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Terms and Conditions
This document is a guide to establish and agree upon a working relationship. Our full range of services is outlined in Our Responsibilities below.
Our services will primarily be performed by us at our office. Meetings with you can take place at your office as required.
Following is a list of the services available through us.
End of financial year
Provision of information
You will provide us with access to your current software and systems to enable us to process the work.
You will provide access to the relevant business records as discussed. This may include ongoing access to the Business Software, bank statements, credit card statements, cheque books, receipts/invoices, bank deposit book or relevant bank transfer information and answers to queries as required.
You are responsible for the maintenance and accuracy of business records and availability of records either for our processing or for verification and provision to authorities if required.
We may request source documents for some items and process transactions based on the information provided by you, which does not necessarily include all source documents.
It is a requirement that you must hold copies of all relevant documentation in compliance with the ATO standards.
It is a requirement by the ATO that ABNs of suppliers be checked at least once a year to ensure that they are valid.
All relevant documentation and information required to allow us to prepare and produce financial reporting to comply with legislative requirements must be received 14 days prior to due lodgement dates. We will not be liable for any penalties if documentation and information has not been provided.
A separate signed authority must be provided to us if we are engaged in making payments on your behalf.
A separate specific authority form must be provided to us for each lodgement of documentation with the ATO; we will provide this form to you before each lodgement.
You authorise me to contact your tax agent via email and phone as required.
Terms of engagement
Our fees are $75 per hour excluding GST, plus a BAS Lodgement Fee of $120 per lodgement.
An invoice will be sent upon completion of work per calendar month.
Payment of that invoice is due upon receipt.
If payment is not made without prior arrangement by the due date, we may charge a 2% compound interest charge on balance of bill.
Telephone calls and travel time to and from meetings is charged at our hourly rate.
Any urgent work requiring overtime or weekends will be charged at double time. The need to undertake such work will always be discussed with you and your authorisation gained before commencement.
We reserve the right to stop work if you fail to make payment when and as it falls due.
Any debts beyond 30 days (unless a prior payment arrangement has been entered into) will be referred to a debt collection agency and any costs associated in recovering such debts will be passed onto you.
We reserve the right to review fees for services rendered on a regular basis; any change in price will be notified in writing.
We shall discuss with you any intention to change the fee arrangement due to changes in the work required.
Employing staff (including contractors) is a complex matter. The employment laws in Australia are the most complex in the world. If you employ staff, we will assist the business with all aspects of managing and administering the payments to all employees. We will ensure payments are in accordance with FairWork requirements and will advise the business owners of any concerns or changes that may impact the business. If the business is in breach of FairWork provisions, we will immediately notify you and discuss this. We note that we will not continue our engagement with you if the business continues to be in breach of the law after receiving our information and advice.
Responsibility for bookkeeping records
We use Xero software and Dropbox file storage, both of which are cloud-based programs that have solid backup protocols in place. This means that documents are backed up offsite and security is extremely reliable. You will have access to both of these programs so that you have full visibility of your accounts and information at all times.
This means that your responsibility for the maintenance of business records (which does rest with you), including security of those records and prevention against fraud, is taken care of. It is important to remember that you are personally responsible for the information contained in any statutory return and that you must retain all necessary supporting documentation to substantiate the transactions. Supporting documentation that is scanned by you or us and kept in the cloud will not require hard-copy retention, however should you wish to maintain hard copy primary source documents, these will need to be retained by you.
We have discussed the need for you to scan source documents such as receipts and invoices, and make them available to us for data entry purposes into Xero. That facility will be set up soon, and we can walk you through that process. By your sending us electronic files of documentation, we are assuming that such records are accurate and correct.
It is also important to state that as a BAS Agent/Bookkeeper, if we are advised in writing by yourself that you have copies of the invoices and the GST is applicable, we will process on the basis that you have the correct records.
Review of documenation
The responsibility for reviewing final reports and/or work rests with you. You will not be charged to correct errors which are clearly our fault.
Please let us know of any change to your business details or change in personnel.
Any information and all matters connected with and relating to your business and its performance are confidential and we shall not disclose them to any other person/entity unless authorised to do so in writing. This includes the ATO and your accountant.
Ownership of the accounting software subscription
For new Xero subscriptions, we act as the agent for your subscription. In the event that our agreement is terminated at any time, your subscription will be transferred to yourself or another party when all outstanding fees to us are paid.
Lodgement of information with the ATO
We will always request authorisation to lodge your information with the ATO. This is done through Adobe e-sign. Failure to lodge on time can incur a fine and this will be your responsibility to pay if the authorisation has not been received by us.
You agree to us indemnify us for any loss that may result from third party claims arising from the provisions of the services. If there is a claim against us for loss, the loss will be proportionately reduced by the extent of your contribution to the loss.
We aim to provide the highest standard of professional service. If for any reason you feel you have not received the level of service expected or have an issue to raise, please contact myself to discuss how the problem may be resolved.
Furthermore, as a Member of the Institute for Certified Bookkeepers (ICB), I am subject to the ethical requirements of ICB and its investigations and disciplinary processes. These requirements cover issues such as Code of Conduct and ethics, adherence to bookkeeping standards, requirements to undertake continued professional education. Should there be an issue regarding the ethical or business practices of myself or my company, you may refer such matters to ICB.
Utilisation of other workers
Employees or contractors may be utilised to help complete the agreed work as required. The Institute of Certified Bookkeepers Code of Conduct binds all representatives of We’ll Get You Sorted, which is inclusive of confidentiality agreements as per the Terms of Engagement in this document. We will never employ offshore workers.
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