Service Agreement
Version 3 · Last updated: November 12, 2026
This Service Agreement ("Agreement") is entered into between Craig Smith, doing business as AI Front Desk ("OmnitraHQ" or "Provider"), and the business that purchases the service ("Client"). Client accepts this Agreement electronically by checking the agreement box at checkout and by typing its signer's name on the onboarding form, and it takes effect on the date of purchase. The business name, service address and on-call contact are those Client provides at checkout and on the onboarding (intake) form.
1. Services
Provider will operate an AI-powered phone receptionist that answers Client's business line 24/7, books routine appointments to Client's calendar, and escalates emergency calls to Client's on-call contact by SMS and, where configured, live call transfer.
2. Fees
Fees are those of the plan Client selects at checkout:
- Front Desk: $597 one-time setup fee, then $297 per month.
- Full Front Office: $797 one-time setup fee, then $497 per month.
The setup fee is charged at checkout, and Client's payment method is saved securely by Provider's payment processor (Stripe) for future monthly billing. Client's first month of service is included with the setup fee. No monthly fee is charged before Go-Live Approval (Section 3). The first monthly fee is charged 30 days after the date of Go-Live Approval and then on the same day each month until cancellation.
3. Setup, Preview & Go-Live Approval
- Build. After Client submits the onboarding form, Provider builds Client's front desk, typically within two business days of receiving complete information.
- Preview. Provider then sends Client a preview: for Front Desk, a preview phone number where Client can call and hear its own AI receptionist; for Full Front Office, also a preview link to its website and CRM. The Service does not answer Client's real business line until Client approves it.
- Changes before go-live. Correcting any detail Provider got wrong from Client's onboarding form, business listing or website is always free. In addition, up to two (2) rounds of changes to how the front desk works are included. Further rounds are quoted separately or made after go-live as normal account changes.
- Go-Live Approval. Client approves its front desk using the approval link Provider sends, or by email to contact@omnitrahq.com. Provider then sends call-forwarding instructions for Client's business line. Billing under Section 2 is based on the date of approval, not the date Client completes call forwarding.
- No response. If Client has not approved or requested changes, Provider will send reminders about once a week. If thirty (30) days pass after the preview is sent with no approval, change request or other contact from Client, the order is closed. The setup fee is retained (Section 4), no monthly fee is charged, and Provider keeps Client's build for ninety (90) days after closing. If Client approves within those 90 days, it goes live with no new setup fee. After 90 days the build may be deleted, and a new setup fee applies to start again.
4. Refunds & Records
- 24-hour full refund. Client may cancel by email within twenty-four (24) hours of purchase for a full refund of the setup fee.
- After 24 hours the setup fee is non-refundable. It pays for the work of building Client's front desk, and it is not refunded if Client later cancels, does not approve, or does not respond, including when an order is closed under Section 3.
- Records. Provider keeps time-stamped records of Client's acceptance and signature, onboarding submission, preview delivery, reminders, approval and service activity. Client agrees these records are evidence of the service provided, and agrees to contact Provider first at contact@omnitrahq.com to resolve any billing concern before disputing a charge with its card issuer.
5. Included Call Minutes & Fair Use
Each plan includes a monthly allowance of call minutes, counted as total time the AI agent spends on calls to Client's line in a billing month:
- Front Desk: 1,000 minutes per month (about 400 calls).
- Full Front Office: 1,500 minutes per month (about 600 calls).
Minutes beyond the allowance are billed at $0.25 per minute on the next monthly invoice. Unused minutes do not roll over. Provider will notify Client when usage approaches the allowance and, if Client regularly exceeds it, will recommend the plan that fits Client's call volume.
The Service is for Client's genuine inbound business calls. Provider may limit or suspend the line if it receives automated, abusive, or fraudulent call traffic, and will notify Client promptly if it does so.
6. Term & Cancellation
- This Agreement continues month-to-month until cancelled by either party.
- Client may cancel at any time with written notice (email is sufficient); service continues through the end of the then-current billing cycle.
- Refunds of the setup fee are governed by Section 4. Monthly fees already billed are not prorated or refunded.
7. SMS Consent
By accepting this Agreement, Client's designated on-call contact consents to receive SMS text messages related to the service, including emergency call alerts and appointment confirmations. Message frequency depends on real call volume. Message and data rates may apply. Reply STOP to opt out at any time; opting out will disable text-based emergency alerts.
8. Client Responsibilities
- Provide accurate business information (hours, service area, pricing, and emergency definitions) so the AI agent represents the business correctly.
- Keep the on-call contact number current, since emergency alerts depend on it.
- Review bookings and alerts generated on Client's behalf.
9. Service Limitations & Liability
The Service is an AI-assisted tool and, while built with safeguards for accuracy and safety-critical scenarios, may occasionally misclassify a call or make an error. Client remains responsible for maintaining a fallback process for handling calls if the Service is temporarily unavailable. To the fullest extent permitted by law, Provider's total liability under this Agreement is limited to the fees paid by Client in the three (3) months preceding any claim, and Provider is not liable for indirect, incidental, or consequential damages, including lost business arising from a missed or misrouted call.
10. Governing Law
This Agreement is governed by the laws of the State of Minnesota.
Electronic acceptance
Checking the agreement box at checkout and typing the signer's name on the onboarding form are Client's electronic signature and have the same effect as a signed copy. Client can request a PDF copy of this Agreement at any time from contact@omnitrahq.com.
OmnitraHQ · a product of Omnitra Marketing · Craig Smith, Sole Proprietor · Lakeville, MN