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.
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 any final or remaining amount due upon completion of the project or 30 days after engagement letter is signed, whichever is sooner.
Time Tracking & Invoicing
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 your engagement letter. You will be provided an invoice on or around the 1st of the month, and your invoice is charged to your credit card on file.
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 information into QuickBooks, communicating with you, your team, your accountant, and within the Good Cents Team.
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 5 1099 forms filed on the your behalf (each additional form is $10 as of 2018), 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 the special tech we employ on your behalf to provide outstanding services.
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.
The most important asset in any business is the relationships with clients and customers – and we value yours! 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 (without any drama!).
Cancellation Policies & Termination of Services
Any scheduled calls or in person appointments must be cancelled 24 hours prior to the scheduled time.
If the appointment is cancelled 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 which 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 or wire transfer.