Sample Client Agreement

BOOKKEEPING SERVICES AGREEMENT

This Bookkeeping Services Agreement ("Agreement") is entered into as of _____________ ("Effective Date") by and between:

Service Provider
TKB Bookkeeping
Address: 6518 E Nisbet Rd., Scottsdale, AZ 85254
Phone:  (407) 607-6592
Email: info@TKBBookkeeping.com

and

Client
Name: _____________________________
Business: __________________________
Address: ___________________________
Phone: _____________________________
Email: _____________________________

Collectively referred to as the "Parties."

1. Services

The Service Provider agrees to perform bookkeeping services using QuickBooks Online, which may include:

• Recording and categorizing financial transactions

• Maintaining the general ledger

• Bank account reconciliations

• Credit card reconciliations

• Loan account reconciliations

• Review of transactions for completeness and consistency

• Preparation of monthly financial reports, including:

  • Profit & Loss Statement

  • Balance Sheet

  • Statement of Cash Flows (when applicable)

• Journal entries approved by the Client or the Client's CPA

• Maintaining the QuickBooks Online file

• Correcting bookkeeping errors identified during routine work

• Reasonable bookkeeping consultation via phone or email

The Service Provider will perform services in a professional manner using generally accepted bookkeeping practices.

2. Services Not Included

Unless separately agreed in writing, this Agreement does not include:

• Income tax preparation

• Tax planning

• Payroll processing

• Sales tax filings

• Preparation of 1099s

• Audit or review services

• Financial statement audits

• Legal advice

• Investment advice

• CFO or Controller services

• Budget preparation

• Cash flow forecasting

These services may be provided under a separate agreement.

3. Client Responsibilities

The Client agrees to:

• Provide complete and accurate accounting records.

• Provide all requested documents in a timely manner.

• Notify the Service Provider of significant business changes.

• Maintain all original supporting documentation.

• Review financial reports promptly.

• Notify the Service Provider of suspected errors within the time period stated in this Agreement.

• Maintain an active QuickBooks Online subscription unless otherwise agreed.

• Keep bank feeds connected whenever possible.

The Client understands that bookkeeping is dependent upon timely information and delays may impact completion dates.

4. CPA and Tax Preparer Coordination

Upon the Client's written authorization, the Service Provider may communicate directly with the Client's CPA, tax preparer, payroll provider, or other financial professionals.

The Service Provider may provide reports, reconciliations, journal entries, and supporting schedules as reasonably requested.

The Service Provider is not responsible for tax advice or tax filing decisions made by the Client's tax professional.

5. Client Acknowledgment Regarding Financial Records

The Client acknowledges that:

• All bookkeeping work is based upon information provided by the Client.

• The Service Provider does not independently verify the accuracy of documents supplied.

• Bookkeeping services are not an audit or forensic examination.

• The Service Provider does not detect fraud, theft, embezzlement, or illegal activity unless it becomes apparent during normal bookkeeping procedures.

6. Fees

Services shall be billed as follows:

☐ Monthly Fixed Fee: $________ per month

Additional work outside the scope of this Agreement will be billed at:

$150.00 per hour.

Examples include:

• Historical cleanup

• Catch-up bookkeeping

• Additional meetings

• Preparing reports outside the normal schedule

• Correcting records from previous bookkeepers

• Assistance during audits or tax examinations

7. Payment Terms

Invoices are due within fifteen (15) days.

Late balances may accrue interest at 1.5% per month or the maximum amount permitted by law.

Accounts more than thirty (30) days past due may result in suspension of services.

The Client remains responsible for all outstanding balances.

8. Automatic Payments

The Client agrees to maintain a valid ACH authorization or credit/debit card on file.

Monthly invoices may be automatically charged on the due date.

If a payment method is declined, the Client agrees to provide an updated payment method within five (5) business days.

Returned ACH payments or chargebacks may be subject to a $35 administrative fee plus any fees charged by the financial institution.

9. Report Review and Revisions

Financial statements should be reviewed promptly upon delivery.

The Client shall notify the Service Provider of any suspected errors within thirty (30) days.

Requests for revisions after thirty (30) days may be billed at the Service Provider's standard hourly rate unless the correction results solely from the Service Provider's error.

10. Confidentiality

Both Parties agree to maintain the confidentiality of all business information obtained during this engagement.

Confidential information will not be disclosed except:

• With written authorization

• To authorized professional advisors

• As required by law

This obligation survives termination of this Agreement.

11. Electronic Records and Cybersecurity

The Parties agree to exchange documents electronically through secure methods whenever practical.

The Client understands that:

• Electronic communication carries inherent cybersecurity risks.

• The Service Provider employs commercially reasonable safeguards but cannot guarantee absolute security.

• The Client is responsible for protecting usernames, passwords, and multi-factor authentication credentials.

• Sensitive information should not be transmitted through unsecured email unless encrypted.

The Service Provider is not liable for losses caused by unauthorized access resulting from compromised Client credentials.

12. Data Ownership

All original accounting records remain the property of the Client.

The Service Provider retains ownership of:

• Internal workpapers

• Templates

• Checklists

• Procedures

• Proprietary bookkeeping systems

Upon request and after payment of all outstanding invoices, the Service Provider will provide the Client with copies of bookkeeping records maintained in QuickBooks Online.

13. Independent Contractor

The Service Provider is an independent contractor.

Nothing in this Agreement creates an employer-employee relationship, partnership, or joint venture.

14. Limitation of Liability

The Service Provider's total liability arising from this Agreement shall not exceed the total fees paid by the Client during the three (3) months immediately preceding the event giving rise to the claim.

The Service Provider shall not be liable for:

• Lost profits

• Lost business opportunities

• Consequential damages

• Special damages

• Punitive damages

• Business interruption

• Tax penalties resulting from inaccurate information supplied by the Client

15. Indemnification

The Client agrees to indemnify and hold harmless the Service Provider from claims arising from:

• Inaccurate information provided by the Client

• Failure to comply with tax laws

• Misuse of financial reports

• Fraud committed by the Client or its employees

16. Suspension of Services

The Service Provider may suspend services if:

• Required information is not provided.

• Payments become delinquent.

• Fraudulent or illegal activity is suspected.

• The Client refuses reasonable requests necessary to complete bookkeeping services.

The Service Provider shall not be responsible for deadlines missed during any suspension.

17. Term and Termination

Either Party may terminate this Agreement with thirty (30) days' written notice.

Immediate termination may occur for:

• Non-payment

• Illegal conduct

• Material breach of this Agreement

Upon termination:

• All unpaid invoices become immediately due.

• Completed work will be delivered after payment is received.

18. Record Retention

The Service Provider may retain copies of workpapers for at least seven (7) years unless otherwise required by law.

19. Governing Law

This Agreement shall be governed by the laws of the State of __________________.

Any disputes shall be resolved in the courts located within that state.

20. Entire Agreement

This Agreement represents the entire understanding between the Parties.

Any modifications must be in writing and signed by both Parties.

21. Severability

If any provision of this Agreement is found unenforceable, the remaining provisions shall remain in effect.

22. Electronic Signatures

Electronic signatures and electronically transmitted copies of this Agreement shall be considered original signatures and shall be fully enforceable.

SIGNATURES

SERVICE PROVIDER

Business Name: TKB Bookkeeping

Representative: Wendy Brumfield

Title: Owner

Signature: _________________________________

Date: ______________________________________

CLIENT

Business Name: ______________________________

Representative: _____________________________

Title: ______________________________________

Signature: _________________________________

Date: ______________________________________