BillBirdy Terms of Service

1. Acceptance

PLEASE READ THIS AGREEMENT CAREFULLY BEFORE USING BILLBIRDY. By creating an account, connecting a QuickBooks Online company, accepting an invitation to an organization or approver portal, or otherwise accessing or using BillBirdy (the “Service”), you agree to be bound by these Terms of Service (the “Agreement”) on behalf of yourself and the business you represent, and you represent that you have authority to bind that business. If you don’t agree, don’t use the Service.

BillBirdy (“BillBirdy,” “we,” “us”) operates the Service. The Service is offered to businesses only and is not for personal, family, or household use.

2. The Service — and what BillBirdy is not

BillBirdy ingests vendor bills sent to your dedicated inbound email address, uses automated artificial-intelligence processing to extract and classify the invoice data, routes the result through your organization’s configured approval process, and — once approved (or, if you enable automatic posting, once your configured conditions are met) — posts the resulting bill to your connected QuickBooks Online company.

BillBirdy does not move money. BillBirdy is not a bank, money transmitter, money services business, or payment processor. BillBirdy does not initiate, execute, or process payments of any kind — no ACH, wire, card, or other funds transfer. Posting a bill to QuickBooks Online is a bookkeeping entry, not a payment; all actual payment of bills happens inside QuickBooks Online or your existing payment workflow, entirely outside BillBirdy.

BillBirdy is software, not a professional-services firm. BillBirdy is not an accounting, bookkeeping, tax, or law firm, and nothing in the Service — including extracted data, classifications, suggested general-ledger accounts, or duplicate flags — constitutes accounting, tax, legal, or financial advice. You and your accounting professionals remain solely responsible for your books, filings, and payment decisions.

3. AI-generated extraction: limitations and your duty to verify

The Service uses generative artificial intelligence to read invoice documents and produce structured data (“Extracted Data”): vendor identity, invoice numbers, dates, line items, amounts, client matching, and general-ledger account suggestions. You acknowledge and agree that:

• Accuracy is not guaranteed. Extracted Data may contain errors, inaccuracies, omissions, or misclassifications. We do not warrant or guarantee the accuracy, completeness, timeliness, reliability, or suitability of any Extracted Data.
• AI output is unpredictable. While the Service applies validation checks (required-field checks, line-item totals reconciliation, duplicate detection), AI-generated content may not always meet your expectations, and no validation catches every error.
• You are responsible for verification. You are solely responsible for reviewing and verifying Extracted Data — including vendor, amount, and account coding — before approving an invoice or otherwise acting on it. The approval workflow exists precisely so that a person in your organization confirms what gets posted to your books.
• No obligation to update. If Extracted Data becomes, or is discovered to be, inaccurate after it is generated, we have no obligation to correct it retroactively in your accounting records; correcting your books is your responsibility (see Section 12).

Automatic posting. IF YOU ENABLE AUTOMATIC POSTING, YOU ARE INSTRUCTING BILLBIRDY TO POST INVOICES THAT MEET YOUR CONFIGURED CONDITIONS (INCLUDING YOUR AMOUNT CAP) TO QUICKBOOKS ONLINE WITHOUT INDIVIDUAL HUMAN REVIEW, AND YOU ACCEPT FULL RESPONSIBILITY FOR BILLS POSTED UNDER THAT SETTING. You can disable automatic posting, route specific vendors to manual review, or lower the amount cap at any time; changes apply to invoices received after the change.

4. Accounts, eligibility, and your responsibilities

You must be authorized to act for the business whose QuickBooks Online company you connect. You are responsible for: the accuracy and completeness of information your organization provides and configures (approver assignments, approval limits, quorum rules, vendor rules, amount caps, inbound-address routing); keeping credentials confidential; and all activity under your organization’s account, including actions by users you invite (owners, members, viewers) and portal approvers you designate.

We rely on your information. We are entitled to rely on the information and configuration your organization provides without independently verifying it, and we are not responsible for outcomes that follow from incorrect, incomplete, or outdated information or configuration you supply. You accept sole responsibility for liability arising from your failure to correct or update it.

5. Fees

Use of the Service beyond any free or trial period requires an active subscription per our then-current pricing, as presented at signup and in your billing settings. We may change pricing with reasonable advance notice to active subscribers; changes apply from your next billing cycle. You’re responsible for fees accrued through the effective date of any cancellation. We may suspend Service for non-payment.

6. License grant and restrictions

We grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your own internal business purposes, subject to this Agreement. You agree not to: reverse-engineer or attempt to extract source code from the Service; resell, sublicense, or offer the Service to third parties as your own offering; use the Service to process data you don’t have the right to process; use the Service to build or benchmark a competing product; interfere with or disrupt the Service; or attempt to bypass rate limits, authentication, posting caps, or other security or safety controls.

7. Customer Data, feedback, and aggregate data

You retain all rights to the invoice, vendor, and financial data you submit to the Service (“Customer Data”). You grant us a license to host, process, transmit, and display Customer Data solely as needed to provide the Service to you, consistent with our Privacy Policy. You’re responsible for ensuring you have the right to submit any vendor or third-party data you send through the Service.

If you send us feedback or suggestions, we may use them without restriction or obligation to you. We may use data that is aggregated and de-identified (so that it doesn’t identify you, your business, or your vendors) to operate, analyze, and improve the Service.

8. Vendor and third-party data

Vendor and payee information (business name, contact details, banking information if present on an invoice) is provided to us by you, not by the vendor directly. We have no direct legal relationship with your vendors. ANY DISPUTE BETWEEN YOU AND YOUR VENDORS, EMPLOYEES, CLIENTS, OR ANY OTHER THIRD PARTY ARISING FROM YOUR USE OF THE SERVICE IS SOLELY BETWEEN YOU AND THAT THIRD PARTY, AND YOU RELEASE BILLBIRDY (AND OUR OFFICERS, EMPLOYEES, AGENTS, AND SERVICE PROVIDERS) FROM ALL CLAIMS, DEMANDS, AND DAMAGES ARISING OUT OF OR CONNECTED WITH SUCH DISPUTES.

9. QuickBooks Online and other third-party services

The Service connects to QuickBooks Online, a separate product operated by Intuit Inc. under Intuit’s own terms and privacy policy. Your use of QuickBooks Online through BillBirdy doesn’t change your agreement with Intuit, and we are not responsible for Intuit’s systems, availability, data handling, or policies.

You choose what to sync. By connecting a QuickBooks Online company, you consent to the exchange of your accounting data (vendors, chart of accounts, bills, and related records) between QuickBooks Online and BillBirdy, and you are solely responsible for that choice and for the data you elect to synchronize.

The Service also depends on third-party providers (hosting, database, email delivery, AI processing, storage — listed in our Privacy Policy). We are not liable for failures, outages, or data handling of third-party services outside our reasonable control.

10. Suspension

We may suspend access to the Service (in whole or in part, including pausing posting to QuickBooks Online) immediately and without prior notice if we reasonably believe: your account presents a security risk or is compromised; the Service is being used fraudulently, unlawfully, or in violation of this Agreement; suspension is needed to protect you, other customers, or the Service; or we are required to by law or by Intuit. We’ll restore access promptly once the cause is resolved and notify you where legally permitted.

11. Beta features

We may offer features identified as beta, preview, or experimental. These are provided solely for evaluation, without any warranty of any kind, may be modified or discontinued at any time at our sole discretion, and the disclaimers in this Agreement apply to them with full force.

12. Errors, corrections, and funds paid in error

If a bill is posted to your QuickBooks Online company in error — whether due to an extraction error, a duplicate that evaded detection, a misconfiguration, or any other cause — your remedy within the Service is correction: deleting or adjusting the bill in QuickBooks Online and, where applicable, updating your BillBirdy configuration. You are solely responsible for reviewing your books, and if an erroneously posted bill leads to a payment (made through QuickBooks Online or any other channel outside BillBirdy), you are solely responsible for recovering those funds from the payee — BillBirdy does not move money and cannot reverse, recover, or reimburse payments.

You agree to notify us of any suspected Service error promptly, and in any case within thirty (30) days of when the affected invoice was posted or first appeared in your dashboard; we’ll investigate in good faith. Audit records (extraction results, approval history, posting logs) are available in the Service to support review.

13. Disclaimer of warranties

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW: THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. WE DISCLAIM ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, ACCURACY, COMPLETENESS, AND NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE FROM HARMFUL COMPONENTS; THAT EXTRACTED DATA WILL BE ACCURATE OR COMPLETE; THAT ALL DUPLICATES WILL BE DETECTED; OR THAT THE SERVICE WILL MEET YOUR REQUIREMENTS OR EXPECTATIONS. NO ADVICE OR INFORMATION, ORAL OR WRITTEN, OBTAINED FROM US OR THROUGH THE SERVICE, CREATES ANY WARRANTY NOT EXPRESSLY STATED IN THIS AGREEMENT. YOU USE THE SERVICE AT YOUR OWN DISCRETION AND RISK.

14. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL BILLBIRDY OR ITS OFFICERS, EMPLOYEES, AGENTS, OR SERVICE PROVIDERS BE LIABLE TO YOU, YOUR ORGANIZATION, ANY USER, OR ANY THIRD PARTY FOR ANY INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, CONSEQUENTIAL, OR PUNITIVE DAMAGES; LOSS OF INCOME, PROFITS, REVENUE, OR DATA; BUSINESS INTERRUPTION; COST OF SUBSTITUTE SERVICES; OR OTHER ECONOMIC LOSS, ARISING OUT OF OR RELATING TO THIS AGREEMENT OR THE SERVICE, WHETHER OR NOT WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, AND REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, WARRANTY, TORT INCLUDING NEGLIGENCE AND STRICT LIABILITY, OR OTHERWISE).

NOTWITHSTANDING ANY OTHER PROVISION OF THIS AGREEMENT, OUR AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THIS AGREEMENT OR THE SERVICE SHALL NOT EXCEED THE GREATER OF (A) THE TOTAL FEES PAID BY YOUR ORGANIZATION TO US IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100), REGARDLESS OF THE FORM OR THEORY OF THE CLAIM.

Your sole and exclusive remedy for dissatisfaction with the Service is to stop using it and, if applicable, cancel your subscription.

Each provision of this Agreement that limits liability, disclaims warranties, or excludes damages allocates the risks between the parties, is severable and independent of all other provisions, and remains valid and enforceable even if an exclusive remedy is found to have failed of its essential purpose. You acknowledge these provisions are an essential basis of the bargain and that our pricing reflects this allocation of risk. SOME JURISDICTIONS DO NOT ALLOW CERTAIN EXCLUSIONS OR LIMITATIONS, SO SOME OF THE ABOVE MAY NOT APPLY TO YOU.

Except where prohibited by law, any claim arising from this Agreement or the Service must be brought within one (1) year after the claim arises, or it is permanently barred.

15. Indemnification

You agree to defend, indemnify, and hold harmless BillBirdy and its officers, employees, consultants, and agents from and against every claim, liability, damage, loss, and expense (including reasonable attorneys’ fees and costs) arising out of or connected with: (a) your violation of this Agreement or of any applicable law or regulation; (b) your violation of any third-party right, including intellectual-property, confidentiality, or privacy rights, or Customer Data you didn’t have the right to submit; or (c) any dispute between you and any third party, including your vendors, employees, or clients. We reserve the right, at our own expense, to assume the exclusive defense and control of any matter otherwise subject to indemnification by you, in which case you agree to cooperate with our defense.

16. Term, termination, and data

You may disconnect a QuickBooks Online company or close your account at any time. We may suspend or terminate access for violation of this Agreement, non-payment, or as required by law, and may discontinue the Service with reasonable advance notice to active customers.

On disconnection of a QuickBooks company, that company’s connection data, invoice history, and archived invoice PDFs are retained for 30 days (so an accidental disconnect is recoverable) and then permanently deleted, per our Privacy Policy. We may retain records as required or permitted by law, to resolve disputes, or as artifacts of routine backups that age out on their own schedule.

17. Changes to the Service and this Agreement

We may modify the Service, including adding, changing, or removing features. We may update this Agreement from time to time; we’ll update the “Last updated” date and, for material changes, notify active customers by email before the changes take effect. Continued use after the effective date constitutes acceptance.

18. Dispute resolution; arbitration; class waiver

Informal resolution first. Before filing any claim, you must send written notice of the dispute to legal@billbirdy.com describing the nature and basis of the claim and the remedy sought. The parties will make good-faith efforts to resolve the claim directly. If no resolution is reached within sixty (60) days, either party may proceed as set out below. Applicable statutes of limitation are tolled during this process.

Binding individual arbitration. ANY DISPUTE, CLAIM, OR CONTROVERSY ARISING OUT OF OR RELATING TO THIS AGREEMENT OR THE SERVICE WILL BE RESOLVED ON AN INDIVIDUAL BASIS BY BINDING ARBITRATION ADMINISTERED BY THE AMERICAN ARBITRATION ASSOCIATION (AAA) UNDER ITS THEN-CURRENT COMMERCIAL ARBITRATION RULES, RATHER THAN IN COURT, except that either party may bring an individual claim in small-claims court, and either party may seek injunctive or other equitable relief from a court of competent jurisdiction. The U.S. Federal Arbitration Act governs this provision. The arbitrator is bound by the terms of this Agreement, including the limitations in Section 14. Judgment on the award may be entered in any court of competent jurisdiction. This provision survives termination.

Jury and class waiver. YOU AND BILLBIRDY EACH WAIVE THE RIGHT TO A TRIAL BY JURY AND TO PARTICIPATE IN A CLASS ACTION, CLASS ARBITRATION, REPRESENTATIVE ACTION, OR CONSOLIDATED PROCEEDING. Claims may be brought only in the parties’ individual capacities. If this class waiver is found unenforceable, this entire Section 18 is null and void, but the rest of the Agreement remains in effect.

19. Governing law

This Agreement is governed by the laws of the State of New York, without regard to conflict-of-laws principles.

20. Acknowledgment

BY USING THE SERVICE, YOU ACKNOWLEDGE THAT: you have read, understood, and agree to this Agreement; you understand the Service uses artificial intelligence that may generate inaccurate or incomplete data; you will verify extracted invoice data before approving it, and you accept responsibility for anything posted under an automatic-posting configuration you enable; you understand BillBirdy does not move money and cannot recover funds paid in error; and you accept the risks described in this Agreement.

21. Miscellaneous

Entire agreement. This Agreement (with the Privacy Policy and any order or billing terms) is the entire agreement between you and BillBirdy regarding the Service and supersedes prior discussions.

Severability. If any provision is held unenforceable, it will be modified to the minimum extent necessary, and the rest remains in full effect.

No waiver. Failure to enforce a provision isn’t a waiver of the right to enforce it later.

Assignment. You may not assign this Agreement without our written consent; we may assign it in connection with a merger, acquisition, reorganization, or sale of assets, including to a successor entity formed to operate the Service.

Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control, including outages of third-party services (Intuit, hosting, email, or AI providers).

No third-party beneficiaries. This Agreement creates no rights in anyone other than you and BillBirdy, except the releases and protections it extends to our officers, employees, agents, and service providers.

Notices. We may notify you via the email on your account or in-product; you may notify us at the contact below.

Survival. Sections 7, 8, 12, 13, 14, 15, 16, 18, 19, and 21 survive termination.

22. Contact

legal@billbirdy.com