eZ Positive Pay Terms

Effective Date: 21-Aug-2026

These eZ Positive Pay Terms ("Positive Pay Terms") apply to your use of the eZ Positive Pay service and supplement our general Terms of Use. By subscribing to eZ Positive Pay, you agree to these Positive Pay Terms in addition to the Terms of Use. Capitalized terms not defined here have the meaning given in the Terms of Use. If there is a conflict between these Positive Pay Terms and the Terms of Use, these Positive Pay Terms control for your use of eZ Positive Pay.

1. Description of the Service

eZ Positive Pay connects to your QuickBooks Online company file(s) to generate Positive Pay files for the bank accounts you configure. Depending on your plan and account settings, you may download generated files for upload to your bank, or use Automated Transmission as described in Section 3.

2. Bank Format Compatibility

eZ Positive Pay is compatible with the Positive Pay file formats and transmission channels we support for the financial institutions you connect. Not every bank or format is supported, and support can change if a financial institution changes its requirements. We recommend confirming your bank's format is supported before relying on eZ Positive Pay for a live account.

3. Transmission Modes: Review and Release vs. Automated Transmission

Review and Release (default). Each bank account starts in Review and Release mode. The service generates your Positive Pay file on demand and downloads it to you. We do not transmit the file to your bank — you upload it yourself through your bank's portal.

Automated Transmission (optional, where available on your plan). You may enable direct transmission to a supported bank channel for a bank account. When enabled, files generated for that account may be sent to your bank on a configured schedule without a manual review step immediately before each transmission. Enabling this removes a human checkpoint: Positive Pay files generally tell your bank that a check is authorized to pay, so an error or unauthorized entry in your QuickBooks data may be transmitted as authorized if not caught first. Only enable Automated Transmission for an account if that fits how you manage internal controls for that account. You can disable it at any time in your account settings.

4. Your Responsibilities

Review generated files, transmission status, and any bank rejections or exceptions promptly — no later than the end of the next business day. eZ Positive Pay is a tool to help you generate and manage Positive Pay files. It does not replace your own fraud-prevention procedures, your review of your QuickBooks data and bank activity, or your internal controls.

5. Export History and Records

We keep a history log of each Positive Pay batch you generate, including when it was generated, who or what triggered it, the bank accounts involved, the file name, the delivery method and status, and the check numbers included. This history log does not include dollar amounts, payees, or a copy of the generated file. Those details exist in the file sent to your bank, but we do not retain generated files after they are sent — so amounts and payees for past batches are only available in your QuickBooks company file. If you need to preserve records of check amounts, payees, or account configuration, keep your own copies, including in QuickBooks, since eZ Positive Pay does not.

6. Data Retention

Our general data retention practices are described in our Terms of Use. For eZ Positive Pay specifically, we do not currently delete your export history log on a fixed schedule. If you would like it deleted, contact us at support@zacharysystems.com and we will delete it, or confirm its deletion, within a reasonable time.

7. Third-Party Services

eZ Positive Pay depends on QuickBooks Online, Intuit, and your financial institutions' systems, which we do not control. We are not responsible for their outages, errors, decisions about whether to pay or reject a check, or changes to their requirements.

8. Availability

We work to keep eZ Positive Pay available and reliable, but like any cloud software, occasional downtime, maintenance, or third-party outages can occur. eZ Positive Pay is provided on an "as is" and "as available" basis as described in our Terms of Use.

9. Limitation of Liability

In addition to the Limitation of Liability in our Terms of Use, we are not liable for losses resulting from: inaccurate or unauthorized data in your QuickBooks company file; your election to use Automated Transmission for a bank account; your failure to review transmission results or exceptions promptly; unauthorized or fraudulent checks issued or recorded by or on your behalf; or the actions or failures of your financial institution or other third-party services outside our reasonable control.

10. Changes to These Positive Pay Terms

We may update these Positive Pay Terms occasionally. The latest version will always be posted on this page, with the updated effective date. Continued use of eZ Positive Pay after changes means you accept the revised Positive Pay Terms.

11. Contact Information

For questions about these Positive Pay Terms, please contact us at:

support@zacharysystems.com
Zachary Systems, Inc
43300-116 Southern Walk Plz #671
Broadlands, VA 20148 USA