoke or reassign client portal access at any time directly through the practice workspace.

6. Free Trial, Pricing Plans & Billing Terms

A. 14-Day Free Trial

New firms receive a 14-day free trial. During the trial period, the Firm has access to the chosen plan tier to onboard clients and test deadline automation. At the conclusion of the 14 days, the Firm must enter valid payment details to maintain continuous access to practice data and deadline reminders.

B. Subscription Tiers

C. Renewal, Payment & Taxes

• Subscriptions automatically renew at the end of each billing cycle (monthly or yearly) unless cancelled prior to the renewal date.
• All prices are in U.S. Dollars and are exclusive of applicable state and local sales taxes.
• No Refunds: Subscription fees are non-refundable for partial months or unused periods, except where required by applicable state law.

7. Data Ownership & Intellectual Property

• Customer Data Ownership: As between NSBC and the Firm, the Firm retains 100% full and unencumbered ownership of all client lists, UBI numbers, financial records, spreadsheets, documents, and messages submitted to the platform (“Customer Data”). NSBC claims no intellectual property rights over your Customer Data.
• License to NSBC: You grant NSBC a limited, non-exclusive license to host, store, transfer, and display Customer Data solely to the extent necessary to operate the platform and deliver services to your firm and invited clients.
• NSBC Intellectual Property: NSBC owns all rights, title, and interest in and to the platform, including software code, UI designs, graphics, deadline calculation logic, trademarks, and documentation. You may not copy, reverse engineer, or create derivative works from the software.

8. Acceptable Use Policy

You agree not to use the platform to:

• Upload documents containing malicious code, ransomware, or viruses.
• Attempt to probe, scan, or bypass the multi-tenant isolation barriers separating different accounting practices.
• Resell, sublicense, lease, or distribute access to NSBC to unaffiliated third parties without written authorization.
• Store or transmit content that violates federal, state, or intellectual property laws.
• Use automated scrapers, bots, or unauthorized extraction scripts against the application.

9. NSBC Team Workload Support

Firms may request supplemental assistance from the NSBC team for peak tax-season workflow support directly from the application task detail screen:

• Delegating a task to the NSBC team constitutes explicit authorization for NSBC personnel to access the specific files, workpapers, and instructions associated with that task.
• The Firm maintains ultimate professional oversight and client-facing communication. NSBC acts solely as supplemental administrative support behind your firm’s brand.

10. Disclaimer of Warranties & Limitation of Liability

A. AS-IS WARRANTY DISCLAIMER: NSBC IS PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS. TO THE MAXIMUM EXTENT PERMITTED BY LAW, NSBC DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT DEADLINE SCHEDULES WILL BE 100% ERROR-FREE OR THAT SERVICE WILL BE UNINTERRUPTED.

B. DAMAGE CAP: TO THE MAXIMUM EXTENT PERMITTED UNDER WASHINGTON LAW, IN NO EVENT SHALL NSBC, ITS OFFICERS, EMPLOYEES, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF REVENUE, LOSS OF PROFITS, LOSS OF CLIENTS, PENALTIES, OR LOSS OF DATA, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

C. TOTAL AGGREGATE LIABILITY: NSBC’S TOTAL AGGREGATE LIABILITY ARISING FROM OR RELATING TO THIS AGREEMENT SHALL BE STRICTLY LIMITED TO THE TOTAL AMOUNT PAID BY THE CUSTOMER TO NSBC IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE CLAIM.

11. Term & Termination

• Termination by Firm: You may cancel your subscription at any time via the workspace account settings. Access continues through the end of the current billing cycle.
• Termination by NSBC: We may suspend or terminate your account if you materially breach these Terms or fail to pay subscription fees after notice.
• Data Export Window: Upon account termination, the Firm has 30 days to export all client files and reports. Following 30 days, data will be permanently deleted from active production systems.

12. Governing Law & Jurisdiction

This Agreement shall be governed by, construed, and enforced in accordance with the laws of the State of Washington, without giving effect to conflict of laws principles. The parties irrevocably consent to the exclusive jurisdiction and venue of the state and federal courts located in King County, Washington for the resolution of any dispute arising hereunder.

13. Contact Information

For questions regarding these Terms & Conditions or to request enterprise terms, please reach out to our team: