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Read our Cookie PolicyLast updated: September 28, 2026
Please read these Terms of Service ("Terms") carefully before using the QuotePilot application ("Service"). By creating an account or using the Service, you agree to be bound by these Terms.
By accessing or using the Service, you agree to these Terms and our Privacy Policy. If you do not agree to any part of these Terms, you may not access or use the Service.
QuotePilot is a software-as-a-service (SaaS) platform that helps trade businesses generate quotes, manage pricing, and communicate with customers. The Service includes the following features:
The Service is provided on a subscription basis with different plan tiers offering different features and capabilities.
You must provide accurate and complete information when creating an account. You are responsible for maintaining the security of your account credentials and for all activities that occur under your account.
You must be at least 18 years old to use the Service. By using the Service, you represent that you have the legal capacity to enter into these Terms.
Business Use. The Service is designed for business and commercial use. You represent that you are using the Service for business purposes and not as a consumer for personal, household, or family purposes. Consumer protection laws that do not apply to business-to-business transactions may not apply to you.
Mailing List. When you create an account, you are automatically subscribed to our marketing mailing list so we can send you product updates, tips, and promotional offers. You may unsubscribe at any time using the unsubscribe link included in every marketing email, or by visiting our unsubscribe page. Unsubscribing from the mailing list does not affect your account access or transactional emails related to your subscription.
Your Content. You retain ownership of all content you create or upload to the Service, including business profiles, pricing sheets, calculators, quotes, customer contacts, and any files you import. You grant us a limited license to use your content solely as necessary to provide the Service to you, including generating documents, delivering quotes, and processing imported files.
Lawful Use of Customer Data. You are solely responsible for the customer information you enter, upload, or import into the Service. You represent that you have the lawful right to collect, store, and use any personal data (such as names, email addresses, and phone numbers) you add to your directory or import from a file, and that you have obtained any necessary consents and provided any required notices to those individuals under applicable privacy laws.
Bulk Import. When you import a file of contacts, you are responsible for ensuring the file is accurate and that you have the rights to import and use every contact it contains. You are responsible for the consequences of importing incorrect, outdated, or unauthorized data.
Communications to Customers. When you use follow-up reminders, the Service sends reminder messages to you on your behalf. You are responsible for ensuring you have the right to contact each recipient and for complying with all applicable anti-spam and electronic communications laws (for example, CAN-SPAM and similar laws). You are responsible for the content of any communication generated or sent through the Service.
Payment Links. When you add a third-party payment link (such as Stripe, PayPal, or Square) to your business profile, you are responsible for setting up, maintaining, and complying with the terms of that payment provider. The Service only displays the link you provide and does not process or hold any customer payments on your behalf. You are responsible for ensuring any payment link you add is safe, valid, and your own.
You may publish calculators to shareable public links. When lead capture is enabled, visitors who use your public calculator may submit their name, contact details, and selections. Those submissions are stored as leads in your account.
You are responsible for any public calculator you publish, including the pricing and information shown, and for obtaining any consents required to collect information from visitors through your public links. We may review or disable a public calculator that we believe violates these Terms or applicable law.
Some features use artificial intelligence to help generate or suggest quote content, descriptions, or estimates. AI-generated content is a starting point and may be incomplete, inaccurate, or inappropriate for your situation. You must review and verify all AI-generated content before sending it to a customer or relying on it for pricing. We make no guarantees about the accuracy, completeness, or suitability of any AI-generated content, and you are solely responsible for any quote or document you produce using the Service.
Subscription Plans. The Service offers paid subscription plans. Each plan's features, limitations, and pricing are displayed on the billing page within the Service.
Free Trial. We may offer a free trial for a limited time. Trial access is limited to one trial per person, business, and email address. Creating multiple accounts or using multiple email addresses to obtain additional trials is strictly prohibited and constitutes a violation of these Terms. We reserve the right to terminate any account that we believe was created to abuse the free trial. Trial access is subject to availability and may end or change at any time. When a trial ends, access to paid features is removed unless you subscribe.
Billing Cycle. Subscriptions are billed on a monthly or annual basis, depending on your selected billing cycle. Payment is processed through our third-party payment provider (Base44 Payments).
Auto-Renewal. Subscriptions automatically renew at the end of each billing cycle unless you cancel before the renewal date. You can cancel your subscription at any time from the billing page within the Service.
Price Changes. We reserve the right to change subscription pricing at any time. Price changes will take effect at the start of your next billing cycle following notice. We will notify you of any price change via email or in-app notification before it takes effect. If you do not agree to the new pricing, you may cancel your subscription before the renewal date.
Refund Policy. All subscription payments are final and non-refundable. Once you purchase a paid plan (Basic or Pro), no refunds are provided for the current billing period. To stop future charges, you must cancel your subscription before the next renewal date — cancellation takes effect at the start of the next billing cycle, and you will retain access to your plan's features until the end of the period you have already paid for. No partial or prorated refunds are issued for partial billing periods. If you have not cancelled, your subscription will automatically renew and your payment method will be charged again at the start of each new billing cycle. Refunds may only be issued where explicitly required by applicable law. EU/UK consumers: you have a 14-day right to withdraw from a digital content purchase; by completing checkout and accessing the Service, you expressly consent to immediate delivery of the digital content and waive that 14-day right, as permitted by applicable law — no refunds are provided.
Chargebacks and Payment Disputes. If you believe a charge is unauthorized or in error, you must contact us through the Support feature or at info@quotepilot.software before initiating a chargeback or payment dispute with your bank or card issuer. Initiating a chargeback without first contacting us may result in immediate account suspension and the loss of access to your data. We reserve the right to dispute any chargeback that we believe is fraudulent, abusive, or made in bad faith, and to recover any amounts owed, including through collection agencies or legal action.
Construction Setup Fee. Construction and interior design accounts are subject to a one-time, non-refundable setup fee of $130 (USD), charged only on your very first paid subscription. This fee is the same regardless of which plan (Basic or Pro) or billing cycle (monthly or annual) you start on. It covers account configuration and onboarding costs and is never charged again — not on upgrades, downgrades, or billing-cycle switches. If you start on a lower-cost plan and later upgrade, no additional setup fee is charged, and no refund or credit is owed for the difference between the setup fee you paid and what a higher-plan starter would have paid. The setup fee is non-refundable even if you cancel your subscription during the billing period.
Plan Changes and Billing-Cycle Switches. You may switch between plans (Basic ↔ Pro) or billing cycles (monthly ↔ annual) at any time from the Billing page. When you switch, a new subscription is created and your previous subscription is canceled (auto-renewal turned off). You will retain access to your previous plan's features until the end of the billing period you have already paid for. Upgrading from Basic to Pro starts a new Pro subscription immediately — the remaining balance on your Basic plan is not refunded or credited toward the Pro plan. Downgrading from Pro to Basic or switching billing cycles on the same plan grants a free trial equal to the remaining days on your current subscription, so you are not double-charged; your new billing begins only after that trial ends.
Taxes. You are responsible for any sales, use, value-added (VAT), goods and services (GST), or similar taxes applicable to your subscription in your jurisdiction, except where the law requires us to collect and remit such taxes. If we are required to collect tax in your jurisdiction, the tax will be added to your charge at checkout. You are responsible for providing accurate tax information, including any exemption certificates, and for any tax liabilities arising from your use of the Service or the quotes, invoices, or documents you generate through it.
Right to Modify Features. We continuously improve the Service and reserve the right to add, remove, or modify features, functionality, and capabilities at any time without prior notice.
Plan-Specific Access. We reserve the right to modify which features are included in each subscription plan, including adding features to higher-tier plans, moving features between plans, or introducing new plan tiers. Such changes will take effect at the start of your next billing cycle.
Usage Limits. Plans may include usage limits (e.g., number of quotes per month, number of calculators, or number of contacts). We reserve the right to adjust these limits at any time. Changes to usage limits will take effect at the start of your next billing cycle.
No Guarantee of Specific Features. The availability of specific features is not guaranteed and may change as the Service evolves. We are not liable for any disruption to your business caused by feature changes.
You agree not to:
The Service, including its software, design, features, and content, is owned by us and protected by intellectual property laws. You retain ownership of all content you create using the Service (quotes, pricing sheets, business profiles, customer data, etc.).
You grant us a limited license to use your content solely as necessary to provide the Service to you, including generating documents, delivering quotes, processing imported files, and sending reminders.
The Service integrates with and relies on third-party services for payment processing, email delivery, AI generation, file storage, and other functions. We are not responsible for the actions, failures, or policies of these third-party services. Any payment link provider you connect (such as Stripe, PayPal, or Square) is a separate relationship between you and that provider. Any issues with third-party services should be addressed directly with the respective provider.
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED. We do not warrant that the Service will be uninterrupted, error-free, secure, or that it will meet your specific requirements.
The Service is a business tool and is not a substitute for professional business, legal, tax, or financial advice. You should consult qualified professionals for such advice.
Any reliance on the Service, including AI-generated content, quotes, pricing, or reminders, is at your own risk. We make no guarantees regarding the quality, accuracy, or fitness for purpose of any content generated through the Service.
High-Risk Activities. The Service is not designed or intended for use in activities where failure could lead to death, personal injury, or severe physical or environmental damage (including but not limited to structural engineering, electrical work, plumbing, or any work requiring permits, inspections, or professional licensure). You are solely responsible for ensuring that any quotes, estimates, or documents produced through the Service are reviewed by a qualified professional before being relied upon for any construction, engineering, or safety-critical work. We are not liable for any damages arising from the use of the Service in such activities.
Service Availability. While we strive to maintain high availability, the Service may experience interruptions, outages, or delays due to maintenance, updates, infrastructure failures, or events beyond our control. We do not guarantee that the Service will be available at all times or that access will be uninterrupted. We are not liable for any downtime or unavailability of the Service. No service credits, refunds, or other compensation are provided for downtime or unavailability.
Data Backup. While we take reasonable measures to protect your data, you are solely responsible for maintaining your own backup copies of any content, quotes, customer data, pricing sheets, or other information you store in the Service. We are not liable for any loss of data caused by system failures, errors, or other events. We recommend that you regularly export or download important data for your own records.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL WE BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITY, ARISING FROM OR RELATED TO YOUR USE OF THE SERVICE.
Our total aggregate liability for any claims arising from or related to the Service shall not exceed the amount you paid for the Service in the twelve (12) months preceding the event giving rise to the claim.
You acknowledge that the Service is a tool to assist your business operations, and that you are solely responsible for your business decisions, pricing, quotes, customer relationships, imported data, and communications. We are not liable for any business losses, customer disputes, payment disputes, or damages arising from quotes, documents, reminders, payment links, or communications generated or sent through the Service.
You agree to indemnify, defend, and hold us harmless from any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any law or third-party rights; (d) any customer data you enter, upload, or import; or (e) any content you create, publish, or share using the Service, including quotes, estimates, public calculators, payment links, or communications sent to customers.
You may cancel your subscription at any time. Upon cancellation, you will retain access to the Service until the end of your current billing period.
We may suspend or terminate your access to the Service at any time, with or without cause, and with or without notice, including for violation of these Terms, suspected fraud, chargeback abuse, or failure to pay applicable fees. Upon termination, all of your content may be deleted. We are not liable for any loss of data or content upon termination. You are responsible for exporting any data you wish to retain before termination.
Binding Arbitration. Any dispute, claim, or controversy arising from or relating to these Terms or the Service shall be resolved by binding arbitration, rather than in court, except as provided in the Small Claims Court section below. The arbitration shall be administered by the American Arbitration Association ("AAA") under its Consumer Arbitration Rules (if applicable) or its Commercial Arbitration Rules, and shall be conducted in the State of Vermont. The arbitrator's award shall be final and binding, and judgment may be entered on it in any court of competent jurisdiction.
Class Action Waiver. You waive your right to participate in a class action lawsuit or class-wide arbitration. All claims must be brought in the parties' individual capacity, and no claim may be joined or consolidated with claims of any other person.
Jury Trial Waiver. To the extent any dispute is not subject to arbitration (for example, because you opted out or a court finds the arbitration provision unenforceable), you and we knowingly and voluntarily waive any right to a trial by jury in any such dispute.
Small Claims Court. Either party may bring an action in small claims court in Vermont for claims within that court's jurisdictional limit, without first going through arbitration.
Governing Law. These Terms shall be governed by the laws of the State of Vermont, United States of America, without regard to conflict of law principles.
Informal Resolution. Before filing for arbitration, you agree to first contact us to attempt to resolve the dispute informally. We will make reasonable efforts to resolve the dispute within 30 days.
Arbitration Costs. If you initiate arbitration and your claim seeks $10,000 or less, we will reimburse all filing and arbitration fees you are required to pay, unless the arbitrator determines your claim is frivolous. For claims over $10,000, each party bears its own fees, except as the arbitrator may award under the applicable AAA rules.
Right to Opt Out of Arbitration. You may opt out of the binding arbitration and class action waiver provisions by sending written notice to info@quotepilot.software within thirty (30) days of the date you first accepted these Terms. Your notice must include your name, email address, and a clear statement that you wish to opt out of arbitration. If you opt out, any disputes will be resolved in the state or federal courts located in Vermont, and you will not be bound by the class action waiver. If you do not opt out, you are bound by the arbitration and class action waiver provisions above.
We reserve the right to modify these Terms at any time. If we make material changes, we will notify you via email or in-app notification. The updated Terms will be effective immediately upon posting. Your continued use of the Service after any changes constitutes your acceptance of the revised Terms.
We are not liable for any delay or failure to perform our obligations under these Terms where the delay or failure is caused by events beyond our reasonable control, including acts of God, natural disasters, epidemics or pandemics, war, terrorism, civil unrest, government actions, labor disputes, internet or telecommunications failures, power outages, or failures of third-party service providers. If such an event lasts longer than 30 days, either party may terminate the subscription without penalty. No refunds or credits are provided for any prepaid fees, consistent with the Refund Policy in Section 7.
If any provision of these Terms is held to be unenforceable or invalid by a court or arbitrator, that provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.
These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire and exclusive agreement between you and us regarding the Service, and supersede all prior or contemporaneous agreements, communications, and proposals, whether oral or written, regarding the Service.
You may not assign, transfer, or sublicense these Terms or your account without our prior written consent. We may assign these Terms freely in connection with a merger, acquisition, reorganization, or sale of all or substantially all of our assets. Any attempted assignment in violation of this section is void.
No failure or delay by us in exercising any right or provision of these Terms shall constitute a waiver of that right or provision. A waiver on one occasion is not a waiver of any future occasion.
Provisions of these Terms that by their nature should survive termination shall survive, including but not limited to: ownership, warranty disclaimers, indemnity, limitation of liability, governing law, dispute resolution, and sections regarding fees and charges.
You agree that any claim or cause of action arising from or related to the Service or these Terms must be filed within one (1) year after such claim or cause of action arose, or it is permanently barred.
By clicking "Create account," checking a box acknowledging these Terms, or otherwise using the Service, you consent to these Terms electronically. You acknowledge that your electronic acceptance has the same legal effect as a handwritten signature.
If you provide feedback, suggestions, or ideas about the Service, you grant us a non-exclusive, royalty-free, irrevocable, worldwide license to use and incorporate that feedback into the Service without any obligation or compensation to you.
You agree not to use, export, or re-export the Service in violation of any applicable export control laws or regulations, including those of the United States. You represent that you are not located in a country subject to a U.S. government embargo, and that you are not on any U.S. government list of prohibited or restricted parties.
We may provide notices to you via email (to the address associated with your account), in-app notifications, or by posting on the Service. Legal notices to us should be sent to info@quotepilot.software or by mail to QuotePilot, 72 Snowbird Lane, Ludlow, VT 05149. You are responsible for keeping your email address current.
If you are a business customer whose use of the Service involves processing personal data on behalf of your customers, you may request a Data Processing Agreement (DPA) by contacting us at info@quotepilot.software. We will provide a DPA consistent with applicable data protection laws, including the GDPR where applicable.
You and we are independent contractors. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between us. Neither party has authority to bind the other.
If you have any questions about these Terms, please contact us through the Support feature within the Service or at info@quotepilot.software. Our postal address is QuotePilot, 72 Snowbird Lane, Ludlow, VT 05149.