Terms And Conditions Easy Flow Bookkeeping

Terms & Conditions

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Last updated on January 01, 2025.
1. Introduction

Welcome to Easy Flow Bookkeeping ("we," "us," or "our"). These Terms and Conditions govern your relationship with us and your use of the bookkeeping services provided by Easy Flow Bookkeeping. We are located in and operate out of the Fraser Valley, British Columbia.

By engaging our services, you ("the Client") agree to be bound by these terms. Please read them carefully. If you do not agree with any part of these terms, please do not proceed with our services.

2. Services Provided

Easy Flow Bookkeeping offers professional bookkeeping services tailored to small and medium-sized businesses. The specific scope of services for each Client will be outlined in a separate Engagement Letter or Service Agreement. Generally, our services may include, but are not limited to:

  • Recording financial transactions
  • Bank and credit card reconciliations
  • Accounts payable and receivable management
  • Payroll Management
  • GST/PST filing preparation
  • Preparation of monthly or quarterly financial reports

Please note that while we provide comprehensive bookkeeping support, we are not Chartered Professional Accountants (CPAs). We do not perform audits, reviews, or provide tax opinions. Our role is to ensure your books are organized and accurate for your accountant or tax filer.

3. Client Responsibilities

To ensure the accuracy and timeliness of our work, the Client agrees to:

  • Provide Information: Provide all necessary financial documents, receipts, bank statements, and access to accounting software in a timely manner.
  • Accuracy: Ensure that all information provided to us is accurate, complete, and not misleading. We rely on the information you provide to perform our services.
  • Communication: Respond promptly to queries regarding transactions or discrepancies.
  • Authorization: Grant us the necessary authority to access relevant accounts or software required to complete the agreed-upon work.

Failure to provide documentation on time may result in delays in reporting or filing, for which Easy Flow Bookkeeping will not be held responsible.

4. Payment Terms
  • Invoicing: Invoices will be issued according to the schedule agreed upon in your Engagement Letter (e.g., monthly, bi-weekly, or per project).
  • Due Date: All invoices are due upon receipt unless otherwise specified in writing.
  • Late Payments: Invoices remaining unpaid after 30 days may be subject to a late fee of 2% per month.
  • Suspension of Services: We reserve the right to suspend or halt work if an account becomes significantly overdue. Work will resume once the outstanding balance is cleared.
5. Confidentiality

We understand the sensitive nature of financial data. Easy Flow Bookkeeping is committed to protecting your privacy.

  • We will not disclose any of your confidential information to third parties without your written consent, except where required by law.
  • We implement industry-standard security measures to protect your data stored in our systems.
  • This confidentiality clause remains in effect even after our service agreement is terminated.
6. Limitation of Liability

While we strive for accuracy in all our work, Easy Flow Bookkeeping’s liability is limited to the fees paid by the Client for the specific service in question.

  • We are not liable for any consequential, indirect, or special damages, including loss of profit or business interruption.
  • We are not responsible for errors resulting from inaccurate, incomplete, or late information provided by the Client.
  • We are not responsible for interest, penalties, or assessments levied by the Canada Revenue Agency (CRA) or other tax authorities, particularly those resulting from the Client’s failure to provide information on time.
7. Termination

We may use or recommend third-party tools (e.g., accounting software, payment platforms). We are not liable for the performance or security of such third-party services.

Limitation of Liability

Either party may terminate the service agreement at any time.

  • Notice: We request a minimum of 30 days' written notice to ensure a smooth handover of data and files.
  • Final Payment: Upon termination, the Client is responsible for payment of all services rendered up to the termination date.
  • Data Return: We will return all client records and data in our possession once all outstanding invoices are paid in full.
8. Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the laws of the Province of British Columbia and the federal laws of Canada applicable therein. Any disputes arising under these terms shall be subject to the exclusive jurisdiction of the courts located in British Columbia.

9. Amendments

Easy Flow Bookkeeping reserves the right to update or modify these Terms and Conditions at any time. Clients will be notified of significant changes via email or a notice on our website. Continued use of our services after such changes constitutes acceptance of the new terms.

If you have any questions regarding these Terms and Conditions, please contact us directly. By signing your Engagement Letter or continuing to use our services, you acknowledge that you have read, understood, and agreed to these terms.