If there is an accepted proposal, we use it as the checklist for what’s included, and these terms explain how we run the work month to month.
Our aim is simple: your bank and key control accounts tie out, GST coding is checked when it applies, and your numbers stay current so you are not forced into a year-end scramble.
What we do
We provide monthly bookkeeping on a recurring basis. Each month we work to an agreed cut-off date, reconcile the bank and relevant control accounts, and prepare the month’s outputs based on the items you provide by the cut-off.
Your deliverables are the items listed in the proposal you accepted, and they sit under this section in the document. In practice, our control points are: bank reconciliation close, AP and AR ageing tidy-up where included, GST coding check and return pack where GST applies, payroll run and CPF submission using your approved figures where included, and year-end schedule handover to your tax agent or auditor when it’s due. If we are taking over an existing file, we start from the current opening balances and flag what we find.
Payment
We invoice at the start of each period of monthly bookkeeping. Nothing is paid up front beyond that period’s invoice. Each invoice is payable within 7 days of its date.
Work for that month starts once the invoice is issued and continues while the account stays current. If an invoice goes unpaid past the due date, we will pause work and tell you what is on hold (for example: month-end close, GST return pack support, payroll run, or management accounts). Once payment is received, we pick up from the latest cut-off we can support with the documents already provided. If timing is tight because something was paused, we will agree a practical catch-up plan with you before we restart.
Keeping things private
We both treat each other’s non-public information as confidential. For monthly bookkeeping, that includes your accounting file, bank data, invoices, payroll details, customer and supplier lists, pricing, and any access credentials you share with us. We only use it to do the work, and we only share it with people who need it to deliver the services.
When the engagement ends, we will return or securely delete what you’ve provided if you ask, except for the working papers and notes we keep to run the job properly and to answer later questions about what was done. We keep those internal records private and we do not use your data for marketing or case studies unless you give us permission in writing.
How we’re set up
We’re an independent bookkeeping provider. That means our team members are not your employees, and you are not responsible for our pay, benefits, taxes, insurance, or how we run our day-to-day work.
We use our own systems, templates, and working methods to deliver monthly bookkeeping. You control your business decisions and approvals. For example, you approve payroll figures before we run payroll, you remain the authorised party for GST filing, and you decide how to treat unusual transactions once we’ve flagged them. We can recommend options and show the impact in the accounts, but we don’t make operational decisions on your behalf.
Ongoing monthly work
Monthly bookkeeping runs month to month and renews automatically each month while it’s active. We invoice at the start of each month, and that invoice covers the work for that month’s period.
Either of us can stop the recurring arrangement at the end of a month by telling the other side before the next month is invoiced. If you ask to pause mid-month, we will close up to the latest cut-off we can support with what you’ve provided so far, and we will let you know what is still pending. If you want changes after we’ve closed a month, we handle them as adjustments in the next month unless you ask for a re-close. If volumes change (transactions, payroll headcount, clean-up time), we will flag it before doing the extra work and agree the updated monthly fee in writing.
What we’re responsible for
We’re responsible for doing the agreed monthly bookkeeping with care, keeping your records organised, and telling you when something doesn’t tie out, looks duplicated, is missing, or needs a decision from you. If we make an error in our work, we will correct it as soon as we can once it’s identified.
There are limits to what we can control. We can only post and reconcile based on the information you provide and the access you give us. If documents arrive after the agreed cut-off, they usually go into the next month unless we agree a catch-up. We also don’t take responsibility for penalties, losses, or decisions that come from incomplete or inaccurate source information, late approvals (for example payroll sign-off), or changes in your GST treatment that you don’t tell us about before we prepare the return pack.
Ending the engagement
Either of us can end monthly bookkeeping by giving notice in writing. We’ll agree the notice period with you in writing, and we’ll align it to a clean month-end where possible so your records don’t end mid-stream.
When the engagement ends, you pay for work done up to the end date under the normal invoicing cycle. We will hand over what you need to keep moving: the latest reconciled period we were able to close based on what you provided, the updated accounting file (where we have access to do so), and the year-end schedules and supporting workings that are part of the agreed scope. If you want us to support a handover call with your tax agent, auditor, or incoming bookkeeper, we’re happy to do that, and we’ll confirm any extra time in writing before we start.
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