Refund Policy

Effective date: May 11, 2026

We want you to be confident in every purchase you make from WHMCSPilot. This Refund Policy explains, plainly and without small print, the circumstances under which a refund is and is not available. It forms part of our Terms of Service.

1. Module purchases - 7-day refund window

Every module sold by WHMCSPilot can be refunded for any reason within seven (7) calendar days of the original payment date. The seven days begin the moment your payment is captured and ends at 23:59 UTC on the seventh calendar day.

To request a module refund:

1. Log in to your customer portal at /account.
2. Open the relevant order from the "Orders" tab.
3. Click "Request a refund" and tell us the reason - a sentence is fine, no questionnaire.

We process eligible refund requests within two (2) business days. The funds are returned to the same payment method you used for the original purchase. Card refunds typically appear on your statement within 3–10 business days; PayPal refunds are usually instant; cryptocurrency refunds are returned to the originating wallet at the prevailing exchange rate at the time of refund (so small differences from the original payment amount may occur due to crypto price movement - this is outside our control).

What disqualifies a module refund

The 7-day refund is unconditional in spirit but has a few common-sense limits. We may decline a refund where:

• The 7 days have passed. Day 8 onwards, the sale is final.
• The licence has been used in active commercial production. "Active commercial production" means the module has processed real paying customer transactions on a live WHMCS install. Installing and testing - even on a production domain - does not disqualify you. Operating the module commercially for several days does.
• The module's source code has been redistributed. Sharing, leaking, or republishing the source voids the right to a refund and is also a breach of our licence terms.
• The refund request is a chargeback rather than a portal request. Customers who file a chargeback with their bank or PayPal without contacting us first will be issued a refund through the normal channel only if entitled to one; we will dispute chargebacks where the goods were used in production or the request is outside the window. Chargebacks also result in immediate licence deactivation.
• Promotional or bundle pricing made the order materially below cost. Where a module was purchased as part of a clearly-marked "all-in" bundle, refunds may be issued on a pro-rata basis covering the value of the remaining unused modules.

Subscription support renewals

Modules ship with twelve (12) months of free updates and support. If you renew that support at the end of the first year and decide within seven (7) days that you do not wish to continue, the renewal payment is refundable on the same terms - your module continues to work; only the new renewal period is cancelled.

2. Service engagements - no refunds

Custom development, configuration, integration, migration, audit, and consulting work - collectively "Services" - are not refundable. The reason is straightforward: when you pay for a service engagement, we immediately reserve engineer capacity against your project, decline competing work for that block, and begin scoping and preparing the engagement. That allocated time is consumed regardless of whether the work has visibly begun yet.

To make this fair, the following protections apply on every service engagement:

• You always see a written scope and fixed-price quote before paying. No work is paid for before you have approved exactly what is being delivered. If our quote is wrong, that is our risk, not yours - we honour the quoted price.
• 14-day correction guarantee. Anything inside the documented scope that does not work as promised on delivery is fixed for free for 14 days after handover. The fix is the remedy, not a refund.
• Milestone billing on longer projects. For service engagements longer than two weeks, we structure payment in milestones (typically 50% on kickoff, 50% on delivery, or similar). You retain control over whether to authorise the next milestone based on progress to date.
• Out-of-scope discoveries. If during the project we discover the actual scope is materially smaller than quoted - for example, a feature you commissioned turns out to already exist in your WHMCS install - we will issue an honest credit on your account for the unused portion. This is at our discretion and reflects an actual reduction in delivered scope, not a refund of work already performed.

3. Exceptions and disputes

We will issue a refund even outside the above terms if required to do so by mandatory consumer-protection law in your country of residence. Nothing in this Refund Policy limits statutory rights that cannot lawfully be waived.

If you believe you are entitled to a refund and your request has been declined, you may escalate the matter by emailing [email protected] with the order number and a short explanation. A senior member of our team will personally review the case within five (5) business days. We resolve almost every dispute amicably; we very rarely need to involve external dispute resolution.

4. Cancellations

You may cancel an order before the licence key is issued and the download is delivered. In practice this window is very short - usually a few minutes between checkout and automatic fulfilment. To cancel, email [email protected] immediately after placing the order; if we catch your email before the system has issued the licence, we will void the order in full.

After fulfilment, the 7-day refund window described in section 1 applies for modules. Services follow section 2.

5. Changes to this policy

We may update this Refund Policy from time to time. The "Effective date" at the top of this page indicates the latest revision. Material changes will be communicated to active customers by email or via a banner in the customer portal. The version in force at the time of your purchase is the one that applies to that purchase, even if a later version is published.

6. Contact

Questions about refunds? Email [email protected] or open a ticket from your customer portal. We aim to respond within one business day.