Draft pending legal review
CommunityPilot has not yet launched commercially. This document is a good-faith draft prepared for review by counsel and is published so prospective customers can see our intended terms. It has not been reviewed or approved by an attorney, and it is not legal advice. Questions? Contact us.
Payment & Refund Terms
Last updated 8 September 2026
Three different kinds of money move through CommunityPilot, and they behave differently. This page separates them, because conflating them is how people get surprised.
The three kinds of payment
| What | Who pays | Who receives |
|---|---|---|
| Subscription | The association, developer or management company | CommunityPilot |
| Dues and assessments | Homeowners | The association, through its own connected Stripe account |
| Closing / resale package fee | The requesting title company, realtor or buyer | Split — see below |
Dues money is not our money
When a homeowner pays dues, the funds go to the association's own connected Stripe account. CommunityPilot does not hold, pool or disburse association funds, and we are not a bank, an escrow agent or a money transmitter. Payout timing is Stripe's, on the association's Stripe schedule.
Closing and resale package fees
A resale request carries two separate amounts, and both are shown to the requester before they pay:
- The community fee.Set by the association, paid to the association. This is the association's charge for preparing the package.
- The CommunityPilot application fee. Our charge for processing the request and delivering the package.
Card processing costs are the association's responsibility and come out of the community fee, not out of ours.
Fee caps are the association's responsibility, and we will help
Several states cap what a community association may charge for a resale certificate or transfer, and the caps differ. The association sets its own fee and is responsible for it complying with the law where the property sits.CommunityPilot provides a per-association fee configuration so a board can set and record its figure, but we do not determine what is lawful in your jurisdiction and you should not treat the software as having checked.
We are launching in Missouri first, in part so that this can be got right for one jurisdiction before it is offered in fifty.
Refunds
Subscriptions
Charged in advance for the term. Cancel any time and the service runs to the end of the paid period. We do not automatically refund a partial term — but if CommunityPilot failed to deliver what you paid for, write to us and we will make it right rather than point at this paragraph.
Resale packages
Refundable in full if the board declines the request, or if the package cannot be delivered. Once the documents have been released, the work is done and the fee is not refundable. Refunds go back to the original payment method through Stripe.
Dues
A dues refund is between the homeowner and the association. The board can issue one through CommunityPilot; we do not refund association money on our own initiative.
Failed payments
A declined card does not create a charge. Where a community has enabled late fees, the association's own schedule governs when one applies — the software applies the board's rule, it does not invent one.
Disputes and chargebacks
A disputed payment is recorded against the payment and shown to the board, and the association is responsible for responding through Stripe. Where a chargeback concerns dues, it is between the homeowner and the association.
Taxes
Prices exclude tax. Where we are required to collect sales tax it will be added and shown before you pay.