Terms of Service

These Terms of Service (“Terms”) govern your access to and use of Scotive (the “Service”), including our website at scotive.com and related APIs. By creating an account, connecting Gmail, connecting QuickBooks Online, or otherwise using the Service, you agree to these Terms and to our Privacy Policy.

If you use Scotive on behalf of a company or other entity, you represent that you have authority to bind that entity, and “you” includes that entity.

Scotive is a payment-operations product that helps freelancers, agencies, consultants, and other businesses track invoices and follow up on unpaid amounts. Depending on features you enable, the Service may:

• Connect to your Google account with Gmail read and send permissions
• Scan sent mail (and related threads) to detect invoices you sent
• Optionally connect to Intuit QuickBooks Online to import open invoices and sync paid / not-paid status
• When you mark a QuickBooks-linked invoice paid in Scotive, update that invoice in QuickBooks (for example by creating a linked Payment)
• Store a ledger of invoice facts (amounts, clients, due dates, status) and evidence references — not a full copy of your mailbox or QuickBooks company
• Read client replies for signals such as payment promises, disputes, and claims
• Draft follow-up and reply emails for your review using automated systems, including third-party AI models
• Send emails only when you explicitly approve and click Send, from your own connected Gmail address
• Optionally email you a daily digest of items that need attention

Scotive does not auto-send chase emails. Drafts are suggestions; you remain responsible for reviewing and sending them. Gmail remains the conversation layer; QuickBooks is an optional invoice feed and paid-status signal, not a replacement for your books of record.

You must be at least 18 years old (or the age of majority where you live) and able to form a binding contract. You must provide accurate registration information and keep your password confidential. You are responsible for activity under your account.

One person or organization should not create multiple accounts to evade limits, bans, or these Terms.

To use core features you must connect a Google account. Scotive requests:

• Gmail readonly — to detect invoices you sent, read related thread context, and keep your ledger current
• Gmail send — to send follow-ups you approve and optional digests from your address
• Basic profile identity (openid, email, profile) — to identify the connected mailbox and display name used when signing drafts

Your use of Gmail through Scotive is also subject to Google’s terms and policies. You can disconnect Gmail at any time in Settings. Disconnecting removes stored OAuth tokens; your Scotive ledger may remain until you delete your account.

You represent that you have the right to connect the mailbox you authorize and that your use complies with applicable law and your clients’ expectations.

You may optionally connect Intuit QuickBooks Online. When you do, Scotive requests accounting API access to:

• Read open (unpaid) invoices and related customer fields needed to build and update your ledger
• Read paid / not-paid status (for example Balance and related payment signals) so we can mark invoices Paid in Scotive when QuickBooks reports them paid
• Create or update Payment records linked to an invoice when you mark that invoice paid or confirm payment received in Scotive

Your use of QuickBooks through Scotive is also subject to Intuit’s terms and policies. Intuit is not a party to these Terms and is not responsible for the Service. You can disconnect QuickBooks at any time in Settings. Disconnecting removes stored OAuth tokens; your Scotive ledger may remain until you delete your account.

You represent that you have authority to connect the QuickBooks company you authorize, and that syncing paid status (including writing Payments back to QuickBooks) is permitted for that company. Scotive does not replace QuickBooks as your accounting system of record.

Scotive uses machine learning and third-party AI providers to extract invoice details from email content and to draft follow-up messages. Outputs can be incomplete, incorrect, or inappropriate. You must review all drafts, ledger fields, and review-queue items before relying on them or sending email.

Scotive’s product policy is that your email content is processed to operate the Service and is not used by Scotive to train its own models. Processing by third-party AI providers is described in our Privacy Policy.

You agree that you will not:

• Use the Service for unlawful, harassing, deceptive, or abusive communications
• Misrepresent your identity or your authority to collect payment
• Attempt to access another user’s account or data without authorization
• Reverse engineer, scrape, or overload the Service except as allowed by law
• Use Scotive to send spam or content that violates Google’s or email anti-abuse rules
• Upload or process content you do not have rights to process

You are solely responsible for the content of emails you send, for tax and accounting treatment of invoices (including records in QuickBooks), and for disputes with your clients. Scotive is a software tool, not your attorney, accountant, or collection agency.

Scotive and its branding, software, and documentation are owned by Scotive or its licensors. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable license to use the Service for your internal business purposes.

You retain rights in your account data, email content, and QuickBooks company data. You grant Scotive a worldwide license to host, process, and transmit that content solely as needed to provide and improve the Service (including security, support, and reliability), consistent with the Privacy Policy.

We aim for reliable uptime but do not guarantee uninterrupted or error-free operation. Features may change as we improve the product. We may suspend or terminate access for abuse, security risk, non-payment (if applicable), or material breach of these Terms.

We may update these Terms from time to time. Material changes will be posted on this page with an updated date. Continued use after changes become effective constitutes acceptance, except where applicable law requires additional consent.

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, SCOTIVE DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT LEDGER DATA, QUICKBOOKS SYNC, AI EXTRACTIONS, OR DRAFTS WILL BE ACCURATE OR COMPLETE.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, SCOTIVE AND ITS SUPPLIERS WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, DATA, OR GOODWILL, ARISING FROM YOUR USE OF THE SERVICE. OUR TOTAL LIABILITY FOR ANY CLAIM RELATING TO THE SERVICE WILL NOT EXCEED THE GREATER OF (A) AMOUNTS YOU PAID US FOR THE SERVICE IN THE TWELVE MONTHS BEFORE THE CLAIM OR (B) USD $100, IF YOU HAVE NOT PAID US.

Some jurisdictions do not allow certain limitations; in those cases, the above limits apply to the fullest extent permitted.

You will defend and indemnify Scotive against claims, damages, and expenses (including reasonable attorneys’ fees) arising from your content, your emails, your misuse of the Service, or your violation of these Terms or applicable law.

These Terms are governed by the laws of the State of Delaware, USA, excluding conflict-of-law rules, unless mandatory consumer protections in your place of residence provide otherwise. Courts in Delaware will have exclusive jurisdiction, subject to those mandatory protections.

These Terms are the entire agreement between you and Scotive regarding the Service. If a provision is unenforceable, the remainder stays in effect. Failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets.

Questions about these Terms: support@scotive.com

Privacy questions: see our Privacy Policy or email privacy@scotive.com.