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PayablePilot

Terms of Service

Last updated: 2026-05-04

These Terms of Service (“Terms”) govern your access to and use of PayablePilot (“PayablePilot,” “we,” “us,” or “our”), provided through payablepilot.com and app.payablepilot.com(collectively, the “Service”). By creating an account, connecting an integration, or otherwise using the Service, you agree to be bound by these Terms.

1. The service

PayablePilot is an accounts-payable automation tool for bookkeeping firms and the businesses they serve. The Service reads invoice emails from connected mailboxes, extracts structured fields (vendor, amount, line items, project references, dates) using third-party AI, matches them against your accounting records, and prepares bills for your review and posting to QuickBooks Online or another supported accounting system. You remain solely responsible for reviewing each bill before posting and for the accuracy of your books.

2. Eligibility and accounts

You must be at least 18 years old and able to form a legally binding contract to use the Service. When you create an account, you agree to provide accurate information and to keep it current. You are responsible for safeguarding your password and for any activity under your account. Notify us promptly at support@payablepilot.com if you suspect unauthorized access.

PayablePilot supports a multi-tenant model where a bookkeeping firm (a “Firm”) manages one or more client businesses (each a “Business”). You may invite teammates to your Firm and clients to a Business. You are responsible for the actions of users you invite and for ensuring they have the rights to access the data exposed to them.

3. Authorization to access connected accounts

To deliver the Service, you may grant PayablePilot access to third-party accounts on your behalf, including but not limited to Gmail (read-only) and QuickBooks Online. By connecting an account, you represent that you have the authority to do so and you authorize PayablePilot to access, retrieve, and store information from that account as necessary to operate the Service. You may revoke access at any time from inside PayablePilot or from the third-party provider.

We do not modify or send mail on your behalf, and we do not initiate payments. Posting a bill to QuickBooks Online prepares the bill inside your accounting system; release of payment remains your responsibility and is performed inside QuickBooks (or by your bank).

4. Acceptable use

You agree not to:

  • Use the Service to violate any law, including tax, accounting, or privacy regulations applicable to you;
  • Connect mailboxes, accounting accounts, or other resources you do not have authority to access;
  • Upload, ingest, or process content that is unlawful, infringing, or that you do not have rights to;
  • Attempt to reverse-engineer, decompile, scrape, or otherwise interfere with the Service;
  • Probe, scan, or test the vulnerability of any system or network without our prior written consent;
  • Use the Service to develop a competing product;
  • Resell, sublicense, or otherwise commercialize the Service without our prior written consent.

We may suspend access without notice if your use poses a risk to other customers, our infrastructure, or violates these Terms.

5. Your data

As between you and PayablePilot, you retain all rights, title, and interest in the data you and the users you authorize submit to the Service (“Customer Data”). You grant us a limited, non-exclusive, worldwide license to host, process, and transmit Customer Data solely as needed to provide the Service to you, to maintain and improve the Service, and to comply with law.

We process Customer Data in accordance with our Privacy Policy, which is incorporated by reference into these Terms. You may export or request deletion of your data at any time by contacting support@payablepilot.com. Upon termination of your account we will delete Customer Data on the schedule described in the Privacy Policy.

6. Subprocessors and third-party services

We rely on the following third-party services to operate the Service. Each receives only the data strictly necessary to perform its function and is bound by its own terms and security obligations:

  • Supabase— database, authentication, and file storage.
  • Vercel— application hosting.
  • Anthropic— AI-driven invoice field extraction. Submitted documents are not used by Anthropic to train its models.
  • Google (Gmail API)— read-only access to mailboxes you connect, used solely to retrieve invoice emails.
  • Intuit (QuickBooks Online)— OAuth connection used to read accounting reference data and create bills you authorize.

Use of QuickBooks Online is also subject to Intuit’s own terms. Use of Gmail is subject to Google’s terms. PayablePilot’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

7. Intellectual property

The Service, including its software, design, copy, and trademarks, is owned by PayablePilot and is protected by intellectual property laws. We grant you a limited, revocable, non-exclusive, non-transferable license to access and use the Service in accordance with these Terms. We retain all rights not expressly granted.

If you provide feedback, suggestions, or feature requests (“Feedback”), you grant us a perpetual, irrevocable, royalty-free license to use the Feedback for any purpose without obligation to you.

8. Fees, billing, and trials

During the early-access period, the Service is provided at the price quoted in your sign-up flow, invitation, or order form, which may be free. Once paid plans are introduced, applicable fees and billing terms will be presented to you for acceptance before any charge is made. We will provide at least 30 days’ notice before any pricing change takes effect for your account, and you may cancel before the change takes effect.

9. Confidentiality

Each party agrees to use the other party’s confidential information solely to perform under these Terms and to protect it with the same degree of care it uses to protect its own confidential information of similar importance, but in no event with less than reasonable care.

10. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR ACCURACY OF DATA. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT EXTRACTED INVOICE FIELDS WILL BE 100% ACCURATE. YOU REMAIN SOLELY RESPONSIBLE FOR REVIEWING EACH BILL BEFORE IT IS POSTED TO YOUR ACCOUNTING SYSTEM AND FOR THE ACCURACY OF YOUR FINANCIAL RECORDS.

11. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PAYABLEPILOT’S AGGREGATE LIABILITY FOR ANY CLAIM ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE GREATER OF (A) THE FEES YOU PAID TO US FOR THE SERVICE IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS ($100). IN NO EVENT WILL EITHER PARTY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOST REVENUE, OR LOSS OF DATA, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THESE LIMITATIONS APPLY REGARDLESS OF THE LEGAL THEORY OF THE CLAIM.

12. Indemnification

You agree to indemnify and hold PayablePilot, its officers, directors, employees, and agents harmless from and against any claims, damages, liabilities, losses, and expenses (including reasonable attorneys’ fees) arising out of or related to (a) your violation of these Terms, (b) your violation of any law or third-party right, or (c) your Customer Data or use of the Service in a manner not authorized under these Terms.

13. Termination

You may stop using and delete your account at any time. We may suspend or terminate your access if you breach these Terms, if your use endangers the integrity or security of the Service, or if we are required to do so by law. Upon termination, your right to use the Service ceases immediately and we will delete or return Customer Data in accordance with our Privacy Policy.

Sections 5 (Your data), 7 (Intellectual property), 10 (Disclaimers), 11 (Limitation of liability), 12 (Indemnification), and any other provision that by its nature should survive will survive termination.

14. Modifications to the service or these terms

We may modify the Service or these Terms from time to time. For material changes, we will provide notice by email to the address associated with your account or by an in-app notice at least 15 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms. If you do not agree, your sole remedy is to stop using the Service before the changes take effect.

15. Governing law and dispute resolution

These Terms are governed by the laws of the State of Delaware, U.S.A., without regard to its conflict-of-laws principles. The state and federal courts located in Delaware will have exclusive jurisdiction over any dispute arising out of or relating to these Terms or the Service, and each party waives any objection to venue in those courts. The U.N. Convention on Contracts for the International Sale of Goods does not apply.

16. General

These Terms, together with our Privacy Policy, constitute the entire agreement between you and PayablePilot regarding the Service and supersede any prior agreements. If any provision is found unenforceable, the remaining provisions will remain in effect. Our failure to enforce any provision is not a waiver. You may not assign these Terms without our prior written consent; we may assign them in connection with a merger, acquisition, or sale of assets. Notices to you may be sent to the email address associated with your account; notices to us must be sent to support@payablepilot.com.

17. Contact

Questions about these Terms? Contact us at support@payablepilot.com.