Payment Policies - Good Cents Bookkeeping Inc, NY
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Payment Policies

Isn’t it wonderful when communication around money is crystal clear? We think so too! Read on to learn everything you need to know about our billing and payment policies.

Sign On The Dotted Line

Prior to starting your bookkeeping project, we must receive a signed engagement letter and a completed credit card authorization form. Your engagement letter will detail the exact services we will be providing, your monthly minimum bookkeeping fee, and other important information.

Deposits

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 large retroactive bookkeeping project for you, the payment is due in three installments. A 50% deposit of the estimated hours is due when the project begins, a second payment is due when at least half of the work is complete, and the final payment is due immediately upon completion.

Time Tracking & Invoicing

You are only 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 your engagement letter.

For our monthly or weekly clients, on or around the first of each month you will be provided an emailed invoice. The invoice will include your minimum hours, of if we have worked more hours that month, a detailed breakdown of the work completed on your behalf.

We keep track of time using a lovely little piece of software called Harvest (disclosure: that’s 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 information into QuickBooks, communicating with you, your team, your accountant, and within the Good Cents Team.

Expenses

If we incur expenses upon your behalf such as digital storage supplies (jump drives or CDs), postage costs, long distance telephone etc, you are responsible for the costs plus a 20% processing fee.

In January of each year, each client is billed a flat fee equal to their minimum monthly hours or no less than $400. The fee covers up to 5 1099 forms filed on the your behalf (each additional form is $10), and the general material costs we incur on to service your account including office supplies, printing fees, our robust Errors and Omission insurance policy, and tech such as software, hardware, and cloud computing expenses.

Payments & Refunds

All clients must keep an updated credit or debit card on file with our office. Your card on file will be charged within 24 hours of your invoice being emailed to you.

We value your relationship! If you feel you have been billed in error, or are dissatisfied with our service in any way, please let us know – we want to hear from you so we know how to improve our business in the future.

Cancellation Policies & Termination of Services

Any confirmed consultation calls or in person appointments must be cancelled 48 hours prior to the scheduled time. If the appointment is cancelled in less than 48 hours you will be billed a minimum of 2 hours of consultation time, a fee of $350. This cancellation fee does not apply to our monthly bookkeeping clients.

Monthly Bookkeeping Services have a 30 day termination policy which must be submitted to our office in writing. If the termination is received with less than 30 days, you are responsible for paying your next monthly retainer 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 or digital documents.

Interested in our services? Get started now with a free consult.

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