Terms of Service

These Terms of Service (the “Terms”) govern your use of BillGuardRail’s website, applications, and related services (collectively, the “Service”). By creating an account, starting a trial, connecting a QuickBooks Online company, purchasing a subscription, or otherwise using the Service, you agree to these Terms.

If you use the Service on behalf of a company, client, or other organization, you represent that you have authority to accept these Terms on its behalf. In that case, “you” and “your” refer to that organization and its authorized users.

1. Service description

BillGuardRail is a bill-monitoring and audit-history tool for QuickBooks Online. The Service monitors bill create and update activity and may identify or alert you about exceptions, including bills above configured thresholds, possible duplicate bills, new high-value vendors, and changes made after review.

BillGuardRail is not a payment platform, payment verification system, approval workflow, accounting system, fraud-detection service, insurance product, legal service, tax service, or audit service. It does not approve, block, pay, verify, edit, or otherwise act on bills in QuickBooks Online. It does not monitor, alert on, or verify bill payments or payment status. You remain responsible for reviewing bills, maintaining accounting controls, authorizing payments, and deciding whether to act on any alert or exception.

2. Accounts and authority to connect companies

You must provide accurate account information and keep your login credentials secure. You are responsible for activity occurring through your account and for authorized users of your account.

You represent and warrant that you are authorized to connect each QuickBooks Online company to BillGuardRail and to authorize BillGuardRail to access the QuickBooks Online data available through that connection. If you use the Service for a client or another organization, you are responsible for obtaining all permissions, notices, and consents required for your use of the Service and the connection of that company.

You may not connect a QuickBooks Online company that you are not authorized to access or monitor.

3. Plans, trials, billing, and renewals

BillGuardRail currently offers the following plans:

An active QuickBooks Online company is a company connected to BillGuardRail with monitoring enabled. Disconnecting a company releases that company’s plan slot.

A 30-day free trial may be available. Unless we state otherwise when you start the trial, the trial provides Standard-plan access and permits one active QuickBooks Online company. Connecting additional companies requires Bookkeeper-plan entitlement. Choosing Bookkeeper during a trial ends the free trial and starts paid Bookkeeper billing when Checkout completes.

Paid subscriptions are billed in advance at the monthly or annual interval you select. Annual subscriptions are charged upfront for the year. Annual prices currently reflect an approximately 17% discount compared with twelve monthly payments, which is equivalent to about two months free.

Subscriptions renew automatically at the selected interval unless you cancel before the renewal date. You authorize BillGuardRail and its payment processor, Stripe, to charge the applicable subscription fees, taxes, and other authorized amounts using your selected payment method.

We may change subscription prices for future renewal periods by giving notice before the change takes effect. A price change will not alter the price of an already-paid annual subscription term.

4. Payment failures, plan changes, and refunds

If a payment fails, your subscription becomes past due, or we cannot collect payment, we may suspend or restrict monitoring, access, or features until payment is resolved. We may also cancel the subscription as permitted by our payment processor and applicable law.

If you change from Bookkeeper to Standard while more than one QuickBooks Online company remains connected, BillGuardRail will not automatically disconnect those companies. Monitoring seats are limited to your plan: the oldest connected companies keep monitoring up to your plan limit; additional connected companies are not monitored until you disconnect them or upgrade again.

Except where required by applicable law or expressly stated at purchase, subscription fees are non-refundable and we do not provide prorated refunds for unused time after cancellation. We may issue refunds or credits at our discretion.

5. Cancellation, read-only access, archival, and deletion

You may cancel a subscription through the available billing or customer-portal controls. If you cancel, your paid monitoring remains active through the end of the current paid billing period or trial, unless we state otherwise at the time of cancellation.

After cancellation becomes effective, BillGuardRail stops monitoring connected QuickBooks Online companies. This includes new synchronization, reconciliation, exception generation, alert delivery, connection additions, and monitoring-related changes.

After cancellation becomes effective, you may view your historical BillGuardRail data in read-only form for 30 days. We then archive the data for up to 180 additional days. After the archive period, we delete or anonymize the data, subject to applicable law, security and fraud-prevention needs, dispute-resolution needs, and residual copies in routine backups that are removed on their normal backup-retention schedule.

A canceled subscription does not continue as a free one-company monitoring plan.

6. QuickBooks Online and third-party services

The Service integrates with third-party services, including QuickBooks Online and Stripe. The Service’s availability, timing, completeness, and accuracy may depend on third-party systems, internet connectivity, API availability, webhook delivery, account permissions, data supplied by QuickBooks Online, and other factors outside our control.

BillGuardRail does not control QuickBooks Online, Stripe, email providers, hosting providers, or other third parties. We are not responsible for third-party service interruptions, API changes, data inaccuracies, delayed or missed webhooks, payment-processor failures, email-delivery failures, or other third-party acts or omissions.

Your use of third-party services is subject to the applicable third party’s terms, policies, and permissions.

7. Acceptable use

You may use the Service only in compliance with these Terms and applicable law. You may not:

• Connect or monitor a QuickBooks Online company without authorization.
• Use the Service to violate law, infringe another person’s rights, or breach a duty owed to a client or other party.
• Interfere with, disrupt, overload, probe, or attempt unauthorized access to the Service, its systems, or another customer’s data.
• Circumvent plan limits, billing controls, authentication, authorization, or technical restrictions.
• Introduce malicious code or use the Service to distribute malware, spam, or harmful material.
• Reverse engineer, decompile, or attempt to extract source code from the Service except to the extent such restriction is prohibited by applicable law.
• Use the Service in a manner that creates a security, legal, or operational risk for BillGuardRail or other users.

We may suspend or terminate access if we reasonably believe you have violated these Terms, used the Service unlawfully, created a security risk, failed to pay amounts due, or otherwise misused the Service.

8. Service changes and availability

We may modify, suspend, or discontinue all or part of the Service from time to time. We will use reasonable efforts to provide notice of material changes that adversely affect paid subscribers, but we are not obligated to maintain every feature indefinitely.

We may perform maintenance, updates, security work, and changes needed to operate or improve the Service. These activities may temporarily affect availability or performance.

9. Intellectual property

BillGuardRail and its licensors retain all right, title, and interest in and to the Service, including its software, design, content, trademarks, and documentation. Subject to these Terms and your payment of applicable fees, BillGuardRail grants you a limited, non-exclusive, non-transferable, non-sublicensable right to use the Service during your subscription or trial term.

You retain your rights in the data you provide to or connect through the Service. You grant BillGuardRail a limited right to process that data only as necessary to provide, secure, support, maintain, and improve the Service, consistent with our Privacy Policy and applicable law.

10. Disclaimers and limitation of liability

The Service is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, BillGuardRail disclaims all warranties, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy, and uninterrupted or error-free operation.

We do not guarantee that every bill, bill change, possible duplicate, exception, alert, QuickBooks event, email, or other condition will be detected, delivered, reviewed, or available without delay or error. You are responsible for reviewing bills before payment and for maintaining appropriate accounting, approval, security, and payment controls.

To the maximum extent permitted by law, BillGuardRail and its owners, officers, employees, contractors, and suppliers will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, data, business opportunities, goodwill, or payment losses, arising from or relating to the Service or these Terms.

To the maximum extent permitted by law, BillGuardRail’s total liability for all claims arising from or relating to the Service or these Terms will not exceed the amount you paid to BillGuardRail for the Service during the twelve (12) months before the event giving rise to the claim, or one hundred U.S. dollars ($100) if you paid no fees.

Some jurisdictions do not allow certain warranty disclaimers or liability limitations. Nothing in these Terms limits rights or remedies that cannot legally be limited.

11. Indemnification

To the maximum extent permitted by law, you will defend, indemnify, and hold harmless BillGuardRail and its owners, officers, employees, contractors, and suppliers from claims, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising from or related to your unauthorized connection of a QuickBooks Online company, your data, your use of the Service in violation of these Terms or applicable law, or a dispute between you and a client or other third party for whom you use the Service.

12. Changes to these Terms

We may update these Terms from time to time. If we make a material change, we will provide reasonable notice through the Service, by email, or by updating the “Last updated” date above. Your continued use of the Service after the updated Terms become effective means that you accept the updated Terms.

13. Governing law and venue

These Terms are governed by the laws of the State of South Carolina, excluding its conflict-of-law rules. Any dispute arising from or relating to these Terms or the Service will be brought exclusively in the state or federal courts located in South Carolina, except where applicable law requires otherwise.

14. Contact

Questions about these Terms or the Service may be sent to support@billguardrail.com.

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