App License Agreement

This license agreement is between Automate Impact LLC, a Florida limited liability company ("Automate Impact", "we", "us"), and the organization that uses an app we deliver ("you"). It applies to your organization and to every person you let use the app. By installing or using the app, you agree to these terms.

If your organization has signed a service agreement, statement of work (SOW) or order with us, that document controls where it differs from these terms. Our Privacy Policy explains how data is handled, and our Terms of Service cover this website and our project work.

1. What These Terms Cover

These terms cover the software Automate Impact delivers to clients, such as GrantFi, our grant accounting app that connects to QuickBooks Online, and any updates we provide for it (together, "the app").

Every client gets its own copy of the app, installed on a server the client owns or rents ("your install"). We do not run a shared copy that several clients use, and we do not keep your organization's data on our own systems.

2. Your License

While your license is active, we give your organization a limited, non-exclusive, non-transferable right to install and use the app on your install, for your organization's own work, by the people your organization gives an account. The features you can use are set by the plan and add-ons in your agreement or license.

3. What You May Not Do

Unless your signed agreement allows it, you may not:

• Sell, rent, sublicense or share the app, or run it for other organizations
• Copy the app beyond your install and the backups you need to run it
• Remove or get around the app's license check, access controls or security
• Use the app for anything unlawful, or to break the terms of a service it connects to

4. Your Responsibilities

• Your administrators decide who has an account and what role each person has. Your organization is responsible for what its users do in the app and for keeping their sign-in details safe.
• You confirm that you have the right to connect the accounting systems and upload the documents you use with the app.
• The app helps your team keep grant records, code spending and prepare reports. It is not accounting, tax, audit or legal advice. Your organization reviews what it approves and is responsible for its books, its reports to funders and its compliance with grant rules and the law.
• Tell us at support@automateimpact.org if you find a security problem or believe someone has used an account without permission.

5. QuickBooks Online and Other Connected Services

GrantFi connects to your organization's QuickBooks Online company. QuickBooks Online is a product of Intuit. Intuit's own terms apply to your use of it, and the app is not made or endorsed by Intuit.

• One of your administrators connects your QuickBooks Online company and approves the connection with Intuit. GrantFi asks for one QuickBooks permission, accounting (com.intuit.quickbooks.accounting).
• GrantFi reads your accounting data so it can show grant spending, budgets and reports.
• GrantFi writes to QuickBooks only the kinds of change your organization allows in its settings. A new connection starts as read-only. Allowed changes include putting a grant on a transaction and posting journal entries, and a person in your organization previews and applies each one. When GrantFi replaces an entry it created, it can remove the earlier one.
• You can disconnect at any time in the app under Settings, QuickBooks, Disconnect, which also revokes the app's access at Intuit, or from the Apps screen in QuickBooks Online.

The app may also connect to other services your organization chooses to turn on. Each service's own terms apply, and we are not responsible for their outages, changes or security incidents. If a service changes or withdraws something the app relies on, a feature that depends on it may stop working until the app is updated.

6. AI Features

Some features use AI, for example answering questions about your grants, reading an award letter, or suggesting which grant an expense belongs to. For each request, the app sends only the information that request needs to an AI service (OpenRouter) to answer that one request. A person in your organization reviews every result, and AI never changes QuickBooks by itself. AI results can be wrong or incomplete, so check them before you rely on them. Your organization sets a monthly limit for its AI use.

7. Your Data

• Your organization owns its data, including the data GrantFi reads from QuickBooks and the documents you upload.
• Your data is used only to provide the app to your organization. We never sell it, never share it with other clients, and neither we nor the app use it to train AI models.
• An administrator can delete your organization in the app under Settings, Organization. That removes everything the app keeps for it, including its files, and disconnects QuickBooks. It does not change anything in QuickBooks.

The Privacy Policy describes in more detail what the app reads, where it is kept and how to disconnect.

8. Support Access

Automate Impact's support team can get into your organization in the app only when one of your administrators turns that access on, in Settings, Team. It is off by default. The support account signs in with a code from an authenticator app, and everything it does is recorded in your activity log. Your administrators can turn the access off at any time.

9. Fees and the License Check

Fees, plans and payment terms are set in your agreement or order. About once a week, your install checks with Automate Impact's license service that its license is active. The check sends the install's license key, an identifier for the install, the app version and the time. It sends none of your organization's data.

If the license stops being active, the app keeps working normally for 30 days. After that it becomes read-only: your team can still view data, run reports and export, but nothing can be changed until the license is renewed.

10. Ownership

Automate Impact and its licensors own the app, including its code, design and names, except for what your signed agreement transfers to you. These terms give you a license to use the app, not ownership of it. If you send us suggestions, we may use them to improve our apps.

11. Warranty Disclaimer

Except for any warranty in your signed agreement, the app is provided "as is" and "as available", without warranties of any kind, including merchantability and fitness for a particular purpose, to the fullest extent the law allows. We do not promise that the app will be free of errors, that AI results will be correct, or that connected services such as QuickBooks Online will stay available or unchanged.

12. Limit of Liability

Unless your signed agreement says otherwise, and to the fullest extent the law allows, neither side is liable for indirect, incidental, special or consequential damages, including lost profits or lost data, and our total liability for any claim about the app is limited to the fees your organization paid us for the app in the 12 months before the claim.

13. Ending the License

You may stop using the app at any time. Either side may end the license as your agreement provides, or if the other side breaks these terms and does not fix the problem within 10 business days of written notice. When the license ends, the app becomes read-only as described in section 9, your data stays on your install, and you may delete it there. Sections 7, 10, 11, 12 and 14 continue after the license ends.

14. Governing Law and Disputes

These terms are governed by the laws of the State of Florida, without regard to its conflict of law rules. If a dispute arises, we will first try to resolve it by talking with you directly. Disputes covered by a signed agreement are resolved as that agreement provides. Any other dispute that cannot be resolved informally will be heard in the state or federal courts located in Florida, and both sides agree to those courts' jurisdiction.

15. Changes to These Terms

We may update these terms. When we do, we change the date at the top of this page. Changes apply from that date and do not change signed agreements.

16. Contact Us

Help with the app: support@automateimpact.org
Privacy questions and questions about these terms: info@automateimpact.org

Automate Impact LLC
7901 4th St N, STE 300, St. Petersburg, FL 33702