Effective Date: February 5, 2026
Last Updated: February 5, 2026

These Terms of Service ("Terms") govern the use of the POPSB Invoice App ("the App"), a desktop application developed and operated by Peter Otte Productions, LLC ("we," "us," or "our").

1. Intended Audience and Scope

The POPSB Invoice App is an internal business tool with a narrowly defined audience. The App is intended exclusively for use by:

Employees of Peter Otte Productions, LLC
Authorized contract vendors working on behalf of Peter Otte Productions, LLC

This App is not offered as a commercial product or service to the general public. It is not available for download, purchase, or licensing by third parties. These Terms exist solely to satisfy third-party integration requirements (such as Intuit QuickBooks Online) and to document the App's data handling practices.

Because the App is used exclusively by internal staff and authorized contractors, we are not asking external users to assume responsibilities or liability under these Terms.

2. Description of Service

The POPSB Invoice App is a desktop accounting application designed for small business use. The App provides the following functionality:

Client Management: Storage and organization of client contact information, including names, email addresses, phone numbers, and billing addresses.
Estimate Creation: Generation of professional estimates with itemized line items, quantities, rates, and calculated totals.
Invoice Management: Creation, tracking, and management of invoices, including payment status and history.
Payment Recording: Documentation of payments received against outstanding invoices.
Email Communications: Sending of estimates and invoices to clients via Microsoft Outlook integration.
QuickBooks Online Integration: Optional synchronization of customers, estimates, and invoices with Intuit QuickBooks Online for accounting purposes.

3. Data Collection and Processing

In the course of providing these services, the App collects and processes the following categories of data:

3.1 Client Data

Business or individual names
Email addresses
Phone numbers
Mailing and billing addresses
Company names and associated contacts

3.2 Financial Data

Estimate and invoice amounts
Line item descriptions, quantities, and rates
Payment amounts, dates, and methods
Outstanding balances and payment history
Document numbers and reference identifiers

3.3 Integration Data

QuickBooks Online entity identifiers and sync tokens
OAuth authentication tokens (stored securely for API access)
Synchronization timestamps and status

4. Data Storage and Security

All data processed by the App is stored locally on company devices in an SQLite database. We do not operate cloud servers or store data on remote systems. Data remains under Peter Otte Productions, LLC control at all times.

Security measures include:

Local-only data storage on company devices
Encrypted storage of authentication tokens
Secure HTTPS connections for all third-party API communications
No transmission of data to external servers operated by Peter Otte Productions, LLC

5. Third-Party Integrations

5.1 Intuit QuickBooks Online

The App offers optional integration with Intuit QuickBooks Online. When the QuickBooks account is connected:

The App is authorized to access QuickBooks company data via Intuit's secure OAuth 2.0 protocol
Customer, estimate, and invoice data may be synchronized between the App and QuickBooks
Use of QuickBooks Online is subject to Intuit's Terms of Service and Privacy Policy
The integration may be disconnected at any time through the App's settings

5.2 Microsoft Outlook

The App integrates with Microsoft Outlook for email communications:

Estimates and invoices are sent through the local Outlook application
Email content is generated by the App and opened in Outlook for review before sending
We do not have access to Outlook account credentials or email history
Use of Outlook is subject to Microsoft's Terms of Service

6. Use of Data for Communications

The App facilitates business communications in the following ways:

Estimate Delivery: Professional HTML-formatted estimates sent to client email addresses
Invoice Delivery: Invoices with payment links sent to client email addresses
Payment Reminders: Follow-up communications regarding outstanding balances

All communications are initiated by authorized personnel. The App does not send automated emails without explicit action.

7. Use of Data for Accounting Purposes

Data processed by the App may be used for legitimate accounting and business purposes, including:

Generation of estimates and invoices for goods or services
Tracking of accounts receivable and payment status
Synchronization with accounting software (QuickBooks Online)
Maintenance of client relationship records
Financial reporting and business analysis
Tax preparation and compliance documentation

8. Data Retention

As an internal business application, data retention is managed by Peter Otte Productions, LLC in accordance with company policies and applicable legal requirements.

Our data retention practices include:

Financial records (invoices, estimates, payment history) are retained for a minimum of seven (7) years to comply with IRS record-keeping requirements
Client contact information is retained as long as an active business relationship exists, or as required for financial record integrity
Database backups are maintained as part of standard company IT procedures
Upon client request for data deletion, we will remove contact information where legally permissible while preserving financial records as required by law

Clients of Peter Otte Productions, LLC who wish to inquire about their data may contact us using the information provided in Section 18.

9. Internal Use Guidelines

Employees and authorized contractors using the App are expected to:

Provide accurate information when creating estimates and invoices
Maintain the security of devices on which the App is installed
Follow Peter Otte Productions, LLC policies regarding client data handling
Use the QuickBooks integration only with company-authorized accounts
Report any technical issues or security concerns to management

These guidelines are part of standard employment and contractor agreements with Peter Otte Productions, LLC and do not create additional legal obligations for external parties.

10. Intellectual Property

The App, including its code, design, and documentation, is the intellectual property of Peter Otte Productions, LLC.

11. Disclaimer of Warranties

THE APP IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NONINFRINGEMENT. WE DO NOT WARRANT THAT THE APP WILL BE ERROR-FREE OR UNINTERRUPTED.

The App is a tool to assist with accounting tasks. It does not constitute accounting, tax, or legal advice.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PETER OTTE PRODUCTIONS, LLC SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITIES, ARISING OUT OF OR RELATED TO USE OF THE APP.

13. Indemnification

This section applies only to authorized users (employees and contract vendors) acting outside the scope of their authorized duties. Peter Otte Productions, LLC does not seek indemnification from external parties who have no access to or relationship with this App.

14. Modifications to Terms

We reserve the right to modify these Terms at any time. Changes will be effective upon posting of the revised Terms with an updated effective date.

15. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be resolved in the courts of Bexar County, Texas.

16. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

17. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement regarding the App and supersede any prior agreements or understandings.

18. Contact Information

For questions or concerns regarding these Terms of Service, please contact:

Peter Otte Productions, LLC
Email: info@popsb.com
Website: https://popsb.com

POPSB Invoice App - Terms of Service