Refund Policy

1. Overview

This Refund Policy explains how TaxPilotra handles payments, cancellations, project fees, deposits, milestone payments, discovery fees, consulting fees, and refund requests. TaxPilotra provides technical services related to automated tax systems, tax calculation modules, tax rule engine design, API integration, and tax automation process consulting. These services typically require professional time, analysis, planning, technical review, development effort, and project-specific preparation.

Because the services are customized and knowledge-based, refunds are limited. A payment may cover reserved availability, discovery work, architecture planning, documentation, code development, integration review, consulting time, project management, or other labor that cannot be returned once performed.

2. General Refund Standard

Unless a written agreement states otherwise, payments are not automatically refundable. TaxPilotra reviews refund requests based on the project stage, work performed, deliverables provided, reserved time, third-party costs, client delays, and whether the service issue falls within the agreed scope.

A refund may be considered only where no meaningful work has begun, no project time has been reserved, no discovery analysis has been performed, no technical planning has been delivered, and no project-specific resources have been allocated. Once work begins, fees may become partially or fully non-refundable depending on the amount of effort already performed.

3. Discovery and Consulting Fees

Discovery fees, automation review fees, consulting sessions, assessment fees, workflow analysis fees, and technical planning fees are generally non-refundable once scheduled or started. These services involve professional expertise, preparation, analysis, and time allocation. Even if the client chooses not to continue with development after discovery, the discovery service has value as a standalone assessment.

If a client cancels a scheduled consulting session with sufficient advance notice, TaxPilotra may, at its discretion, reschedule the session. If the client misses a scheduled session, fails to provide required information, or cancels without reasonable notice, the fee may be retained.

4. Development Projects

Development projects may include calculation module development, tax rule engine design, API integration, system logic planning, test scenario preparation, documentation, and implementation support. Payments for development projects may be structured as deposits, milestone payments, fixed project fees, hourly fees, or recurring service fees.

Deposits and milestone payments are generally applied to reserved development capacity, project setup, technical analysis, architecture work, and completed labor. Once a development phase begins, the corresponding payment may be non-refundable. If a project is canceled before completion, TaxPilotra may retain amounts corresponding to work already completed, work in progress, reserved time, third-party costs, and administrative effort.

5. Deposits and Retainers

Deposits and retainers secure project availability and allow TaxPilotra to allocate time, personnel, and planning resources. Unless a written agreement states otherwise, deposits and retainers are non-refundable once project preparation begins or time is reserved.

If TaxPilotra agrees to apply an unused retainer balance to future work, the credit must be used within the period stated in writing. If no period is stated, TaxPilotra may determine a reasonable period based on project type and availability.

6. Milestone-Based Work

For milestone-based work, each milestone may represent a separate phase of effort. Once a milestone is completed, delivered, substantially completed, or made available for review, payment for that milestone is not refundable unless TaxPilotra determines that the deliverable materially failed to match the agreed scope and the issue cannot be reasonably corrected.

Client feedback, revision requests, or preference changes do not automatically create a refund right. TaxPilotra may correct scope-related defects, but new requirements, changed assumptions, additional integrations, third-party issues, or expanded functionality may require additional fees.

7. Non-Refundable Items

The following items are generally non-refundable:

• Completed consulting time, discovery sessions, and technical review sessions.
• Project deposits after work has begun or time has been reserved.
• Completed milestones, delivered documents, delivered code, technical diagrams, architecture plans, or implementation plans.
• Third-party costs, software subscriptions, vendor fees, platform fees, API usage fees, hosting costs, data access costs, or other external expenses.
• Work delayed or blocked because the client did not provide required access, data, approvals, feedback, credentials, documentation, or decision-making input.
• Work that becomes unusable because the client changes platforms, vendors, business requirements, tax assumptions, or internal priorities after project start.

8. Client Delays and Incomplete Information

Tax automation projects depend on accurate inputs. If the client provides incomplete, delayed, inaccurate, inconsistent, or outdated information, project timelines and deliverables may be affected. TaxPilotra is not responsible for delays or additional work caused by missing inputs, changed requirements, invalid system access, undocumented third-party limitations, or inaccurate assumptions supplied by the client.

Refunds are not provided solely because a project is delayed by client-side decisions, missing data, delayed approvals, unavailable stakeholders, revoked access, or third-party platform issues outside TaxPilotra’s control.

9. Service Issues and Corrections

If a client believes a deliverable does not match the agreed scope, the client must provide a written description of the issue, relevant examples, expected behavior, and supporting details. TaxPilotra will review the request and determine whether the issue is within scope.

If the issue is within scope and can be reasonably corrected, TaxPilotra may provide correction, revision, or replacement work instead of a refund. If the issue is outside scope, TaxPilotra may offer additional services at an additional cost.

10. Cancellations Before Work Begins

If the client requests cancellation before work begins, TaxPilotra may provide a partial refund after deducting payment processing charges, administrative time, scheduling costs, reserved capacity, and any preparation already performed. TaxPilotra determines whether work has begun based on internal records, project activity, communications, planning, research, system review, or other evidence of project preparation.

11. Refund Request Procedure

To request a refund, the client must provide the client name, company name, invoice reference, service purchased, reason for the request, relevant dates, and any supporting documentation. TaxPilotra may request additional information to evaluate the request.

Approved refunds, if any, are issued to the original payment method when reasonably possible. Processing times may vary depending on payment providers and banking systems. TaxPilotra is not responsible for delays caused by banks, card networks, payment processors, or third-party providers.

12. Chargebacks and Payment Disputes

Clients are encouraged to contact TaxPilotra before initiating a chargeback or payment dispute. Unauthorized chargebacks may delay project work, suspend services, and require additional documentation. If a chargeback is initiated for valid services already performed, TaxPilotra may contest the dispute and provide records showing project activity, communications, deliverables, and accepted terms.

13. No Refund for Tax Outcomes

TaxPilotra provides technical automation and software-focused services. Refunds are not provided because of tax authority decisions, tax law changes, regulatory changes, incorrect client tax assumptions, unreviewed tax positions, business decisions, internal approval changes, or failure to obtain professional tax advice. The client remains responsible for tax compliance decisions and professional review.

14. Policy Updates

TaxPilotra may update this Refund Policy from time to time. The version in effect at the time of purchase or project approval will generally apply unless a later version is required by law or expressly accepted by the client.