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Introduction
These bookkeeping terms of service describe the working relationship between the Client of this statement and Galatians Bookkeeping LLC (the Bookkeeper).
The Client is defined as any person or company that has paid funds to Galatians Bookkeeping LLC with the intention of receiving services as listed below.
The Client understands that services are to be provided beginning on the date where the first invoice has been paid.
Client understands that continuation of services that exceed the services of these terms for a new company would potentially result in initiating a separate terms of service.
Whereas the Client wishes to retain the Bookkeeper for bookkeeping services.
And whereas the Client agrees to engage and compensate the Bookkeeper as an independent terms of service or for the services agreed upon herein, and the Bookkeeper agrees to provide such services agreed upon herein. The Client confirms and testifies that any signature obtained within this terms of service was entered into without duress or coercion.
Therefore, in consideration of the terms and conditions detailed in this bookkeeping terms of service, the receipt, understanding, and approval of which is duly acknowledged through electronic signature from one or no parties below.
Definitions
Coaching : Regarding this terms of service, coaching services are defined as the Bookkeeper providing consultative services to the Client of this statement. Though the Bookkeeper will provide conceptual thoughts and strategies to the Client, the Bookkeeper is under no obligation to complete the tasks included within this advisement.
Done-For-You: Regarding this terms of service, Done-For-You services are defined as the Bookkeeper completing services on behalf of the Client and engages with their financial data as outlined in Section B with a hands-on approach.
Services Available:
The Client understands that the Bookkeeper provides the following services relative to both Coaching and Done-For-You services:
Accounts Payable
Accounts Receivable
General Bookkeeping
Bill Payment
Invoice Management
Expense Organization
Payroll
Debt Elimination
Bank Account Reconciliation
Financial Reporting
Service Schedule
Financial Services Provided or Coaching (relative to the below)
Accounts Payable
Processing invoices for external vendors, parties, etc
Performing data entry to Quickbooks or applicable software to ensure payments are accurately reconciled
Accounts Receivable
Receiving, reviewing, tracking invoices and payments
Dispersing accounts receivable aging report
Performing data entry to Quickbooks or applicable software to ensure payments are accurately reconciled
Dispersing accounts receivable aging report on a weekly basis for review by all pertinent parties
General Bookkeeping
Ensuring all entries are properly filed and reconciled
Organizing database systems to ensure efficient operational use of software and programs
Bill Payment
Processing all relevant bill payments while tracking and documenting completion
Assisting with operational efficiency to modify bill pay methods
Invoice Management
Reviewing invoice operations to ensure all payments and receivables have been accurately accounted for
Expense Organization
Tracking all banking expenses and properly matching with corresponding customer, vendor, or applicable entity
Ensuring chart of accounts ledger is accurate and efficient for specified business use
Payroll
Processing salary and wage payments for all terms of serviceors and employees based on the frequency determined by leadership of above-mentioned company (Section A). Frequency of payout may include weekly, monthly, biweekly, quarterly, or annually.
Tracking all W-2 and 1099 forms; ensuring that proper filing dates are upheld
Debt Elimination
Monitoring expenses of accounts to identify resource-need of specified unit(s)
Designing budget models for appropriate stakeholders to review and analyze for forecasting or business-related purposes
Annual budget reports are distributed to the Client during Q4 of the previous year; All follow up budget reports are tracked and dispersed on a monthly basis for monitoring
Bank Account Reconciliation
Monitoring, tracking, and reporting all activity related to bank expenses and income; ensuring that all entries are properly linked to the proper bank statement or reporting account and have been reconciled accordingly
Financial Reporting
Creating and presenting profit and loss statements, balance sheets, and any other relevant reports used to assist with stakeholder decision-making
Bookkeeping Reports includes:
Profit & Loss Statement
Balance Sheet
Forecasting Tracker
Payroll Reports Include:
Monthly, Quarterly, and Annual Wages Paid
Service Rates
The Client hereby agrees to compensate the Bookkeeper at the following rates for services rendered:
Monthly Fee
Client understands that the above Fee is based on the below pricing tiers for the applicable services. All tiers and monthly rates are based on the annual gross revenue of the previous fiscal year and current or most consistent headcount of the Client Company:
Bookkeeping Services Tiered-Pricing
Tier
Galatians Bookkeeping Service Price
Client Company Annual Gross Revenue
Level 1
$1500/month
$0-$250,000
Level 2
$2500/month
$250,000-$500,000
Level 3
$3500/month
$500,000-$1M
Level 4
Reflected on custom invoice
$1M and above
The Client understands that per the above tier chart in Section C Sub b and Section C sub c, the Bookkeeper will invoice in accordance with the listed specifications. If the Bookkeeper notices that the gross revenue or team member amount of the Client Company increases or decreases at any point, the level tiers will be updated and reflected on the following invoice. Such a change will be communicated via email from the Bookkeeper to the Client.
Clients whose revenue does not fall within the minimum range as listed above will be charged a standard fee between $250 - $500 per month based on scope.
D. Payment
Invoices are sent on a monthly and/or quarterly basis and are expected to be paid by the due date on each invoice. Invoices that have not been paid within 30 days of the due date will result in service termination.
After 30 days of nonpayment, all services will be terminated and the Client will be required to fulfill all outstanding balances before the Bookkeeper restarts service.
If the current card or bank account on file is returned or invalid, Client should update payment information as soon as possible to ensure continuation of service.
Any fees or expenses not listed in the bookkeeping terms of service will be disclosed in writing to the Client prior to being invoiced. The Client understands that all fees paid are non-refundable.
E. Communication
Please choose ONE preferred meeting host and frequency of communication:
Meeting Frequency
Recorded Presentation
Bookkeeper will provide the Client with monthly and quarterly reports with summary of highlights and action items
All reporting presentations will be screen recorded and sent to the Client for review. Screen recordings will be available for 30 days and then subsequently removed.
Monthly
Bookkeeper will meet with Client monthly for 30 minutes each session with agenda
The Client should expect to receive a monthly report of their financial statements with a pre-recorded screen-share presentation in tandem. Screen recordings will be available for 30 days and then subsequently removed.
Quarterly
Bookkeeper will meet with Client quarterly for 60 minutes each session with agenda
The Client should expect to receive a monthly report of their financial statements with a pre-recorded screen-share presentation in tandem. Screen recordings will be available for 30 days and then subsequently removed.
Meeting Occurrences
The Client and Bookkeeper understand that additional ad hoc meetings may be necessary throughout the tenure of engagement. Therefore, the Client and Bookkeeper agree that additional meetings within the calendar month, not exceeding 2 in quantity will be permitted.
Therein, the Client understands that meetings exceeding 3 times per month will be assessed a fee of $150 per meeting. This includes Zoom meetings, Google Meet, FaceTime, and all other forms of video conferencing or telephone communication. This includes meetings with external stakeholders, vendors, customers, team members, or employees associated with the Client named above.
Text messages, phone calls, and emails will not be associated with the above fee assessment.
Meeting Availability
The Client understands that Galatians Bookkeeping and all team members are available for meetings / phone calls / video conferencing between Monday and Thursday between 9am and 3pm EST of the business week. Any request for a meeting that falls outside of those days and times will be left to the discretion of the Bookkeeper mentioned above.
Galatians Bookkeeping Hours of Operation
The below hours of operation are upheld by the Bookkeeper for all business-related correspondence. The Bookkeeper and any team member of Galatians Bookkeeping will make every reasonable effort to respond to inquiries within 48 business hours.
Monday 9am - 3pm EST
Tuesday 9am - 3pm EST
Wednesday 9am - 3pm EST
Thursday 9am - 3pm EST
Additional Email Inbox Review
One (1) company inbox will be included in their bookkeeping and/or payroll service package. E.g. [email protected]
If additional inboxes are required to be monitored by the Bookkeeper, a service fee of $100 per month per email inbox will be assessed to the Client.
F. Onboarding
The Bookkeeper should be added to Quickbooks as an ‘Accounting Firm’ as described in the onboarding instructions sent via email to the Client from Angelise Prince or the designated Galatians Bookkeeping team member.. Should the Client decide to add the Bookkeeper as a User or any other team member that is not an ‘Accounting Firm’ , the Client understands that the Bookkeeper reserves the right to discontinue service and void the current terms of service.
G. Performance
The Bookkeeper aims to perform all services to the highest standards as defined by the National Association of Accountants and the National Tax Preparer’s Association.
Tax Return Filing
The Bookkeeper is not and has not represented herself as a Certified Public Accountant (CPA) or tax preparer. Therefore, the Bookkeeper will not file tax returns whether personal or business on behalf of the Client named above.
G. Material & Data Access
The Client agrees to provide the Bookkeeper with full access to all financial accounts and records. Furthermore, the Client assumes full responsibility for the accuracy of existing financial records.
H. Length of Service
This bookkeeping terms of service is considered effective as of the date where Client pays first invoice Galatians Bookkeeping and will proceed until canceled by either party. Galatians Bookkeeping invoices will be clearly labeled with company name and/or email address. Cancellation by either party must be given 30 days in advance and documented in writing.
The Client understands that all remaining service fees from the Bookkeeper are the responsibility of the Client.
The Client understands that termination of this terms of service after the date signed but before the service date will result in the Client being liable for paying the full invoice amount for the first 30 days.
I. Independent Contractor
The Client agrees to engage the Bookkeeper as an independent terms of serviceor. The Bookkeeper will not be considered an employee, broker, or agent of the Client. The Bookkeeper will be solely responsible for withholding any applicable taxes from payments made by the Client for services rendered under the terms of this bookkeeping terms of service.
J. Subcontractors
In the performance of its obligations hereunder, the Bookkeeper will have the right, in sole discretion, to subterms of service rights and responsibilities to any third party, provided that the Bookkeeper will ensure the accuracy and due diligence of all subcontractor performance.
K. Confidentiality
The Bookkeeper agrees to hold all Client data and information as proprietary, sensitive, and confidential in nature. As such, the Bookkeeper will not share such information with any party without express written consent from the Client, unless otherwise required to do so by law.
L. Terms of Service Changes & Termination
Should either party request a change of this terms of service that substantially affects the engagement (e.g. pricing, term length, etc.) the Client agrees to review and acknowledge receipt of Amendment Statement which will be included as an addition to this document and effective date. The Bookkeeper will make the applicable updates to the Terms of Service and publish those changes publicly.
Either party may cancel their bookkeeping service by providing written notice to the opposite party via email. Notice of cancellation by either party will be provided at least 30 days in advance of the effective termination date. If this terms of service is canceled, any services to be rendered in the future or the past (but not yet invoiced) will be invoiced per the payment terms of this agreement.
M. Non-Compete Disclosure & Disclosure of Ownership
The Client should be aware that the Bookkeeper has majority stake in ownership in several businesses which may be represented in the same industry as the Client. Should there be a conflict of interest whereby the Bookkeeper’s external companies and the Client’s companies are in direct competition, the Bookkeeper will not intentionally use the Client’s data to gain an unfair advantage. The Client should, however, understand that there is the potential for the Bookkeeper’s businesses to be prehistorically operating under the same advisement from which they are receiving.
Example: The Bookkeeper’s external company is benefiting from the implementation of Strategy A. The Bookkeeper advises the Client to use Strategy A for their business given its proven results. The Client should not assume that the Bookkeeper is competing with the Client’s business because they are utilizing the same strategy.
The Client understands that the Bookkeeper will not intentionally advertise to the Client’s Clients. The business development team and strategy of Galatians Bookkeeping seeks to engage new Clients based on referrals and preferred factors of new Clients.
The Client understands that any person who is referred to Galatians Bookkeeping LLC, will be done so without duress or undue influence.
N. Real Estate Disclosure
The owner of Galatians Bookkeeping, known as Angelise Prince discloses that she has obtained and holds an inactive real estate salesperson license in the state of Georgia. The Client understands that Client information will not be used directly to inform real estate business development or decision-making and that all Client information will be kept confidential as defined by the National Association of Accountants, National Tax Preparer’s Association, and Georgia Real Estate Commission.
If the Client mentioned in this terms of service seeks to utilize Angelise Prince for real estate business in the state of Georgia, the Client understands that a separate agreement will be presented and signed before moving forward.
O. Liability
The Client seeks to indemnify and hold the Bookkeeper harmless against any and all claims of loss or damage, save for causes of the Bookkeeper’s gross negligence or willful misconduct.
P. Jurisdiction
The bookkeeping terms of service will be governed in accordance with the laws of Georgia, United States of America.