ANNUAL LICENSING, SUBSCRIPTION, SUPPORT & RENEWAL POLICY

Policy Owner: OPTIMUM IT SOLUTIONS COMPANY
Effective Date: July 1, 2026
Policy Version: 1.0

1. PURPOSE

This policy establishes the commercial, licensing, subscription, support, maintenance, renewal, and user-management framework applicable to QuickBooks Enterprise products and related services provided by OPTIMUM IT SOLUTIONS COMPANY (“OPTIMUM IT SOLUTIONS”, “OPTIMUM”, “we”, “our”, or “the Company”).

This policy is intended to establish a clear and consistent framework governing:

  • QuickBooks Enterprise licensing;
  • Annual subscription and renewal;
  • User licensing;
  • Licensing transitions;
  • Product upgrades and updates;
  • Technical support;
  • Maintenance services;
  • Additional users;
  • Pricing and price adjustments;
  • Non-renewal and service termination; and
  • The Company’s administration of QuickBooks Enterprise accounts.

This policy constitutes the Company’s commercial and service policy for QuickBooks Enterprise offerings.

This policy does not purport to amend, replace, or modify Intuit’s applicable software license agreement.

2. SCOPE

This policy applies to all clients who obtain QuickBooks Enterprise products, licensing, subscription services, support, maintenance, implementation, or related services through OPTIMUM IT SOLUTIONS COMPANY.

It applies to:

  • New QuickBooks Enterprise clients;
  • Existing clients renewing their QuickBooks Enterprise arrangement;
  • Clients transitioning to the Company’s current licensing model;
  • Clients requesting additional users;
  • Clients changing their QuickBooks Enterprise edition or configuration; and
  • Clients continuing to receive support or other services from OPTIMUM.

Unless a separate written agreement expressly provides otherwise, the current version of this policy applies to the Company’s current and future QuickBooks Enterprise commercial arrangements.

3. DEFINITIONS

3.1 Annual Subscription

A commercial arrangement under which the client pays a recurring fee for a defined licensing period, normally twelve (12) months, in exchange for the QuickBooks Enterprise license entitlement and services specified in the applicable quotation or agreement.

3.2 Licensed User

A user authorized to access QuickBooks Enterprise under the number of users specified in the applicable quotation, subscription, or agreement.

3.3 Renewal

The continuation of a QuickBooks Enterprise subscription or service arrangement for a subsequent licensing period.

Renewal is subject to the Company’s current pricing, licensing structure, product availability, and applicable terms.

3.4 Current Licensing Model

The QuickBooks Enterprise licensing and subscription structure currently offered and administered by OPTIMUM IT SOLUTIONS COMPANY at the applicable time.

3.5 Licensing Review

A review conducted by OPTIMUM to determine whether the client’s current QuickBooks Enterprise licensing configuration remains aligned with the Company’s current licensing, support, product, and service requirements.

3.6 Licensing Transition

The process of moving a client’s existing commercial arrangement to the Company’s then-current QuickBooks Enterprise licensing and subscription structure.

4. COMPANY LICENSING MODEL

OPTIMUM IT SOLUTIONS COMPANY provides QuickBooks Enterprise to clients under an annual licensing and subscription model.

Each subscription is valid only for the licensing period stated in the applicable quotation, invoice, subscription agreement, or renewal documentation.

The client’s current licensing arrangement shall be determined by the most recent approved commercial document applicable to the account.

Such documentation may specify:

  • QuickBooks Enterprise edition;
  • Number of licensed users;
  • Subscription period;
  • Annual fee;
  • Support services;
  • Maintenance services;
  • Included features;
  • Additional services; and
  • Other applicable terms.

5. ANNUAL RENEWAL REQUIREMENT

QuickBooks Enterprise subscriptions and the Company’s associated services are subject to annual renewal.

The client must maintain an active subscription to continue receiving the products and services included in the current subscription package.

Each renewal constitutes a new licensing period and may be subject to the Company’s pricing, licensing structure, service scope, and terms applicable at the time of renewal.

Previous-year pricing, discounts, user quantities, or commercial arrangements do not automatically carry forward to the next renewal period.

6. FOUR-YEAR LICENSING REVIEW AND TRANSITION

OPTIMUM IT SOLUTIONS COMPANY maintains a four (4) year licensing review cycle for QuickBooks Enterprise accounts.

Upon reaching the fourth year of the applicable licensing cycle, the Company may conduct a formal review of the client’s QuickBooks Enterprise arrangement.

The review may consider:

  • Current QuickBooks Enterprise version;
  • Number of users;
  • Client’s operational requirements;
  • Current licensing structure;
  • Current product availability;
  • Technical compatibility;
  • Support requirements;
  • Integration requirements;
  • Publisher licensing requirements;
  • Current subscription structure; and
  • The Company’s current commercial and service model.

Following the review, OPTIMUM may require the client’s QuickBooks Enterprise arrangement to transition to the Company’s then-current licensing and subscription structure.

7. PURPOSE OF THE FOUR-YEAR POLICY

The four-year licensing review is established to prevent indefinite continuation of outdated commercial and technical arrangements.

The policy enables OPTIMUM to periodically align client accounts with:

  • Current software versions;
  • Current licensing requirements;
  • Current subscription structures;
  • Supported technical environments;
  • Current security and compatibility requirements;
  • Current support procedures;
  • Current integrations; and
  • Current commercial pricing.

The four-year requirement is an OPTIMUM IT SOLUTIONS COMPANY commercial and service policy.

It is not represented as an Intuit rule stating that a QuickBooks perpetual license automatically expires after four years.

8. IMPORTANT DISTINCTION BETWEEN SOFTWARE RIGHTS AND COMPANY SERVICES

The client acknowledges that the following are separate matters:

A. Underlying Software License

The rights granted by the applicable QuickBooks/Intuit software license agreement.

B. OPTIMUM Commercial Services

The products, licensing administration, technical support, maintenance, upgrades, implementation, configuration, assistance, and other services provided by OPTIMUM.

OPTIMUM’s commercial policy governs the services and commercial relationship between OPTIMUM and the client.

It does not purport to cancel, rewrite, or retroactively modify rights granted directly by the applicable software license agreement.

9. EFFECT OF LICENSING TRANSITION

When a licensing transition is required, OPTIMUM may require the client to enter into the Company’s current QuickBooks Enterprise subscription arrangement before continuing to provide the current package of services.

The transition may include:

  • New subscription licensing;
  • Revised user quantities;
  • Updated QuickBooks Enterprise edition;
  • Revised support arrangement;
  • Updated service package;
  • Updated pricing;
  • Updated licensing terms; and
  • Updated renewal schedule.

The specific terms of the transition shall be documented in the applicable quotation or agreement.

10. NO GUARANTEE OF HISTORICAL PRICING

Pricing previously paid by a client does not establish a permanent or perpetual pricing entitlement.

The client acknowledges that pricing may change due to:

  • Intuit or publisher pricing changes;
  • Changes in licensing structures;
  • Changes in subscription models;
  • Currency fluctuations;
  • Operational costs;
  • Support costs;
  • Product changes;
  • User requirements;
  • Third-party service costs;
  • Changes in applicable taxes or government charges; and
  • OPTIMUM’s commercial pricing decisions.

The price applicable to each licensing period shall be the price stated in the approved quotation or agreement for that period.

11. CURRENT ANNUAL SUBSCRIPTION RATE

OPTIMUM IT SOLUTIONS COMPANY’s current standard commercial rate for the applicable QuickBooks Enterprise subscription is:

₱25,000 per user per year

This rate is subject to change and shall not be considered a permanently fixed price.

The actual amount payable by the client shall be the amount stated in the applicable approved quotation, invoice, or agreement.

The subscription fee may include, depending on the selected package:

  • QuickBooks Enterprise licensing;
  • Authorized user entitlement;
  • Access to the applicable current version;
  • Applicable updates;
  • Applicable upgrades;
  • Technical support;
  • Licensing administration;
  • Maintenance services; and
  • Other services expressly identified in the quotation.

12. USER LICENSING

QuickBooks Enterprise access shall be limited to the number of users included in the client’s active licensing arrangement.

The licensed user quantity shall be stated in the applicable quotation or agreement.

The client shall not intentionally permit access beyond its licensed user entitlement.

If additional users are required, the client must request additional licensing from OPTIMUM.

13. ADDITIONAL USERS

Additional users shall be subject to:

  • Current user licensing requirements;
  • Applicable QuickBooks Enterprise user tiers;
  • Current OPTIMUM pricing;
  • Availability of the applicable product tier; and
  • Any applicable implementation or configuration requirements.

Additional users are not automatically included merely because the client has an active subscription.

An increase in user requirements may result in a revised subscription fee.

The additional-user arrangement shall be documented through an updated quotation, amendment, or other written commercial document.

14. USERS ABOVE THE QUOTED LIMIT

If the client requires more users than are included in its current quotation or subscription, OPTIMUM may:

  1. Require the client to purchase additional user licensing;
  2. Move the client to an applicable higher user tier;
  3. Recalculate the subscription fee; or
  4. Require a revised subscription agreement.

The client is responsible for ensuring that its actual usage does not exceed its licensed entitlement.

15. SOFTWARE UPDATES AND UPGRADES

An active subscription may provide access to applicable software updates, upgrades, and new versions depending on the selected QuickBooks Enterprise package and applicable publisher terms.

The availability of updates, upgrades, and features may be affected by:

  • Product edition;
  • Subscription status;
  • Publisher requirements;
  • Technical compatibility;
  • Product discontinuation;
  • Third-party dependencies; and
  • Other applicable technical conditions.

Historical licensing or prior payments do not guarantee access to every future version of QuickBooks Enterprise.

16. TECHNICAL SUPPORT

OPTIMUM IT SOLUTIONS COMPANY provides technical support according to the support package included in the client’s active subscription or service agreement.

Support may include:

  • Installation assistance;
  • Configuration assistance;
  • Licensing assistance;
  • User setup;
  • General troubleshooting;
  • Version upgrade assistance;
  • Basic integration assistance; and
  • Other services specifically included in the client’s agreement.

OPTIMUM may limit or discontinue support for:

  • Unsupported versions;
  • Discontinued products;
  • Unsupported operating systems;
  • Unsupported configurations;
  • Unauthorized modifications;
  • Third-party systems outside OPTIMUM’s control; or
  • Accounts without an active support or subscription arrangement.

17. CONNECTED, ONLINE, AND THIRD-PARTY SERVICES

Certain QuickBooks Enterprise functionality may depend on online services, third-party applications, banking services, payroll services, payment services, integrations, authentication systems, or other external services.

OPTIMUM does not guarantee the indefinite availability of services controlled by Intuit or other third parties.

Availability of such services may change independently of OPTIMUM.

Where a service requires an active subscription, the client must maintain the applicable subscription to continue using that service.

18. NON-RENEWAL

If the client does not renew its subscription by the applicable renewal date, OPTIMUM may discontinue the services associated with the subscription.

Discontinued services may include:

  • Technical support;
  • Licensing administration;
  • Maintenance;
  • Upgrade assistance;
  • Current-version licensing provided through OPTIMUM;
  • Subscription-based services; and
  • Other services included in the expired subscription.

Any continued use of QuickBooks software after non-renewal shall be subject to the applicable software license terms and publisher requirements.

OPTIMUM does not represent that non-renewal automatically terminates rights that may have been granted under a separate software license agreement.

19. SUSPENSION OF SERVICES

OPTIMUM may suspend or discontinue services where:

  • Required subscription fees remain unpaid;
  • The subscription has expired;
  • The client exceeds its licensed user entitlement;
  • The client materially violates the applicable agreement;
  • Continued service would violate applicable licensing requirements; or
  • Continued service is technically or commercially impractical.

Where reasonably practicable, OPTIMUM will provide notice before suspension.

20. CLIENT RESPONSIBILITIES

The client is responsible for:

  1. Providing accurate information regarding the number of users required;
  2. Using QuickBooks Enterprise only within the applicable licensing limits;
  3. Maintaining an active subscription where required;
  4. Paying applicable subscription and service fees;
  5. Providing accurate information during licensing reviews;
  6. Maintaining compatible hardware and operating systems;
  7. Maintaining appropriate backups of company data;
  8. Complying with applicable QuickBooks/Intuit software terms; and
  9. Informing OPTIMUM of material changes to the client’s QuickBooks environment.

21. BACKUP AND DATA RESPONSIBILITY

The client remains responsible for maintaining appropriate and regular backups of its QuickBooks company files and related business data.

Unless expressly included in a separate written agreement, OPTIMUM’s QuickBooks Enterprise subscription does not constitute a guarantee of permanent data storage, backup, or recovery.

Clients are strongly encouraged to maintain independent backups appropriate to their operational and regulatory requirements.

22. LICENSING RECORDS

OPTIMUM may maintain records necessary to administer the client’s QuickBooks Enterprise arrangement.

These records may include:

  • Client information;
  • QuickBooks Enterprise edition;
  • Licensed user quantity;
  • Subscription period;
  • Renewal date;
  • License/reference information;
  • Applicable quotation;
  • Service package;
  • Payment records; and
  • Other information necessary for licensing administration.

The client may request confirmation of its current subscription configuration and licensed user quantity.

23. QUOTATIONS AND COMMERCIAL DOCUMENTS

The applicable quotation, proposal, invoice, subscription agreement, or written amendment shall identify the specific commercial arrangement applicable to the client.

Such documentation may specify:

  • Product;
  • Edition;
  • Number of users;
  • Subscription period;
  • Price;
  • Payment terms;
  • Support services;
  • Additional services;
  • Implementation services; and
  • Special conditions.

Where the quotation contains specific commercial terms that differ from this general policy, the specific written quotation or agreement shall control for that transaction.

24. CHANGES TO THIS POLICY

OPTIMUM IT SOLUTIONS COMPANY reserves the right to modify this policy when reasonably necessary to reflect:

  • Changes in QuickBooks Enterprise products;
  • Changes in publisher licensing;
  • Changes in subscription models;
  • Changes in business operations;
  • Changes in support arrangements;
  • Changes in pricing; or
  • Other legitimate commercial or technical requirements.

The version of the policy applicable to a particular transaction shall be determined by the policy effective at the time of the applicable renewal or agreement, unless otherwise expressly stated in writing.

25. EXCEPTIONS

Any exception to this policy must be expressly approved in writing by an authorized representative of OPTIMUM IT SOLUTIONS COMPANY.

No employee, representative, technician, sales personnel, or other person is authorized to create a permanent exception through verbal communication unless such authority has been expressly granted in writing.

Historical practice, informal discussions, or previous quotations do not automatically create a continuing exception.

26. NO VERBAL MODIFICATION

This policy and the applicable commercial agreement may not be modified, waived, or amended through verbal communication alone.

Any modification, waiver, exception, or special arrangement must be documented in writing and approved by an authorized representative of OPTIMUM IT SOLUTIONS COMPANY.

27. ENTIRE COMMERCIAL ARRANGEMENT

The applicable quotation, subscription agreement, written amendments, and this policy constitute the commercial framework governing the services provided by OPTIMUM IT SOLUTIONS COMPANY for the applicable QuickBooks Enterprise arrangement.

No statement, representation, promise, or understanding outside these written documents shall modify the applicable commercial arrangement unless formally documented and approved in writing.

28. RELATIONSHIP WITH INTUIT

OPTIMUM IT SOLUTIONS COMPANY is responsible for the commercial and service arrangements that it provides to its clients.

Intuit’s applicable software license agreement, product terms, and publisher policies govern matters relating to the underlying QuickBooks software.

This policy governs the commercial relationship between OPTIMUM and its client, including:

  • Subscription administration;
  • Annual renewal;
  • User management;
  • Support;
  • Maintenance;
  • Licensing services;
  • Commercial pricing; and
  • Other services provided by OPTIMUM.

OPTIMUM shall not represent an internal Company policy as an Intuit policy.

Likewise, the client acknowledges that OPTIMUM’s commercial policy does not amend or supersede Intuit’s applicable software license agreement.

29. CLIENT ACKNOWLEDGMENT

By accepting a QuickBooks Enterprise quotation, subscription, renewal, or service agreement from OPTIMUM IT SOLUTIONS COMPANY, the client acknowledges and agrees that:

  1. QuickBooks Enterprise services provided by OPTIMUM are administered under an annual licensing and subscription model;
  2. Annual renewal is required to continue the applicable OPTIMUM subscription and services;
  3. Subscription pricing is subject to the Company’s current commercial pricing;
  4. Previous pricing does not automatically carry forward to future renewal periods;
  5. The four-year licensing review is an OPTIMUM commercial and service policy;
  6. The four-year policy is not represented as an Intuit rule automatically terminating a perpetual software license;
  7. User quantities are limited to the number specified in the applicable licensing arrangement;
  8. Additional users may require additional fees or a higher user tier;
  9. Current software versions, upgrades, updates, and subscription-dependent services may require an active subscription;
  10. Technical support is subject to the applicable support arrangement;
  11. Third-party and connected services are subject to their respective availability and terms;
  12. Non-renewal may result in the discontinuation of OPTIMUM-provided subscription services and support;
  13. The applicable quotation or agreement determines the actual price, user quantity, subscription period, and included services;
  14. Any exception or modification must be documented in writing; and
  15. This policy governs OPTIMUM’s commercial and service relationship with the client and does not replace Intuit’s applicable software license agreement.