Terms and Conditions

Last updated: November 6, 2026

These Terms and Conditions ("Terms") govern your use of clientfollowupsystems.com and the services offered by Client Followup Systems LLC ("Client Followup Systems," "CFS," "we," "us," or "our"). By using this website, submitting a form, uploading documents, or requesting a free review, you agree to these Terms.

If you enter a paid engagement with us, a separate signed service agreement will also apply. If that agreement conflicts with these website Terms on fees, scope, deliverables, cancellation, or refunds, the signed service agreement controls for that engagement.

1. Who we are

Client Followup Systems LLC is based in Snellville, Georgia. We provide deduction recovery for food and beverage brands and recovery and reconciliation support for public agencies.

2. Services

Brand deduction recovery. We help brands identify, document, and dispute short-pays, chargebacks, and other deductions taken by distributors and retailers (including UNFI, KeHE, Walmart, and similar channels). Services may include:

• A free deduction review of recent payment or remittance reports
• Lookback recovery for past deductions still inside the applicable dispute deadline
• Ongoing monthly review, dispute filing support, deadline tracking, and reporting

Public agency work. We may support recovery audits, payment reconciliation, and overpayment review for public agencies as a prime contractor or subcontractor, under separately negotiated contract terms.

Website information. Descriptions, examples, market statistics, and pricing shown on the website are for general information. They are not a bid, quote, or guarantee unless confirmed in a signed agreement.

3. Free deduction review

A free deduction review is an informational assessment. Typical steps include your sharing recent payment or remittance reports, our sorting and flagging deductions that appear disputable, and a short walkthrough of findings. A free review:

• Does not create an obligation for you to buy paid services
• Does not create an obligation for us to file disputes or recover funds
• Does not guarantee that any particular deduction is recoverable

4. No guaranteed results

Nothing on this website or in a free review promises a specific recovery amount, success rate, or timeline. Recovery depends on the facts of each deduction, your documents, distributor or retailer rules and portals, dispute deadlines, and third-party decisions outside our control. Past examples and industry ranges shown on the site are illustrations only, not predictions of your results.

5. Authorization to review documents

By submitting a form, uploading files to our secure upload page, or otherwise sending us payment reports, remittance advice, invoices, or related materials, you:

• Represent that you have the right to share those materials with us
• Authorize us to review them for the purpose of evaluating deductions, preparing a free review, and — if you later sign a service agreement — performing agreed recovery or reconciliation work
• Agree that we may discuss findings with the contact people you designate

Access to distributor or retailer portals (for example KeHE, UNFI, or Walmart Retail Link / APDP) is handled only with your written authorization and under the terms of your signed service agreement. We do not ask you to share passwords through the public website form.

6. Fees and separate service agreement

Fees for paid services are set in a separate signed service agreement between you and Client Followup Systems. Ongoing brand recovery work is typically a monthly subscription billed in advance, often together with a percentage of money recovered, as stated in that agreement. Current rates published on our website (for example lookback recovery as a percentage of money recovered, or a monthly fee plus a percentage of recoveries) are informational only and do not become binding until both parties sign an agreement that states the fee terms for your engagement.

Unless your signed agreement says otherwise, free reviews have no fee. Government or agency work is priced under the applicable contract or proposal. Cancellation and refunds for paid monthly service are described in Section 7.

7. Cancellation and refunds

Monthly subscription. Ongoing paid deduction-recovery service is a monthly subscription, billed in advance for each service month, on the terms in your signed service agreement.

How to cancel. You may cancel at any time by giving us written notice (email to [email protected] is fine). Cancellation takes effect at the end of the current paid month. Service continues through that month. Future monthly billing stops after that month ends.

No refund of monthly fees already paid. Monthly subscription fees that you have already paid are not refunded, including for a partial month or unused days in the current paid month.

Work already done still earns the recovery percentage. Cancelling stops future deduction work. It does not cancel work we have already performed. For deductions we have already identified, disputed, or submitted before cancellation takes effect, you still owe the agreed percentage of whatever is recovered on those items — even if the money is paid or credited to you after cancellation.

Free review. The free deduction review has no fee, so there is nothing to refund.

Signed agreement controls. If your signed service agreement says something different about billing, cancellation, or refunds, that agreement controls for your engagement. Government or agency contracts follow their own written terms.

8. Your responsibilities

You agree to:

• Provide accurate contact and business information
• Provide documents that are complete and authentic to the best of your knowledge
• Meet dispute deadlines you control and respond promptly when we request missing information
• Use the website and any upload page lawfully and not attempt to disrupt or misuse our systems

9. Confidentiality

We treat your payment reports and other business or financial documents as confidential and use them as described in our Privacy Policy. You agree not to share our non-public work product, dispute strategies, or internal tools with third parties except as needed for your own business or as required by law, unless we agree in writing.

A separate confidentiality or nondisclosure agreement may be signed as part of onboarding for paid work.

10. Intellectual property

Website content, branding, templates, and materials belong to Client Followup Systems or its licensors and may not be copied or reused for commercial purposes without our written permission. Feedback you give us may be used to improve our services without obligation to you.

11. Disclaimers

The website and free review are provided "as is." To the fullest extent allowed by law, we disclaim warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the site will be uninterrupted or error-free, or that any deduction will be overturned.

We are not your attorney, accountant, or auditor unless a separate engagement expressly says so. Website content is not legal, tax, or accounting advice.

12. Limitation of liability

To the fullest extent allowed by law, Client Followup Systems and its owners, employees, and contractors are not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost revenue, or lost business opportunity, arising from the website, a free review, or our services.

Our total liability for any claim related to the website or a free review is limited to fifty U.S. dollars (US $50). For paid services, our total liability is limited to the fees you actually paid us for the specific service giving rise to the claim during the three (3) months before the claim, unless your signed service agreement sets a different limit.

Some jurisdictions do not allow certain limitations; in those places, our liability is limited to the maximum extent permitted by law.

13. Indemnity

You agree to indemnify and hold harmless Client Followup Systems from claims arising out of your misuse of the website, your breach of these Terms, or documents you provide that you were not authorized to share, except to the extent caused by our willful misconduct.

14. Governing law

These Terms are governed by the laws of the State of Georgia, USA, without regard to conflict-of-law rules. Courts located in Georgia have exclusive jurisdiction over disputes arising from these Terms or the website, unless a signed service agreement or government contract specifies a different forum.

15. Changes

We may update these Terms. The "Last updated" date shows when they last changed. Continued use of the website after a change means you accept the updated Terms. Changes to a paid engagement require agreement under that engagement's amendment terms.

16. Contact