Terms of Service

1. Agreement and eligibility

These Terms of Service (the “Terms”) are an agreement between you and PaidQuill (“PaidQuill,” “we,” “us,” or “our”). If you use the Service for a business or other organization, “you” includes that organization, and you represent that you have authority to bind it.

You must be legally capable of entering into this agreement and must use the Service only in compliance with applicable law. The Service is intended for business use and not for children.

2. The Service

PaidQuill helps organizations import and manage invoice information, calculate accounts-receivable balances and aging, record payments, prepare statements, and review or send reminders. We may improve, add, modify, or discontinue features from time to time. We will use reasonable efforts to avoid materially reducing paid functionality during a current subscription term.

PaidQuill does not process, hold, or transfer funds. Payment records in the Service are bookkeeping records supplied by you. PaidQuill is not an accounting firm, law firm, collection agency, tax adviser, or payment processor, and the Service does not provide professional advice.

Automated extraction, OCR, and AI-assisted features may be incomplete or wrong. You must review imported fields, calculations, recipient details, and message content before relying on or sending them.

3. Accounts and workspace administration

You must provide accurate account information and keep it current. You are responsible for safeguarding credentials, restricting account access, and all activity under your workspace except to the extent caused by our breach of these Terms.

Workspace administrators may invite or remove members, assign roles, access workspace content, and control settings. Your organization is responsible for its administrators and users. Notify us promptly at privacy@paidquill.com if you suspect unauthorized access.

4. Customer Data

“Customer Data” means information, files, documents, message content, and other material that you or your users submit to the Service, including information about your customers, invoices, and payments. As between you and PaidQuill, you retain ownership of Customer Data.

You grant PaidQuill a limited, non-exclusive licence to host, copy, process, transmit, display, and otherwise use Customer Data only as needed to provide, secure, support, and improve the Service and to meet our legal obligations. This licence ends when the data is deleted from our systems, subject to reasonable backup and legal-retention periods.

You represent that you have all rights, permissions, notices, and lawful bases needed for PaidQuill to process Customer Data under these Terms. You are responsible for its accuracy, legality, and your instructions about it. Our Privacy Policy explains how we handle personal information.

5. Reminders and electronic communications

You—not PaidQuill—are the sender of reminders, statements, and other communications sent through your workspace. You control the recipients, timing, content, sender identity, and sending rules. You are responsible for reviewing messages and ensuring that each communication is accurate, appropriate, and lawful.

You must comply with anti-spam, privacy, consumer-protection, debt-collection, and other communications laws that apply to you and your recipients. Where required, this includes obtaining consent, identifying the sender, providing valid contact information, honouring opt-outs, and keeping appropriate records. You may not use PaidQuill to harass, deceive, threaten, shame, or unlawfully pressure any person.

Delivery estimates and status signals can be affected by recipient systems and third-party email providers. We do not guarantee delivery, receipt, or response.

6. Acceptable use

You may not, and may not help anyone else to:

• use the Service unlawfully, fraudulently, or to infringe another person’s rights;
• upload malware or content designed to disrupt, damage, or gain unauthorized access to systems;
• probe, scan, or test vulnerabilities except through a program we expressly authorize;
• circumvent usage limits, access controls, tenant separation, or security measures;
• reverse engineer the Service except where applicable law prohibits that restriction;
• send spam or deceptive, abusive, or unlawful communications; or
• use the Service to build or benchmark a competing product without our written permission.

We may investigate suspected misuse and take proportionate steps to protect the Service and its users.

7. Fees, billing, and taxes

If you purchase a paid plan, the fees, billing period, limits, and renewal terms shown at checkout or in an order form apply. Unless stated otherwise, fees are in the displayed currency, exclude applicable taxes, and are non-refundable except where required by law or expressly stated in the purchase terms.

You authorize us and our billing providers to charge the payment method you provide. You may cancel renewal as described in your account or order form; cancellation takes effect at the end of the current paid period. We may change prices for a future renewal by giving reasonable advance notice.

8. Third-party services

The Service may interoperate with third-party hosting, storage, email-delivery, OCR, AI, and other providers. Their services may be governed by separate terms. We are not responsible for third-party services you independently choose or connect, but we remain responsible for our obligations when we use service providers to operate PaidQuill.

9. Confidentiality and security

Each party may receive non-public information that the other identifies as confidential or that reasonably should be understood to be confidential. The receiving party will use it only to perform under these Terms, protect it with reasonable care, and disclose it only to people who need it and are bound by confidentiality obligations, or when legally required.

We maintain reasonable administrative, technical, and organizational safeguards designed to protect Customer Data. No online service is completely secure, and you acknowledge the inherent risks of transmitting and storing information electronically.

10. Intellectual property and feedback

PaidQuill and its licensors own the Service, including its software, design, documentation, and branding. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable right to access and use the Service during your account or subscription term.

If you give us feedback, you grant us a perpetual, worldwide, royalty-free right to use it without restriction or obligation to you. We will not identify you publicly as the source without permission.

11. Suspension and termination

You may stop using the Service at any time. We may suspend or terminate access if you materially breach these Terms, create a security or legal risk, fail to pay undisputed fees when due, or use the Service in a way that may harm PaidQuill, our providers, or others. Where practical, we will give notice and an opportunity to cure.

After termination, your right to use the Service ends. Subject to technical feasibility and legal restrictions, we will provide a reasonable opportunity to export Customer Data before deletion. Sections that by their nature should survive termination will survive, including ownership, disclaimers, liability limits, indemnity, and general terms.

12. Warranties and disclaimers

We will provide the Service with reasonable care and skill. Except for that express commitment and to the maximum extent permitted by law, the Service is provided “as is” and “as available.” We disclaim implied warranties of merchantability, fitness for a particular purpose, title, non-infringement, and uninterrupted or error-free operation.

You are responsible for verifying invoice data, balances, tax treatment, payment status, communications, exports, and business decisions. Nothing in these Terms excludes warranties or rights that cannot lawfully be excluded.

13. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for indirect, incidental, special, exemplary, punitive, or consequential damages, or for lost profits, revenue, business, goodwill, or data, arising from these Terms or the Service, even if advised that they were possible.

To the maximum extent permitted by law, each party’s total aggregate liability arising from these Terms or the Service will not exceed the greater of (a) the fees you paid to PaidQuill for the Service in the 12 months before the event giving rise to the claim and (b) CAD $100.

These limits do not apply to fraud, wilful misconduct, infringement or misappropriation of the other party’s intellectual property, your payment obligations, your indemnity obligations, or liability that cannot be limited by law.

14. Indemnity

You will defend and indemnify PaidQuill and its personnel against third-party claims, damages, and reasonable costs arising from your Customer Data, your communications, your unlawful or unauthorized use of the Service, or your material breach of these Terms. We will promptly notify you of a covered claim and reasonably cooperate at your expense. You may not settle a claim in a way that admits fault by or imposes obligations on PaidQuill without our written consent.

15. General terms

Governing law. These Terms are governed by the laws of Québec and the federal laws of Canada applicable there, without regard to conflict-of-law rules. The courts of Québec will have exclusive jurisdiction, except where applicable law requires otherwise.

Language. A French version of these Terms is available. Where Québec law applies, it must be made available before you may expressly choose to be bound by the English version. If you make that choice, you confirm the following: Les parties demandent expressément que la présente convention ainsi que les documents qui s’y rattachent soient rédigés en anglais, après avoir pris connaissance de sa version française.

Changes. We may update these Terms. If a change materially reduces your rights, we will provide reasonable notice through the Service, by email, or on this page. Continued use after the effective date means you accept the updated Terms.

Assignment. You may not assign these Terms without our consent. We may assign them as part of a merger, acquisition, reorganization, or sale of assets, or to an affiliate, provided the assignee assumes our obligations.

Notices and interpretation. Notices may be delivered electronically. These Terms, the Privacy Policy, and any applicable order form are the entire agreement about the Service. If an order form conflicts with these Terms, the order form controls for that transaction. A failure to enforce a provision is not a waiver. If a provision is unenforceable, the remainder stays in effect. The parties are independent contractors.

16. Contact

Questions or legal notices about these Terms may be sent to: