Effective Date: 10/19/2026 · Last Updated: 10/19/2026
These Terms and Conditions (the “Terms and Conditions”) govern access to and use of the CheckPilot software platform and related services provided by CheckPilot a North Carolina Sole Proprietorship (“Provider” or “CheckPilot”).
These Terms and Conditions are incorporated into each subscription agreement, sales order, online registration, or other ordering document (each, an “Order”) entered into between Provider and the subscribing law firm or other business entity (“Customer”). These Terms and Conditions, together with the applicable Order and any incorporated policies, constitute the “Agreement.”
By executing an Order, creating an account, or accessing or using the Services, Customer agrees to be bound by this Agreement. Any conflicting terms in an Order shall control only if expressly agreed to in writing by Provider.
Subject to Customer’s compliance with this Agreement and payment of applicable fees, Provider grants Customer a limited, non-exclusive, non-transferable, non-sublicensable right to access and use the Services during the Term solely for Customer’s internal business operations.
Customer may permit Authorized Users to access the Services within the limits of its subscription. Customer is responsible for all activity occurring through its accounts and Authorized Users.
CheckPilot is a software platform designed to assist law firms with settlement processing and financial disbursement workflows.
Depending on the features included in Customer’s subscription, the Services may include:
Provider may modify, enhance, discontinue, or replace features from time to time, subject to applicable contractual obligations.
Provider grants Customer a limited, non-exclusive, non-transferable license to use the Documentation solely in connection with Customer’s authorized use of the Services.
Provider retains control over the operation, maintenance, development, and management of the Services and Provider Materials.
Customer retains control over its own computer systems, financial accounts, client records, settlement decisions, payment instructions, and use of the Services.
All rights, title, and interest in the Services and Provider Materials, including all intellectual property rights, remain the exclusive property of Provider or its licensors.
No rights are granted except those expressly stated in this Agreement.
Provider may engage third-party vendors, hosting providers, payment processors, artificial intelligence providers, and other subcontractors to support the Services.
Provider shall remain responsible for its contractual obligations, subject to the limitations and exclusions set forth herein.
Provider may suspend or restrict access to the Services if:
(a) Customer fails to pay amounts due;
(b) Customer violates a material provision of this Agreement;
(c) Provider reasonably suspects fraudulent, unlawful, or unauthorized activity;
(d) Continued access presents a material security risk; or
(e) Suspension is required by law, court order, or governmental authority.
Where reasonably practicable, Provider will provide notice and an opportunity to cure before suspension.
Customer shall not, and shall not permit any other person to:
(a) Copy, reproduce, modify, or create derivative works of the Services except as expressly permitted;
(b) Sell, sublicense, distribute, or commercially exploit the Services;
(c) Reverse engineer, decompile, disassemble, or attempt to obtain the source code of the Services;
(d) Circumvent authentication, security measures, or usage restrictions;
(e) Introduce malicious code or interfere with the operation of the Services;
(f) Access or use another customer’s data without authorization;
(g) Use the Services in violation of applicable laws, regulations, or third-party rights;
(h) Use the Services to develop or support a competing software product through unauthorized access to Provider’s proprietary technology; or
(i) Exceed the scope of the rights granted under this Agreement.
Customer’s subscription may include limits on Authorized Users, transactions, documents, storage, integrations, or other usage.
Applicable limits and additional fees shall be identified in the Order or published pricing terms.
Provider may restrict usage exceeding the applicable allocation or require Customer to purchase additional capacity.
Customer is responsible for maintaining compatible computer systems, internet connectivity, printers, check stock, accounting systems, and other equipment necessary to use the Services.
Customer shall provide accurate information and reasonable cooperation necessary for Provider to perform its obligations.
Customer acknowledges that settlement statements, payment instructions, attorney fees, client proceeds, medical liens, costs, and other financial information may require professional review.
Customer is solely responsible for determining the legal and financial accuracy of all settlement allocations and payment instructions.
Customer must independently review and verify all payment amounts, payee names, account information, settlement allocations, deductions, and check details before authorizing or issuing any payment.
Provider does not independently verify the legal entitlement of any payee or the accuracy of any settlement distribution.
Customer is solely responsible for complying with all applicable professional conduct rules, trust accounting requirements, client confidentiality obligations, recordkeeping requirements, and laws governing the handling and disbursement of settlement funds.
The Services are administrative and technological tools and do not replace Customer’s professional judgment or legal obligations.
Customer shall promptly notify Provider upon discovering any unauthorized access, security incident, suspected fraud, or improper use involving its account.
Certain CheckPilot features utilize artificial intelligence, machine learning, optical character recognition, or other automated technologies to extract, interpret, organize, or classify information from settlement documents.
Customer acknowledges that automated processing may produce inaccurate, incomplete, outdated, or incorrectly classified information.
Such errors may include incorrect payee identification, payment amounts, settlement deductions, attorney fees, lien amounts, or other financial information.
All AI-generated or automatically processed information must be reviewed and approved by Customer before being relied upon for settlement disbursements or other financial transactions.
Provider does not provide legal, accounting, tax, or financial advice through its automated processing features.
Any recommendations, classifications, calculations, or outputs are provided solely as administrative assistance and do not constitute professional advice.
Customer authorizes Provider to process Customer Data through automated systems and third-party technology providers as reasonably necessary to deliver the Services, subject to the confidentiality and data protection provisions of this Agreement.
Customer retains final responsibility for reviewing, correcting, approving, and acting upon automated outputs.
Provider shall not be responsible for losses resulting from Customer’s approval or issuance of payments containing inaccurate information, except to the extent liability cannot lawfully be excluded or results from Provider’s obligations expressly assumed under this Agreement.
CheckPilot may assist Customer in preparing, formatting, generating, and printing checks using Customer-provided payment information and compatible equipment.
Customer is responsible for ensuring that all printed checks contain accurate information and comply with applicable banking requirements.
Unless expressly agreed in a separate written agreement, Provider does not act as a bank, escrow agent, trustee, fiduciary, or custodian of Customer’s or its clients’ funds.
Provider does not assume ownership, possession, or control of settlement proceeds merely by processing settlement information or generating payment instructions.
Customer is solely responsible for authorizing payments, confirming available funds, approving disbursements, and ensuring that funds are transmitted or checks issued to the correct recipients.
Customer acknowledges that attorney trust accounts and client funds are subject to specialized legal and ethical requirements.
Customer remains solely responsible for:
(a) Maintaining proper trust account records;
(b) Performing required reconciliations;
(c) Preventing improper disbursements;
(d) Ensuring sufficient collected funds are available;
(e) Maintaining client ledgers and accounting records; and
(f) Complying with all applicable trust accounting rules.
Any dashboard, reporting, or account-status information provided through the Services is informational and does not constitute an independent audit, bank reconciliation, or certification of compliance.
If Customer uses electronic payments, ACH transfers, or other financial services made available through third-party providers, such transactions may be subject to separate terms, verification requirements, transaction limits, and fees.
Provider is not responsible for failures attributable solely to third-party financial institutions or payment processors, subject to applicable law and Provider’s express contractual obligations.
CheckPilot may integrate with third-party software platforms, including Clio, QuickBooks, and other supported systems.
Customer authorizes Provider to access and exchange information with connected Third-Party Services to the extent necessary to perform requested functions.
Customer is responsible for maintaining valid accounts and complying with the terms of any Third-Party Services used in connection with CheckPilot.
Provider does not guarantee uninterrupted availability or compatibility with any Third-Party Service.
Third-party providers may modify, restrict, or discontinue APIs, integrations, or other functionality outside Provider’s control.
Customer is responsible for verifying information imported from or exported to Third-Party Services.
Provider shall not be responsible for inaccuracies originating from Customer Data or third-party systems, except as otherwise expressly provided herein.
Provider will use commercially reasonable efforts to maintain availability of the Services.
Unless a separate service level agreement expressly provides otherwise, Provider does not guarantee any particular percentage of uptime.
Provider may temporarily suspend access for scheduled maintenance, updates, security improvements, or emergency repairs.
Provider will use commercially reasonable efforts to minimize disruption and provide advance notice of material scheduled downtime when practicable.
Provider will make reasonable customer support available through its designated support channels during its published support hours.
Support availability and response times may vary according to Customer’s subscription.
Provider is not responsible for service interruptions caused by failures of Customer’s internet connection, equipment, financial institutions, third-party integrations, or other systems outside Provider’s reasonable control.
Provider shall implement and maintain commercially reasonable administrative, technical, and organizational safeguards designed to protect Customer Data against unauthorized access, disclosure, alteration, and destruction.
Customer is responsible for protecting account credentials, assigning appropriate user permissions, maintaining secure devices, and promptly disabling access for unauthorized or former users.
Provider will maintain commercially reasonable backup and recovery procedures consistent with its documented operational policies.
Customer acknowledges that no backup or recovery process guarantees restoration of all information under every circumstance.
Provider shall notify Customer without undue delay after confirming unauthorized access to Customer Data for which notification is required by applicable law or the parties’ written agreement.
Provider shall take commercially reasonable steps to investigate, contain, and remediate security incidents within its control.
Provider’s collection, use, and processing of personal information shall be governed by its applicable Privacy Policy, available at: https://checkpilot.io/privacy
Customer shall pay all subscription fees specified in the applicable Order or published pricing plan.
Unless otherwise stated, recurring fees are billed in advance.
Customer authorizes Provider or its designated payment processor to charge Customer’s selected payment method for applicable subscription fees, additional user fees, transaction charges, and other authorized amounts.
Additional Authorized Users, transactions, or other usage beyond Customer’s subscription allocation may result in additional fees as disclosed in the applicable Order or pricing terms.
Customer is responsible for applicable sales, use, excise, and similar taxes, excluding taxes based on Provider’s net income.
Amounts not paid when due may accrue interest at the lesser of one and one-half percent (1.5%) per month or the maximum rate permitted by applicable law.
Provider may suspend Services for material nonpayment after providing written notice and a reasonable opportunity to cure.
Provider may modify subscription pricing upon at least thirty (30) days’ advance written notice, with changes generally taking effect at the next applicable renewal period unless otherwise agreed.
Except as required by applicable law or expressly provided in an Order, subscription fees are nonrefundable.
“Confidential Information” means nonpublic information disclosed by either party that is designated confidential or should reasonably be understood to be confidential.
Confidential Information includes Customer Data, client records, settlement documents, financial information, business processes, pricing, proprietary technology, and trade secrets.
Each party agrees to:
(a) Use Confidential Information solely as necessary to perform its obligations or exercise its rights under this Agreement;
(b) Protect Confidential Information using at least reasonable care;
(c) Restrict access to individuals and service providers with a legitimate need to know; and
(d) Not disclose Confidential Information except as permitted under this Agreement.
Confidential Information does not include information that:
(a) Becomes publicly available without breach of this Agreement;
(b) Was lawfully known before disclosure;
(c) Is lawfully obtained from a third party without confidentiality restrictions; or
(d) Is independently developed without use of the disclosing party’s Confidential Information.
A receiving party may disclose Confidential Information when required by law, subpoena, or court order, provided that it gives legally permissible notice and limits disclosure to the information legally required.
Confidentiality obligations shall continue for three (3) years after termination, except that trade secrets shall remain protected for so long as they qualify as trade secrets under applicable law.
Obligations relating to protected personal information and client confidentiality shall continue for as long as required by applicable law.
Provider retains all right, title, and interest in the Services, software, source code, interfaces, workflows, algorithms, Documentation, trademarks, and other Provider Materials.
As between Provider and Customer, Customer retains all right, title, and interest in Customer Data.
Customer grants Provider a limited, non-exclusive right to access, host, reproduce, transmit, and process Customer Data solely as reasonably necessary to provide, maintain, secure, and support the Services, comply with applicable law, and perform Provider’s obligations under this Agreement.
Provider may create and use aggregated or de-identified operational data to maintain, improve, and analyze the Services, provided such data does not identify Customer, Customer’s clients, or any individual and cannot reasonably be used to reconstruct confidential information.
Customer grants Provider a perpetual, royalty-free right to use suggestions, recommendations, or feedback concerning the Services, provided Provider does not disclose Customer’s Confidential Information in doing so.
Each party represents that it has the legal authority to enter into this Agreement and perform its obligations.
Provider warrants that it will provide the Services in a professional and commercially reasonable manner consistent with generally accepted industry practices.
Customer represents and warrants that:
(a) It has the authority to submit and process Customer Data through the Services;
(b) Its use of the Services complies with applicable laws and professional obligations;
(c) It has obtained any necessary permissions to connect third-party accounts and systems; and
(d) It will independently review and authorize all settlement allocations and financial disbursements.
EXCEPT FOR THE EXPRESS WARRANTIES SET FORTH IN THIS AGREEMENT, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.”
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, PROVIDER DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.
PROVIDER DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE FROM ALL SECURITY RISKS, OR THAT AI-GENERATED RESULTS, SETTLEMENT CALCULATIONS, OR THIRD-PARTY DATA WILL ALWAYS BE ACCURATE OR COMPLETE.
Provider shall defend and indemnify Customer against third-party claims alleging that Customer’s authorized use of the Services infringes a United States patent, copyright, or trade secret, subject to the exclusions and procedures below.
This obligation does not apply to claims arising from Customer Data, unauthorized modifications, misuse of the Services, or combinations with products not supplied or authorized by Provider.
Customer shall defend, indemnify, and hold harmless Provider and its officers, employees, contractors, and affiliates from third-party claims, damages, and reasonable expenses arising from:
(a) Customer Data or Customer’s unauthorized processing or disclosure of information;
(b) Customer’s breach of applicable laws or professional obligations;
(c) Customer’s unauthorized or fraudulent use of the Services;
(d) Customer’s settlement allocations, payment approvals, or disbursement decisions; or
(e) Customer’s gross negligence or willful misconduct.
This obligation applies only to the extent the claim is attributable to Customer’s acts or omissions and not Provider’s independent breach, negligence, or misconduct.
The indemnified party shall promptly notify the indemnifying party of a covered claim, provide reasonable cooperation, and permit the indemnifying party to control the defense.
The indemnifying party may not enter into a settlement imposing liability or nonmonetary obligations on the indemnified party without its prior written consent, not to be unreasonably withheld.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOST BUSINESS OPPORTUNITIES, OR LOSS OF GOODWILL, ARISING FROM OR RELATED TO THIS AGREEMENT.
EXCEPT FOR EXCLUDED CLAIMS DESCRIBED BELOW, PROVIDER’S TOTAL AGGREGATE LIABILITY ARISING FROM OR RELATING TO THIS AGREEMENT SHALL NOT EXCEED THE TOTAL FEES PAID BY CUSTOMER TO PROVIDER DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.
Customer acknowledges that the Services assist with financial workflows involving potentially substantial sums.
Provider shall not be responsible for incorrect, duplicate, premature, unauthorized, or misdirected payments resulting from inaccurate Customer Data, Customer-approved instructions, compromised Customer credentials, or Customer’s failure to perform required verification procedures.
Nothing in this Agreement excludes or limits liability for fraud, willful misconduct, or other liability that cannot lawfully be excluded or limited.
The parties may agree in a separate written Order to additional liability protections or limitations applicable to particular Services.
The Agreement commences on the effective date identified in the Order or, if none is specified, the date Customer first subscribes to the Services.
Subscriptions renew automatically for successive periods equal to the then-current subscription period unless otherwise specified in the Order or canceled before renewal in accordance with the applicable subscription terms.
Either party may terminate this Agreement upon written notice if the other party materially breaches the Agreement and fails to cure such breach within thirty (30) days after receiving written notice.
Provider may terminate immediately where necessary to prevent fraud, unlawful conduct, or a material security threat.
Upon termination:
(a) Customer’s access rights cease;
(b) Customer remains responsible for accrued and unpaid fees;
(c) Provider may disable access to the Services;
(d) Customer may request an export of reasonably available Customer Data within thirty (30) days after termination, subject to technical availability, applicable fees disclosed in advance, and legal restrictions; and
(e) Provider may delete Customer Data following the applicable retention period, except where retention is required by law or necessary for legitimate backup, security, or compliance purposes.
Provisions concerning confidentiality, intellectual property, payment obligations, indemnification, limitations of liability, dispute resolution, and other provisions intended by their nature to survive shall remain effective following termination.
The parties are independent contractors. Nothing in this Agreement creates a partnership, joint venture, employment, agency, or fiduciary relationship.
Provider may identify Customer as a customer in general customer lists unless Customer objects in writing.
Use of Customer’s trademarks or logos in promotional materials requires Customer’s prior written consent.
Notices under this Agreement shall be provided in writing by email or another method reasonably calculated to provide actual notice.
Provider Notice Address: CheckPilot, 101 N McDowell St Unit 200, Charlotte, NC 28204. Email: chris@checkpilot.io
Customer Notice Address: The billing or administrative contact information maintained in Customer’s account or identified in the applicable Order.
This Agreement, together with any applicable Order and incorporated policies, constitutes the entire agreement between the parties regarding the Services and supersedes prior agreements concerning the same subject matter.
Customer may not assign this Agreement without Provider’s prior written consent, except in connection with a merger, acquisition, or sale of substantially all of Customer’s assets where the successor assumes Customer’s obligations.
Provider may assign this Agreement in connection with a merger, acquisition, corporate reorganization, or sale of substantially all relevant assets.
Neither party shall be liable for delays or failures caused by events beyond its reasonable control, including natural disasters, war, governmental actions, widespread network outages, labor disruptions, or failures of essential infrastructure.
The affected party shall use commercially reasonable efforts to minimize disruption.
Provider may amend these Terms and Conditions by providing reasonable advance notice of material changes.
Material changes shall not apply retroactively. Customer may terminate its subscription before the effective date of a material adverse amendment by providing written notice.
If any provision is determined to be invalid or unenforceable, the remaining provisions shall remain in effect to the fullest extent permitted by law.
Failure to enforce any provision shall not constitute a waiver of the right to enforce that provision later.
This Agreement shall be governed by the laws of the State of North Carolina, without regard to conflict-of-law principles.
Any action arising from or relating to this Agreement shall be brought exclusively in the state or federal courts located in Mecklenburg County, North Carolina, and the parties consent to personal jurisdiction in those courts.
TO THE EXTENT PERMITTED BY APPLICABLE LAW, EACH PARTY KNOWINGLY AND VOLUNTARILY WAIVES ITS RIGHT TO A TRIAL BY JURY IN ANY ACTION ARISING OUT OF OR RELATING TO THIS AGREEMENT.
Each party acknowledges that unauthorized disclosure of Confidential Information or misuse of intellectual property may cause irreparable harm for which monetary damages may be inadequate.
The injured party may seek injunctive or other equitable relief, subject to applicable law.
In any action to enforce this Agreement, the prevailing party may recover reasonable attorneys’ fees and court costs to the extent permitted by applicable law.
This Agreement is solely for the benefit of Provider and Customer and their permitted successors and assigns.
No other person shall have rights under this Agreement unless expressly provided herein.
Electronic signatures, online acceptance, and electronically executed Orders shall have the same legal effect as manually executed documents to the extent permitted by applicable law.
CheckPilot
101 N McDowell St Unit 200
Charlotte, NC 28204
Last Updated: 10/19/2026