TERMS & CONDITIONS

What Busy Bee Will Do

I will provide a Virtual Bookkeeping Service using Clients' Cloud Accounting Systems.

Bookkeeping/Payroll Service

I will enter company, customer, vendor data from information you provide me. I will enter sales items and sales tax information based on information you provide me. If a Payroll Service is required, I will enter employee data, payroll items and taxes and submit payments to employees.  I will pay Suppliers as and when instructed.  I will enter all accounting transactions and reconcile the bank accounts.  This data will be entered from original documents you provide.  I will scan documentation and save into your Cloud Accounts System (if applicable).  I will provide up-to-date financial reports.

What Busy Bee Won’t Do

I will make no attempt to adjust the records to reflect Generally Accepted Accounting Principles nor to reflect proper tax record keeping.  I will make no audit or other verification of the data you submit. I may provide reports that contain portions of financial information; these reports are for internal management use only. I will not provide any financial statements and will not perform any compilation, review or audit of any of the financial information. I do not at any time provide legal services of any type. I have not been requested by you to discover errors, misrepresentations, fraud, illegal acts, or theft. Therefore, have not included any procedures designed or intended to discover such acts, and you agree I have no responsibility to do so.  I will not be held responsible for any transactions entered or altered prior to the date of engagement with myself.  This, however, does not remove me from my responsibilities under the Money Laundering Regulations 2017/2018 and Amendment 2021, and I will adhere to those Regulations accordingly.

What's Needed from You

In order for me to provide a Bookkeeping/Payroll Service, you will need to add me as a 'User' to your Cloud Accounts System and provide me with a Username and Password.

I will need to obtain information on a timely and periodic basis from your company and by the date given, any missing information will cause delay. These items include all the input such as bank/credit card statements, customer account information, customer invoices, credit card/debit card receipts, supplier information, purchase orders and supplier invoices, Direct Debit Schedules, HMRC Gateway log-in details, Payroll information, employee data, and any other information that I may require to complete the work.  These items and any other items that I obtain from you will be based on information provided by you and will be used without any further verification or investigation on my part.  Please note that the accuracy of your accounts is dependent on the information and documentation I receive from you, if documentation is received late or not received at all, then transactions may have incorrect VAT elements or be coded inappropriately, as I have not been able to view the documentation.

Anti-Money Laundering ID Check & Credit Check

For Anti-Money Laundering purposes an ID Check and Credit Check will be carried out on yourself.  You will be required to provide a scanned copy of your Passport, Driving Licence, National Insurance Number and a recent Utility Bill or Government issued document (no older than 3 months) with matching address details to that of the Driving Licence.  This will also apply to any Partners/Directors of the business.

Anti-Money Laundering Checks will be undertaken on an annual basis.

All your details and information will be kept in the strictest confidence and in accordance with the Data Protection Act 2018 (GDPR).  ID documents will only be stored for the purposes for which they were intended for, after which they will be destroyed appropriately.

E-Mail Communication

Due to being a Virtual Bookkeeper, the main method of communication will be via e-mail and perhaps occasionally via text message.  Financial data/information will be within these emails/text messages, sometimes as attachments.  I will not be held responsible for any loss, damage or theft of documents/information.  You will be asked to confirm that you are content to communicate in this way and that you understand and accept there are risks with using this method of communication, such as emails being intercepted and receiving viruses.

Documents by Post

I will not be held responsible for any loss, damage or theft of documents during transit to and from my premises.

Information Technology Systems

You will be responsible for configuring your own Information Technology Systems and you will be responsible for ensuring that you maintain adequate virus protection software. 

Hardware and Software Warranties

During the course of the engagement, I may recommend a purchase and installation of computer or technological hardware, software, communications, or services by your company. Warranties, to the extent they exist, are provided only by the manufacturer/vendor of those computer products.

Fees/Hours

Prices and hours will be reviewed annually and any change in costs will be advised in writing by email with 30 days notice. 

Payment Terms

Invoices will be on a 7 day payment term.  Payment is to be received by bank transfer only.  I reserve the right to stop works if payment is not received within the said payment term.

Services Outside the Scope of these Terms and Conditions

You may request that I perform additional administrative services at a future date not contemplated by these Terms and Conditions. If this occurs, I will communicate with you regarding the scope and estimated cost of these additional services. Engagements for additional services will necessitate that I issue a separate engagement letter to reflect the obligations of both parties.

Notice of Termination 

One calendar month's Notice of termination of the agreed Engagement must be given in writing to me, either by e-mail or post.  Upon receipt I will reply back confirming the termination date.  If you do not hear from me you must presume your Notice has not been received and therefore pursue to contact me until your Notice has been confirmed in writing.  I reserve the right to discontinue or terminate the agreed Engagement if for any reason I feel continuing will be detrimental to Busy Bee Virtual Bookkeeping.  

Letter of Engagement

A Letter of Engagement will be issued to you detailing these Terms and Conditions, my Fees and a list of required documentation from yourself.  You will be requested to read the letter thoroughly and if in agreement to its contents, sign and return it to me to acknowledge your agreement with the terms of the engagement.  No works will commence until the signed letter is received and the ID Check/Credit Check has been carried out.

Force Majeure

I will have no liability to you under the agreed Engagement if I am prevented from or delayed in performing my obligations under the agreed Engagement or from carrying on business by acts, events, omissions or accidents beyond my reasonable control, including without limitation default of sub-contractors, strikes, lock-outs or other industrial disputes, failure of a utility service or transport or communications network, act of God, war, riot, civil commotion, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood or storm.

I may change these Terms and Conditions at any time by giving you not less than 30 days' notice in writing by email.