Refund policy

What this covers

QB Systems LLC sells professional services — assessment, design, build, cutover and managed support — under a signed statement of work. Each phase is scoped and priced before it begins, and invoiced against that phase.

This page describes our standard position on refunds. Where a signed statement of work says something different, that document governs. Nothing is sold through qbsystms.com itself: there is no checkout, no subscription and no card taken here, so this policy applies to engagement fees rather than to use of the site.

No guarantee of outcomes

We commit to delivering the software and data work described in the statement of work, to the acceptance criteria agreed during design. We do not guarantee commercial outcomes that depend on factors outside that work — hours saved across a whole team, close timelines, headcount, revenue, or the behaviour of a third-party platform, bank or processor. Refunds are not issued on the basis of business results alone.

What we do stand behind is correctness. If a delivered figure cannot be traced to its source, or a reconciliation we built stops tying out, that is a defect and we fix it at our cost — see acceptance below.

When a refund applies

A refund is issued where:

• The phase has not started. Any amount paid for a phase we have not begun is refunded in full.
• A payment was duplicated or taken in error. Duplicate transfers, an overpaid invoice, or an amount billed against the wrong engagement are returned in full — or credited against the next invoice if you would rather.
• We cannot deliver. If we end an engagement because we are unable to deliver what was agreed, we refund the fees for work not delivered, hand over everything produced to that point, and help brief whoever picks it up.
• An accepted defect cannot be corrected. If a deliverable does not meet its written acceptance criteria and we cannot put it right within a reasonable period, the fee for that deliverable is refunded.

What is not refundable

Work that has been performed and delivered is generally not refundable. That includes:

• the assessment, once the written system map, prioritised backlog and proposal have been handed over — it is a standalone deliverable and stays yours whether or not you build with us;
• design work already delivered, including the solution design, control matrix and acceptance criteria;
• build work demonstrated or deployed to your environment, and migration or clean-up already run against your data;
• cutover work already performed, including a replayed-period tie-out and training that has taken place;
• elapsed months of a managed support agreement;
• third-party costs we have paid on your behalf — hosting, licences, subscriptions and platform fees — which we refund only to the extent the provider refunds them to us.

Cancellation

Either party may end an engagement on written notice, and you do not need to give a reason. What happens to money already paid depends on where the work stands:

• Before a phase begins. The phase fee is refunded in full. Because phases are short and quoted one at a time, this is the usual case.
• Part-way through a phase. We stop work, invoice the portion completed and delivered, and refund the balance. You see what that portion consists of before anything is settled.
• After a phase is delivered and accepted. That phase is payable in full. You are under no obligation to commission the next one.

On cancellation you keep everything produced and paid for to that point — source code, documentation and data — as described under ownership in terms. We do not withhold work product over a billing dispute.

If work fails acceptance

Deliverables are validated against acceptance criteria written during design, including a parallel run against a period you have already closed where that applies. If something does not meet those criteria, tell us and we correct it at our cost — that is part of the fixed price, not a change order. Only where we cannot correct it does the fee for that deliverable become refundable.

Managed support

Support runs as a monthly agreement. You may cancel at any time on written notice, effective at the end of the current month. Months already elapsed are not refunded; a month paid in advance and not yet started is. Where an annual arrangement has been agreed, it is refunded pro rata on the unused whole months remaining.

How refunds are processed

• Send the request to info@qbsystms.com with the invoice number and what you are asking to have refunded.
• We acknowledge within two business days and confirm the amount in writing, with a short statement of the work performed.
• Approved refunds are issued within 7 to 10 business days of that confirmation.
• Refunds go back by the original payment method, to the account the payment came from. Where that method cannot accept a return, we refund by bank transfer to the paying account.
• Bank or processor charges on the original payment are not recoverable by us and are not part of the refunded amount.

Changes to this policy

We may update this policy. The version published here applies to new engagements; for work already under way, the policy in force when the statement of work was signed continues to apply.

Contact

Questions about a refund, an invoice or this policy can be sent to info@qbsystms.com, or by post to QB Systems LLC, 45-39 Robinson St., Flushing, NY 11355.

Last updated August 24, 2026.