Partner Terms

Last updated: October 2026 · Headwaters Steam LLC, Bozeman, Montana

These terms apply to approved property management and commercial partner accounts of Headwaters Steam LLC (“we,” “us”). They work together with our Terms of Service, which cover everything not addressed here. By applying for a partner account or booking through the partner page, you agree to them.

1. Approval and access codes

Partner accounts are approved at our discretion. Your access code is unique to your company. Keep it confidential and share it only with people on your property management team, never with outsiders. You are responsible for bookings made with it. Tell us right away if it is lost or shared by mistake, and we will replace it.

2. Pricing

Published partner rates are guaranteed through December 31, 2026. After that, changes take effect with 30 days notice, and bookings already confirmed keep their price.
Billing is by carpeted room, using the details you give us when you book. Hard floor areas are neither cleaned nor charged.
Reach-in closets are included with the room they belong to, and a small coat closet is included with its hallway. A closet or small room you can walk into, at least two steps inside, is charged as a walk-in closet. If it is about the size of a typical bedroom, it counts as a carpeted area.
Areas are counted by room, and each room counts as at least one area. One room counts as one area up to about 300 sq ft (28 m²). A larger room counts as two areas up to about 600 sq ft (56 m²), three areas up to about 900 sq ft (84 m²), and so on. We count by room, not by total floor area. In open floor plans, each carpeted space that works as its own room, such as the living room and the dining area, counts as a separate area, even when the combined space is under 300 sq ft. We measure at the walkthrough and tell you before we start.
Each service area has a minimum charge. When the total for a visit is below it, the minimum applies. Communities not listed are priced by distance from Bozeman and confirmed before booking.
Treatments listed as “from” are set after inspection, and we tell you the price before we proceed.

3. Booking and same-day service

Book online on the partner page with your access code. You can book several units, and same-day visits, when the schedule has openings and the time starts at least 2 hours from now. If you cannot find a time, text us and we will look at an emergency same-day visit.

4. Access and keys

Providing a lockbox code, keypad code, leasing office instructions or other access details authorizes us to enter the unit for the scheduled service without you present. The unit must be vacant.
If you do not have a lockbox or keypad, we can pick up the keys at a location you choose. There is no fee when the pickup location is in Bozeman, in Belgrade, or in the same city as the job. Other locations may carry a fee that we agree with you in advance.
We usually pick up keys the morning of the service, or right after the previous job on that day, and we return them to the agreed place as arranged.
Our equipment needs water and power at the unit. It plugs into two outlets in different rooms so the breaker does not trip, so please tell us if any outlet is fine. Any faucet works for water; hot water speeds up the job but is not required. Tell us where to connect in the booking notes.
We move up to 5 light items per room, such as books, toys or a chair, each up to about 11 lb (5 kg), if there is a place to put them. Please leave the rooms organized and the floor clear. We do not move larger amounts, items in bags, containers, boxes or stacks, or heavy furniture such as tables, sofas, heavy chairs, desks and cabinets. If items can't be cleared, we clean only the areas our equipment can reach, and the price reflects the area cleaned.

5. Walkthrough, rooms and price corrections

Our walkthrough at the start of every job records the condition of the unit and confirms the carpeted rooms, with photos.
If we find more or fewer carpeted rooms than booked, we contact you by text and email before starting the affected areas. If there are fewer, your invoice reflects the lower price.
We begin with the areas you booked and check for your reply again before starting each extra area. If we cannot reach you within 30 minutes, we may clean up to 2 extra carpeted areas at the published partner rates. Anything beyond that, and any quote for a large stain, waits for your approval and may be scheduled as a separate visit.
We keep a record of our messages, call attempts and photos of the extra areas.

6. Cancellations and no shows

Please give at least 24 hours notice to cancel or reschedule. For bookings made less than 24 hours before the start time, please give at least 2 hours notice. If we cannot access the unit and have not heard from you, the visit may be treated as a late cancellation. Repeated late cancellations or no shows may lead us to ask for payment before future bookings.

7. Stains, damage and results

Standard spot treatment is included on every job for ordinary spots such as food, drink, mud and traffic marks. Everything else is an extra.
Heavy stain extraction (wine, dye, rust, grease, wax) is priced by size: $25 for a stain up to 12 in (30 cm) across, $45 from 12 to 24 in (30 to 60 cm), and larger stains are quoted after inspection and approved before we start. Pet urine and odor treatment is $40 per area.
If a heavy stain treatment does not remove the stain, we remove that treatment fee on request.
The cleaning service is billed in full whether or not a stain comes out. Some stains, including bleach, acid, permanent dye, rust and urine that has reached the backing, can be difficult or impossible to remove. We give every job our best effort, but we cannot promise miracles.
When a stain or damage is permanent or may need the carpet to be replaced, we document it with photos. What to do about it is a matter between you and your tenant or owner.
We note the condition of the unit at the walkthrough and are not responsible for pre-existing damage, weak backing or loose seams.

8. Touch-up guarantee

If a completed unit does not pass your move-in inspection, tell us within 48 hours, with a description or photos, and we return once to re-clean the affected area at no charge. The guarantee does not cover new damage after our service, permanent stains as described in Section 7, or areas outside the agreed scope.

9. Photos and documentation

We take before photos at the walkthrough and after photos at our final quality check, and deliver them with your receipt or invoice. They are shared only with your account and are not used for marketing without your permission. We keep them available for 90 days, and we may keep them for up to 12 months without a guarantee of access. Please download the photos and receipts you need for your records at the time of service.

10. Billing and payment

You receive an itemized receipt after every job.
Billing is monthly by default: we send one statement on the 1st for the previous month’s jobs, and payment is due by the 15th. If you prefer, we invoice each job on Net 30 terms. You choose your preference when you apply and can change it by telling us.
We accept ACH or electronic bank transfer, check or cash, with no limit on the amount. Zelle is accepted for invoices of up to $1,000. We do not accept credit or debit cards or Venmo on partner invoices, and we never add a processing fee. Each invoice or monthly statement is paid in full and is not split into several payments. Payment instructions are available in the Documents section of your partner account.
We follow up on balances that are past due. When a balance is more than 30 days past due, we may require payment at the time of service until it is paid.

11. Safety and scope

We may decline, pause or reschedule a job when conditions are unsafe or outside the agreed scope, such as biohazards, visible mold or water damage, pest infestation or structural hazards. We always explain why and work with you on next steps.

12. Insurance

Headwaters Steam LLC is licensed, bonded and insured, with commercial general liability coverage of $1,000,000 per occurrence and $2,000,000 general aggregate, and commercial auto insurance of $500,000 per accident on our service vehicle. Approved partners can download our certificates of insurance in the Documents area of the partner page, and we send a W-9 by email on request. We can request a certificate in your company’s name through the request form in your partner account. Additional insured status is available when your written agreement requires it, subject to our insurer’s approval, and we will tell you the timing when you ask. Headwaters Steam LLC is owner operated and has no employees at this time, so there is no workers’ compensation policy in place; we will add it when we hire.

13. Limit of liability

To the extent permitted by law, our liability for any claim related to a service is limited to the amount charged for that service.

14. Independent contractor

We are an independent contractor. Nothing in these terms makes us an employee, agent or partner in the legal sense of your business.

15. Changes and governing law

We give 30 days notice of changes to these terms. Montana law applies to them.

16. Contact

Questions about these terms? Reach us at andrew@headwaterssteam.com or text (406) 600-3321.