Billing, Cancellation & Refund Policy

This Billing, Cancellation & Refund Policy explains how ResponsiBid subscriptions renew, how to cancel or pause an account, when charges stop, which payments are refundable, how reactivation works, and how the 10-to-1 ROI Guarantee applies.

This policy is part of the ResponsiBid Terms of Service. Capitalized terms not defined here have the meaning given in the Terms of Service.

1. Your order and billing interval

Your signup page, accepted proposal, order, or written amendment identifies the plan, billing interval, add-ons, setup or implementation charges, amount due at signup, recurring price, and any special pricing that applies to your account.

ResponsiBid offers monthly, quarterly, annual, and other expressly disclosed billing intervals. Your “Billing Interval” is the interval shown when you enroll or later approve a plan change.

If your order includes staged pricing, a free period, an introductory amount, or a future price change, the schedule shown at signup is part of your Order Terms.

2. Automatic renewal

Paid subscriptions renew automatically at the end of each Billing Interval until cancellation is completed under Section 6.

You authorize Symphosize, LLC, doing business as ResponsiBid, and its payment providers to charge the payment method on file for:

• the amount due at signup;
• recurring subscription renewals;
• selected add-ons and approved plan changes;
• pause and reactivation fees;
• applicable taxes; and
• other amounts you expressly authorize or that are disclosed in your Order Terms.

Renewal generally occurs on the corresponding calendar date for your Billing Interval. Processing dates may vary because of weekends, holidays, card-network timing, failed-payment retries, or calendar-month length.

You are responsible for keeping billing and payment information current. Updating or removing a payment method does not cancel a subscription.

3. Prices, promotions, and taxes

Your initial and recurring prices are shown before you complete signup. Unless the Order Terms state otherwise:

• promotional or discounted pricing applies only for the disclosed period;
• add-ons may have separate one-time or recurring charges;
• a canceled account that later reactivates returns at the then-current applicable price; and
• taxes may be added where required.

ResponsiBid may change future renewal prices by providing reasonable advance notice where required. A price change does not alter a Billing Interval that has already been paid.

4. Setup and implementation fees

ResponsiBid may begin setup, configuration, training preparation, account provisioning, or other implementation work shortly after enrollment.

Setup, implementation, onboarding, configuration, and similar service fees are earned as work begins and are non-refundable, except where applicable law requires otherwise or ResponsiBid agrees in writing.

5. How to request cancellation

To begin cancellation, the account owner or an authorized representative must submit a formal request through one of these methods:

1. In-app support: Log in to ResponsiBid and use the support chat.
2. Email: Send the request to support@symphosize.com from an email associated with the account or include enough information for us to verify authority.

A verbal discussion, stopping use, removing a payment method, uninstalling software, disputing a charge, or contacting an unrelated third party does not complete cancellation.

After receiving the request, ResponsiBid will send a Cancellation Request Form. The form must be completed and returned before cancellation becomes effective.

6. Effective cancellation date

Your cancellation becomes effective when ResponsiBid receives the completed Cancellation Request Form and can reasonably identify the account and the authority of the person submitting it. We will send confirmation after processing the completed form.

Billing continues until the completed Cancellation Request Form is received. If a renewal occurs before the completed form is received, that renewal is valid, non-refundable, and provides access for the newly paid Billing Interval.

After cancellation becomes effective:

• the subscription will not renew for another Billing Interval;
• you may continue using the Services through the end of the Billing Interval already paid, unless the account is suspended for another reason;
• no prorated refund or credit is issued for unused time; and
• access ends when the paid Billing Interval expires.

Example: If a monthly subscription renews on the 8th, the customer asks to cancel on April 20, and ResponsiBid receives the completed Cancellation Request Form on April 24, the cancellation is effective April 24. The customer retains access through May 8, and the subscription does not renew on May 8. If the completed form is not received until May 9, the May 8 renewal remains due and non-refundable, access continues through June 8, and the subscription does not renew again after that paid interval.

7. Refund policy

Except where applicable law requires otherwise or ResponsiBid expressly agrees in writing, all sales are final and payments are non-refundable. This includes:

• subscription charges for monthly, quarterly, annual, and other Billing Intervals;
• unused time after cancellation;
• periods in which an account was available but not used;
• setup, implementation, onboarding, configuration, and training-related fees;
• one-time add-ons or fulfilled services;
• pause fees;
• reactivation or reconnection fees; and
• past Billing Intervals.

Canceling in the middle of a paid Billing Interval does not create a partial refund. You may continue using the Services until that paid interval ends.

Failure to use the Services, failure to complete setup, staffing changes, seasonal changes, or dissatisfaction that has not been raised through support does not automatically create a refund right.

The 10-to-1 ROI Guarantee in Section 11 provides prospective account credits to qualifying customers. It is not a cash-refund program and does not change the refund rules above.

8. Failed and overdue payments

If a charge fails or an amount is overdue, ResponsiBid may retry the payment method, ask you to update billing information, restrict features, suspend access, or terminate the account.

You remain responsible for amounts incurred before suspension or termination. A suspension for nonpayment does not itself cancel the subscription or waive an outstanding balance.

9. Paid account pauses

An eligible paid account may be paused for up to four months within a rolling 12-month period at a fee of $50 per month.

A pause must be arranged with ResponsiBid support. It does not begin merely because the customer stops using the account.

While an account is paused:

• account data and configuration are maintained;
• existing automations remain in place and may continue running;
• the account cannot be used to create new bids;
• the $50 monthly pause fee continues; and
• the normal subscription fee is replaced by the pause fee for the approved pause period, unless written terms state otherwise.

A pause is not a cancellation and does not create a refund for charges already paid. At the end of the approved pause period, the account must resume a paid plan or complete the cancellation process. ResponsiBid may require updated payment information before reactivation.

10. Reactivation and canceled-account data

Reopening and reconnecting a canceled account is subject to a $25 reactivation fee for the administrative work required.

Reactivation is also subject to current plan availability, current pricing, payment of amounts due, and successful account and data recovery. Discounts or special offers from an earlier subscription do not carry forward unless ResponsiBid agrees in writing.

ResponsiBid does not guarantee retention or recoverability of canceled-account data after six months of inactivity. Customers are responsible for exporting information they need before access ends.

If a customer has requested cancellation more than three times during the life of the primary ResponsiBid account, the fourth reactivation requires an annual subscription paid in full in advance. This rule applies to the primary ResponsiBid account and is intended to cover repeated administrative reactivation and account-restoration work.

11. The 10-to-1 ROI Guarantee

ResponsiBid guarantees qualifying customers on every paid plan the opportunity to receive at least a ten-to-one return on their ResponsiBid investment over the applicable measurement period.

11.1 Measurement period

The guarantee is measured over the customer’s Billing Interval:

• monthly customers demonstrate results over a monthly interval;
• quarterly customers demonstrate results over a quarterly interval; and
• annual customers demonstrate results over an annual interval.

For this guarantee, “ROI” means documented additional booked revenue and documented savings in time or expense attributable to using ResponsiBid, compared with the ResponsiBid subscription fees paid for the same measurement period.

11.2 Qualification requirements

To qualify, the customer must:

1. Complete the certification, training, or guided setup process outlined by ResponsiBid so the account is configured to the customer’s satisfaction.
2. Use ResponsiBid to generate the company’s quotes, whether the quotes are prepared online, by phone, or in person.
3. Use ResponsiBid’s follow-up system in a meaningful and ongoing manner.
4. Keep the account in good standing and pay amounts due.
5. Provide reasonable records needed to evaluate booked revenue, use, time savings, and other claimed results for the applicable Billing Interval.
6. Work in good faith with ResponsiBid to identify and correct configuration, adoption, or workflow issues that may be limiting results.

11.3 How to request the guarantee

After the applicable Billing Interval ends, an eligible customer who believes the account did not produce the guaranteed return should contact support@symphosize.com and identify the account, measurement period, subscription fees paid, and available evidence of results.

ResponsiBid may review account configuration, training completion, quoting activity, follow-up usage, booked work, and documented savings to determine eligibility and the measured return.

11.4 Guarantee remedy

If ResponsiBid confirms that the customer met the qualification requirements but did not achieve the 10-to-1 return during the applicable Billing Interval, ResponsiBid will provide prospective account credits while working with the customer to improve the workflow until the account meets the guarantee criteria.

Guarantee credits:

• are applied to future ResponsiBid charges;
• have no cash value;
• are not a refund of past payments;
• are not transferable to another person or business; and
• require continued compliance with the qualification requirements.

The guarantee does not promise a particular number of sales, leads, jobs, or dollars independent of the customer’s pricing, lead volume, staff performance, market, implementation, and use of the Services.

12. Plan changes and add-ons

A plan change may alter the price, Billing Interval, included features, add-ons, and next billing date. Any amount due, credit, proration, or future schedule shown when you approve a plan change becomes part of your Order Terms.

One-time add-ons are charged once and do not alter future recurring fees unless expressly stated. Recurring add-ons renew with the applicable subscription or according to the schedule disclosed when selected.

Removing an add-on does not create a refund for an amount already charged or fulfilled.

13. Billing questions and charge concerns

If you believe a charge is incorrect, contact support@symphosize.com promptly with the account name, charge date, and concern. We will review the account and available records.

Contacting support does not extend a cancellation deadline or pause automatic renewal unless ResponsiBid confirms otherwise in writing. Nothing in this policy limits rights that cannot be waived under applicable law.

14. Changes to this policy

ResponsiBid may update this policy prospectively. If a change is material, we will provide reasonable notice through email, the Services, or another appropriate method. The version accepted at signup remains part of the evidence of what that customer agreed to at that time.

15. Contact

Cancellation and billing support:

• In-app support chat
• support@symphosize.com

Legal notices: