BillPilots Services Agreement

Last Updated: July 1, 2025

This Services Agreement (the “Agreement”) is made and entered into as of the date of electronic acceptance by you (“Client”) and is between BillPilots, LLC (“BillPilots” or “we” or “us”) and Client.

Enrollment and Submission By submitting your medical bill(s) and related information to BillPilots through our website or other designated means, you are requesting and agree to engage BillPilots to use commercially reasonable efforts to negotiate a reduction in the amount you owe to your healthcare provider(s) for those bill(s) (the “Services”), subject to the terms and conditions of this Agreement.

Client Responsibilities
To enable BillPilots to provide the Services, you agree to the following:

  • Provide accurate and complete information regarding your medical bill(s) and healthcare provider(s) as requested by BillPilots.

  • Provide BillPilots with copies of your medical bill(s) and any other documentation reasonably requested to facilitate the negotiation process.

  • Maintain the confidentiality of any negotiation strategies or settlement offers communicated by BillPilots and not share them with third parties except as necessary for the Services.

  • Promptly respond to requests for information or documentation from BillPilots.

  • Understand that BillPilots does not guarantee any specific reduction in your medical bill(s).

Authorization to Act
You hereby authorize BillPilots to act as your limited agent and representative for the sole purpose of communicating with your healthcare provider(s) and their representatives regarding the medical bill(s) you have submitted for negotiation. Client agrees that BillPilots' authority to act under this section is contingent upon Client executing the separate 'HIPAA Authorization for Release of Protected Health Information' form provided by BillPilots, which permits BillPilots to access and use required Protected Health Information (PHI) to perform the Services. This authorization includes, but is not limited to, the right to:

  • Inquire about the details of your medical bill(s).

  • Discuss potential errors, discounts, or alternative payment arrangements.

  • Receive and review settlement offers.

You understand that BillPilots does not have the authority to accept any settlement offer on your behalf without your explicit consent. All final decisions regarding the settlement of your medical bill(s) remain solely with you.

Fee Calculation and Payment
In consideration for the Services, you agree to pay BillPilots a fee equal to twenty percent (20%) of the total Savings achieved on your medical bill(s). “Savings” shall be defined as the difference between the original gross amount of the medical bill(s) submitted by you and the final negotiated amount that you agree to pay to the healthcare provider(s).

The fee is contingent upon you achieving Savings as a direct result of BillPilots’ negotiation efforts. If BillPilots is unable to achieve any Savings on your submitted medical bill(s), you will not owe BillPilots any fee for those specific bill(s).

Once a negotiation resulting in Savings has been finalized and communicated to you, BillPilots will send you an invoice for the 20% fee based on the Savings achieved.

10% of the fee will be donated to either your local church or to support children in foster care in the state of Texas via a trusted foster care organization that you select.

You agree to pay the invoice within 15 days of the invoice date. The invoice will include a link to facilitate online payment. Payments received after 15 days may be subject to a late fee of 5% of the outstanding balance.

Cancellation Policy
You may terminate this Agreement without penalty within twenty-four (24) hours of submitting your medical bill(s) and related information to BillPilots for negotiation by providing written notice of cancellation to BillPilots via hello@billpilots.com. BillPilots reserves the right to terminate this Agreement at any time prior to commencing substantive negotiation efforts on your bill(s). Once substantive negotiation efforts have begun, termination by either party may be subject to further terms as communicated by BillPilots.

Confidentiality and Data Privacy
BillPilots is committed to maintaining the confidentiality and security of your medical and personal information in accordance with applicable laws, including the Health Insurance Portability and Accountability Act (HIPAA). We will use your information solely for the purpose of providing the Services, communicating with you about the status of your negotiations, and processing your payment. BillPilots implements reasonable administrative, physical, and technical safeguards designed to protect the confidentiality and security of your information. BillPilots will not sell, rent, or otherwise disclose your personal or medical information to third parties for marketing or any other purposes unrelated to the Services. For more detailed information about how BillPilots handles your Protected Health Information and your rights under HIPAA, please review our Notice of Privacy Practices, available on our website and provided to you. Client acknowledges that BillPilots may use de-identified data derived from the Services provided under this Agreement for internal purposes, such as service improvement, analytics, and reporting aggregate savings, provided such data does not identify Client.  

Limitation of Liability
To the fullest extent permitted by applicable law, BillPilots’ total liability to you for any and all claims arising out of or relating to this Agreement or the Services, regardless of the form of action, shall be limited to the amount of fees actually paid by you to BillPilots for the specific medical bill(s) that are the subject of the claim. BillPilots shall not be liable for any indirect, incidental, consequential, special, or punitive damages, or for any loss of profits or revenue, arising out of or relating to this Agreement or the Services, even if BillPilots has been advised of the possibility of such damages. You understand and agree that BillPilots provides a negotiation service and does not provide medical, financial, or legal advice.  

Governing Law and Dispute Resolution
This Agreement shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of law principles. Any dispute, claim, or controversy arising out of or relating to this Agreement or the Services shall first be subject to good-faith negotiation between the parties for a period of sixty (60) days following written notification of the dispute by one party to the other (the “Negotiation”). If the dispute is not resolved through Negotiation within the sixty (60) day period, then the dispute shall be exclusively resolved by binding arbitration administered by the American Arbitration Association (AAA) in accordance with its Commercial Arbitration Rules. The arbitration shall be conducted in the State of Texas, and the decision of the arbitrator shall be final and binding on both parties. Judgment upon the award rendered by the arbitrator may be entered in any court having jurisdiction thereof.  

Entire Agreement
This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous communications and proposals, whether oral or written.  

Amendments
BillPilots reserves the right to modify or amend this Agreement at any time by posting the revised Agreement on its website or providing other notice to you. Your continued use of the Services after the effective date of any such changes will constitute your acceptance of the revised Agreement.

Severability
If any provision of this Agreement is held to be invalid or unenforceable, such provision shall be struck and the remaining provisions shall remain in full force and effect.  

Notices
All notices to BillPilots shall be sent by email to hello@billpilots.com. Notices to you will be sent to the email address you provide during the enrollment process.

Acknowledgement
By proceeding to submit your medical bill(s) to BillPilots, you acknowledge that you have read, understood, and agree to be bound by the terms and conditions of this Services Agreement.