Last updated: [DATE]
We provide bookkeeping software. On every plan we prepare your month: we match your payouts, run our checks, and ask you the questions only you can answer. Then the month is closed, and who closes it depends on your plan. On Managed and Profit Review, a bookkeeper reviews your month and signs it. On Books and Insights, you review your month and approve it yourself in your account; we do not review or sign those months for you, except as set out under "When your month is ready and closed". A close is a monthly event: each month's books are finished once, signed off (by us or by you, as above), and issued. Reports can cover longer periods, but the close itself happens month by month. We are bookkeepers, not accountants. We do not prepare or file tax returns and nothing we produce is tax advice. Your accountant should review your books before you rely on them.
Processing what you give us carefully and correctly, keeping it private, and telling you when something doesn't add up. On Managed and Profit Review, that includes a bookkeeper reviewing your month and signing it. We cannot be responsible for errors that follow from incomplete files or wrong answers.
Your month is ready by the 15th of the following month, when your complete files reach us by the 5th. On Managed and Profit Review, a bookkeeper signs it by then. On Books and Insights it is ready for you to approve, and it is closed when you approve it. If your files arrive later, it is ready within seven business days of us having everything. If we cannot meet that date we will tell you by the 12th and have it ready within ten further days.
Some transactions can only be explained by you. We send one batch of questions a month, email you when it is waiting, and send a final notice two business days before the close is due. If questions are still unanswered when the month is due, we close it on time anyway. On Managed and Profit Review your bookkeeper signs it. On Books and Insights, where you normally approve the month yourself, we close it for you. Either way the unanswered transactions go in a holding category, your report says so plainly, and we correct them the following month once you answer. We would rather give you books with one disclosed gap than no books at all.
We tell you and we correct it, every time. You hear it from us rather than finding it yourself. What changes with the size of the mistake is only how the correction reaches you:
We treat everything you give us as confidential. We do not discuss your figures with anyone outside the work of keeping your books, we do not compare them against another client's, and we do not sell or share them. This holds after you leave as well as while you are with us. The only exceptions are where the law requires disclosure, or where you ask us to share something on your behalf.
Every time someone here opens your books, it is recorded, and you can see that record on your account page at any time. On Managed and Profit Review a bookkeeper reads your month as part of the service. On Books and Insights nobody here opens your books unless you ask us for help.
If you send a report to your tax preparer using a link from your account, anyone who has that link can open that report until it expires after 30 days or you cancel it. That is you asking us to share it. Each time it is opened, it is recorded in your access log.
Plans are monthly and charged in advance through Stripe on the 1st of each month, so each payment covers one calendar month of books. Your first payment covers the days left in the month you join. For example, if you join on 21 October, you pay for 21 to 31 October straight away, then the full plan on 1 November.
Changing plan. A move to a cheaper plan starts on the 1st of the next month. The month you have already paid for stays on your current plan, with no credit or refund for the difference. A move to a more expensive plan starts at once, and you pay the difference for the rest of that month straight away. You change plan yourself, from your account, when there is a place on Managed or Profit Review. If we bill you outside Stripe, message us and we'll change it. Each month is closed on the plan you had on its last day.
Cancelling. Cancel whenever you like and you won't be charged again. Your plan runs to the end of the month you have paid for. We still prepare that month, and it is closed the usual way for your plan, as long as its files reach us by the 5th of the next month. Files that arrive after the 5th aren't closed automatically; message us and we'll tell you what we can do. Your books stay available.
Refunds. We don't refund part-months, with three exceptions. If we make a billing mistake, such as charging you twice, charging the wrong amount, or charging you after you cancelled, we refund it in full. If you bought catch-up work for older months, we refund it in full if we haven't started, and refund the months we haven't closed yet if we have. If we close your account for any reason other than non-payment or misuse, we refund the time you have paid for and not used.
Twelve months after you close your account, then we delete them permanently and automatically. We warn you by email thirty days beforehand. Ask us to delete everything sooner and we will.
You can cancel or ask us to delete everything at any time. We can close an account for non-payment or misuse, and we will tell you before we do. If we ever close your account for another reason, we refund the time you have paid for and not used.
[YOUR ATTORNEY WRITES THIS. It is the clause that decides what happens if a mistake in the books leads to a tax problem. Do not use boilerplate found online.]
[LEGAL ENTITY NAME], [ADDRESS] · support@soldanchor.com