BillGauge

Utility Bill Manager

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Terms and Conditions

Last updated: 17 June 2025

1. Introduction

Welcome to BillGauge ("we," "our," or "us"). By accessing or using our utility bill management and processing platform (the "Service"), you agree to be bound by the Terms and Conditions below.

We collect and process personal information as described in our Privacy Policy. We implement industry-standard security measures to protect your data.

2. Service Description

BillGauge is a utility bill management platform designed primarily for property managers and others who handle utility bills. Our Service includes:

  • 2.1. Upload (or e-mail) any utility bill in PDF, PNG, JPEG, HEIC, and other common file formats - up to hundreds at the same time
  • 2.2. Automated utility bill data extraction and processing
  • 2.3. (Automated) Linking of utility bills to properties
  • 2.4. Utility cost allocation to tenants using pre-built and customizable split rules (following RUBS - Ratio Utility Billing System)
  • 2.5. Professional invoice generation with detailed cost breakdowns
  • 2.6. Export utility bill data, and tenant invoice data, to CSV, Excel, and integration with property management systems including Quickbooks, AppFolio, Buildium, and Yardi
  • 2.7. Bulk operations to manage thousands of properties and bills
  • 2.9. Quality assurance features to identify and flag discrepancies in bill data
  • 2.9. Optional tenant billing and payment collection services
  • 2.10. API access for custom integrations and automated workflows

3. Service Tiers and Registration

  • 3.1. Free Plan: Get started immediately with no payment details required. Registration required only. Test the platform and all of its functionality with your own utility bills.
  • 3.2. Paid Plans: Various subscription plans available for different needs with transparent pricing and no hidden fees.
  • 3.3. Enterprise Solutions: Custom pricing and features available for larger property management companies.
  • 3.4. You are responsible for maintaining the confidentiality of your account credentials.
  • 3.5. You must provide accurate and complete information when creating an account.

4. Payments and Billing

  • 4.1. Subscription fees are billed according to your selected plan.
  • 4.2. All payments are processed securely through Stripe, a third-party payment processor. By making a payment, you agree to Stripe's Terms of Service and Privacy Policy.
  • 4.3. Important: BillGauge does not store any payment methods, credit card information, or process payments directly. All payment processing is handled securely by Stripe.
  • 4.4. All payment information is handled in accordance with PCI DSS standards via Stripe.
  • 4.5. We reserve the right to change pricing for plans or services at any time. For existing subscribers, price changes will take effect at the next billing cycle with at least 30 days advance notice.
  • 4.6. If you initiate a chargeback or payment dispute, your account may be suspended pending resolution.
  • 4.7. Failure to pay subscription fees may result in account suspension or termination.

5. Tenant Payment Collection (Optional Service)

  • 5.1. If you choose to use our tenant payment collection service, payments from tenants are processed through Stripe Connect.
  • 5.2. Important: As also noted earlier, BillGauge does not store tenant payment methods or process tenant payments directly. All tenant payment processing is handled securely by Stripe Connect.
  • 5.3. Property managers using this service agree to Stripe Connect's terms and conditions.
  • 5.4. We facilitate the payment collection process but are not responsible for tenant payment disputes or failures.
  • 5.5. Standard payment processing fees apply and are disclosed before when using this service.

6. Refund Policy

  • 6.1. We offer refunds for subscriptions within 30 days of purchase.
  • 6.2. Before subscribing, you can always use the free plan to test the platform's functionality with your own utility bills. All of the functionality is available except for Tenant Payment Processing.
  • 6.3. Refunds may also be granted on a case-by-case basis at our discretion due to technical issues or service problems.
  • 6.4. To request a refund, please contact us with your account details and reason for the refund request.
  • 6.5. Refunds will be processed to the original payment method within 5 to 10 business days after approval.
  • 6.6. We reserve the right to refuse refunds in cases of abuse, suspected fraud, or violation of these terms.

7. Bill Processing and Data Extraction

  • 7.1. Our Service supports processing of various utility bill formats including PDF, PNG, JPEG, HEIC, and other common file types.
  • 7.2. The platform can extract and process:
    • Account information and billing periods
    • Usage data and meter readings
    • Cost breakdowns and charges
    • Property and service address information
    • More complex data such as multi-utility and multi-month billing data
  • 7.3. While we strive for high accuracy, the quality of data extraction may vary depending on the complexity and quality of the source utility bills. We have tested our service on tens of thousands of utility bills.
  • 7.4. Users are encouraged to verify extracted data using our side-by-side Bill Viewer and Bill Editor.

8. File Storage and Security

  • 8.1. Uploaded utility bills and processed data are securely stored on our platform for the duration of your subscription.
  • 8.2. We implement industry-standard security measures to protect your files and data.
  • 8.3. We never share or sell your data, and all processing is done with strict privacy safeguards.

9. Usage Restrictions and Compliance

  • 9.1. You may only use the Service for lawful purposes.
  • 9.2. You must have the right to process and manage the utility bills you upload.
  • 9.3. You represent and warrant that you have all necessary rights and authorizations to use the Service for your utility bill management needs.
  • 9.4. You agree to comply with all applicable laws and regulations regarding data privacy, tenant rights, and property management.
  • 9.5. We reserve the right to refuse service to anyone for any reason.
  • 9.6. Automated or programmatic access to the Service is permitted through our API with proper authentication and within reasonable usage limits (if overloading our service, we may temporarily suspend API access).
  • 9.7. Our software is built to meet property management industry standards and regulatory requirements.

10. Intellectual Property

  • 10.1. You retain all rights to your content, including utility bills and property data.
  • 10.2. Our Service's design, interface, code, algorithms, and technology are protected by intellectual property laws.
  • 10.3. You may not reverse engineer, copy, or redistribute any part of our technology.

11. Data Export and Integration

  • 11.1. You can export your data (both utility bill data and tenant invoice data) at any time in various formats, including CSV and Excel.
  • 11.2. We provide integration capabilities (though CSV export) with major property management systems.
  • 11.3. API access is available for custom integrations and automated workflows.
  • 11.4. Upon account termination, you will have a reasonable period to export your data before it is deleted.

12. Limitation of Liability

  • 12.1. The Service is provided "as is" without warranties of any kind.
  • 12.2. We are not responsible for any loss or damage resulting from:
    • Service interruptions or maintenance downtime
    • Data extraction errors or inaccuracies
    • Loss of data due to user error
    • Unauthorized access to your account
    • Tenant payment disputes or failures
    • Integration issues with third-party systems
  • 12.3. Your use of the Service is at your own risk and discretion.

13. Service Availability & Maintenance

  • 13.1. We strive to maintain high service availability. However, we may temporarily suspend the Service for maintenance / upgrades.
  • 13.2. We will make reasonable efforts to notify users in advance of planned maintenance.
  • 13.3. We are not liable for any downtime or service interruptions.

14. Modifications to Service and Terms

  • 14.1. We reserve the right to modify, enhance, or discontinue features of the Service at any time.
  • 14.2. We may update these terms with reasonable notice. Continued use of the Service constitutes acceptance of updated terms.
  • 14.3. Material changes to these terms will be communicated via email or platform notification.

15. Termination

  • 15.1. You may terminate your account at any time through your account settings.
  • 15.2. We may terminate or suspend access to our Service immediately for:
    • Violations of these terms
    • Fraudulent or abusive behavior
    • Non-payment of subscription fees
    • Misuse of the platform or API
  • 15.3. Upon termination, your access to the Service will cease, but you will have a reasonable period to export your data.

16. Governing Law

  • 16.1. These Terms and Conditions are governed by the laws of the United States, without regard to the country's conflict of law provisions.
  • 16.2. Any disputes arising from these terms or the Service will be resolved in accordance with law in the US.

17. Severability

  • 17.1. If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full effect.

18. Contact Information

For questions about these Terms and Conditions, payment-related issues, or general support, please contact us. We are happy to provide assistance at any time and answer any questions you may have about how BillGauge can help manage and process your utility bills.