WHAT DOCUMENTS DO I SIGN TO BECOME A VIRTUAL BOOKKEEPING CLIENT?
Prior to starting your bookkeeping project, we must receive a signed Statement of Work, Terms of Service and a completed credit card authorization form. Your engagement letter will detail the exact services we will be providing, your bookkeeping fee or fees, and other important information.
WHEN ARE MY PAYMENTS DUE FOR BOOKKEEPING SERVICES?
All clients must keep an updated credit or debit card on file with our office. Your card will be charged within 24 hours of your invoice being emailed to you.
In some cases, you will be asked for a deposit which will be held on account until your project is completed or services are terminated.
If we are completing a retroactive bookkeeping project for you, the payment is due in three installments: a fifty percent deposit, a milestone payment, and the final amount is due upon completion of the project or 30 days after the Scope of Work is signed, whichever is sooner.
Relationships are the most important asset of any business – and we deeply value our relationships with our clients. If you feel you have been billed in error, or are dissatisfied with our service in any way, we are committed to resolving it immediately and with ease.
HOW DO YOU TRACK TIME & INVOICE?
You will be charged for the exact number of minutes worked. We don’t round our hours up or down, but we do have a minimum amount of hours we charge per month or per project. This information is detailed in you Scope of Work.
For monthly virtual bookkeeping services will be provided an invoice on or around the 1st of the month for the hours worked in the previous month. Your credit card on file is automatically charged within 24 hours of your invoice being generated.
For consulting and retroactive work your payment and invoicing terms will be detailed in your Scope of Work.
We keep track of time using a lovely little piece of software called Harvest and we love it!
Disclosure: This is an affiliate link: http://try.hrv.st/3-85442
WHAT IS CONSIDERED BILLABLE TIME
All time is billable time. We track time for downloading, printing, collating, filing, entering and reconciling information into QuickBooks Online, communicating with you, your team, your accountant, and interoffice communication between Good Cents team members.
ARE THERE ADDITIONAL CLIENT EXPENSES?
If we incur expenses upon your behalf such as digital storage supplies, postage costs, long distance telephone etc., you are responsible for the costs plus a 15% processing fee.
In January of each year, or on the anniversary of our engagement, each client is billed a flat fee equal to their minimum monthly hours or no less than $285.
The fee covers up to five 1099 forms filed on your behalf (each additional form is $15 as of 2019), and the general material costs we incur to service your account. These include office supplies, printing fees, our robust Errors and Omission insurance policy, and the special tech we employ on your behalf to provide outstanding services.
WHAT ARE YOUR CANCELLATION POLICIES & HOW DO I TERMINATE SERVICES?
Any scheduled calls or in-person appointments must be canceled 24 hours prior to the scheduled time. If the appointment is canceled with less than 24 hours notice, the client is responsible for a cancellation fee equal to one hour of time of all company personnel scheduled to participate.
Bookkeeping Services have a 30-day termination policy that must be submitted to our office in writing. If the termination is received with less than 30 days before your next billing date, you are responsible for paying your next monthly fee.
For example, if you cancel services on the 15th of the month, you will be responsible for the following month’s minimum monthly retainer.
All invoices must be paid in full prior to the release of any QuickBooks files, transfer of Master Administrator rights for QuickBooks Online, digital files or physical documents. Final payment must be sent by check, wire transfer or ACH.