Welcome to Remote CPA, we are thrilled you're joining us!
Please read the terms and conditions of our engagement so we are all on the same page.
Table of Contents
We Are Not Auditing
It is your responsibility to provide all the information required for the preparation of complete and accurate accounting records. You represent that the information you provide will be accurate and complete to the best of your knowledge. We will not audit or otherwise verify the information provided, although we may ask for clarification if the information appears to be incorrect, inconsistent, or incomplete. Any reports we generate are for management use only and not to be presented to any bank or other financial institution as audited nor reviewed financial statements.
Terms Related to Tax Preparation
In recording transactions, we will use our judgment to resolve questions in your favor where the tax law is unclear or where there are conflicts between the taxing authorities' interpretation of the law and what seem to be other supportable positions. There may be situations where we are required by law to disclose a position on a tax return. We are not attorneys; therefore, we cannot provide you with a legal opinion on various tax positions. We can, however, advise you of the consequences of different positions. We will adopt whatever position you request on your returns so long as it is consistent with our professional standards and ethics. In the event, however, that you ask us to take an unsupported tax position or refuse to make any required disclosures, we reserve the right to withdraw from the engagement without completing or delivering the tax returns. Such withdrawal would complete our engagement and you agree to pay our fee based on time expended (at our standard rate of $195 per hour) plus all out-of-pocket expenses through the date of withdrawal.
Your tax returns may be selected for examination or audit by the tax authorities. In the event of such governmental tax examination, we would be pleased to represent you under the terms and pricing of a separate engagement letter.
Your tax returns are ultimately your responsibility, so please review them carefully before they are filed. Remote CPA will not cover the cost of interest and penalties.
In the event of an examination ("audit") from the Internal Revenue Services or any local taxing authority, we reserve the right to bill under a separate engagement letter for which pre-payment will be required. Our standard hourly rate for these engagements is $195 per hour.
Termination of This Agreement
You or Remote CPA may terminate this engagement at any time. Should you do so, however, you remain liable for all unpaid fees. We reserve the right to withdraw from this engagement at any time because of unpaid fees, the guidance of our professional standards, or for any other reason. We will notify you in advance of any decision by us to withdraw, and will take all reasonable steps to assist in the orderly transfer of your accounting services. Otherwise, this engagement will continue on a monthly basis until further notice. In the event we are engaged for tax preparation and your returns are not e-filed, you will have final responsibility for mailing your returns to the applicable taxing authorities.
What We Need From You
To perform our services, we will need to obtain information on a timely and periodic basis from you. These items include all the input such as check registers, bank statements, customer account information, customer invoices, sales ledgers and receipts, sales tax account information, vendor information, purchase orders and vendor invoices, federal tax ID number, payroll information, employee data, unemployment account information, and any other information that we may require to complete the work of this engagement. These items and any other items that we obtain from you will be based on information provided by you and will be used without any further verification or investigation on our part.
You should retain all the documents, canceled checks and other data that form the basis of income, deductions, credits and payments shown on your tax return. These may be necessary to prove the accuracy and completeness of the returns to a taxing authority. Remote CPA avoids retaining client documents in order to minimize risk of data hacking.
Report of Foreign Bank and Financial Accounts
Certain entities may be required to electronically file Form 114, Report of Foreign Bank and Financial Accounts (FBAR) with the U.S. Department of the Treasury. Failure to comply with the filing requirements may result in significant civil and criminal penalties. Unless otherwise specifically agreed in writing, we will not prepare, file, or provide assistance with this form. If you would like to add Form 114 (or any other forms or services) to this engagement, please use the Comments or Additional Requests space provided below.
Remote CPA strives to keep your data confidential and secure. You can expect client privilege, meaning we will only discuss your data with your designated representatives and no one else. Please assist us by limiting access to your electronic records and using secure passwords. Please change your passwords frequently and use words that are not in the dictionary.
Scope Creep & Onboarding
In our line of work, we find that clients frequently realize other ad hoc tasks that are valuable to them. These tasks, which are above and beyond the terms of our agreement, are defined as "Scope Creep" because it means the scope of our original agreement creeps into an expanded arrangement. We strive to meet all of our clients needs and expectations, but we have to hold firm on providing what has been agreed-upon herein. Our preferred pricing agreements are based on time restrictions and we have to ensure we reserve emotional capacity to serve all of our clients and meet their expectations.
As part of the onboarding process, it's possible that it will take a full six months before our systems, policies, and procedures are helping you in the most efficient manner. Sometimes, we find that we have to backtrack to prior months and/or years in order to correct mistakes from other bookkeepers. As such, we reserve the right to bill for a full month of work if we are completely re-performing the work or we will bill at $195 per hour to fix these mistakes. We will contact you about additional billing before we adjust prior records.
We are happy to entertain requests for services outside this letter and we will determine our capacity at the time of your request. If we are able to meet your needs, we will bill at an hourly rate of $195 per hour or we can agree to upgrade your monthly package going forward so your new request continues on an on-going basis.
In the spirit of our name, Remote CPA performs best using the plethora of cloud-based accounting apps that are everywhere you need to be. In addition, you'll find that we almost always work effectively over distance using the vast array of internet-based communication software such as Zoom.us, join.me, Google Hangouts, GoToMeeting, FaceTime, or any other software that makes sense for us. However, in the event you request physical presence at your location, the following accommodations are required to be paid by you in advance of our trip:
In the event we need to drive on-site to meet with you at your office or another location of your choice, we will bill mileage at the current IRS rate.
In the event you request us to travel to your location more than 250 miles from Indianapolis, you may book us air travel on Delta Air Lines in any class of service other than Basic Economy.
In the event your engagement requires overnight stay(s), you may book us in any hotel offered by the Marriott portfolio.
Per diem meals will be charged at $50 per day.
Canceled or Rescheduled Appointments
Your time is valuable and so is ours. As such, we follow a 24 hour cancelation/reschedule policy. We will make every effort to inform you at least 24 hours in advance of any necessary change to our meeting time and we appreciate your willingness to do as well. In the event you are a no-show for your meeting, there will be an additional fee at $195/hour to make up for the other work we could have been completing while waiting for you to join. Since we hold ourselves to the same accountability standard, we will discount your next billing at this same rate if we were to no-show.
Remote CPA strives to serve all clients in accordance with the accounting package they have paid for. In order to do so, email is the best way to communicate so we can properly research your question(s) before responding. If you find yourself compiling numerous questions, we would be happy to setup a time for a Zoom meeting so we can discuss all of them at once. Repeated phone calls, especially those within the calendar month but before your scheduled monthly meeting, may result in additional fees at our hourly rate of $195 per hour.
Changes to Terms
Remote CPA reserves the right to change the terms of the engagement at any time. We will always go above and beyond to provide exemplary client service, but we would like to remind you that you may terminate this agreement at any time should you not agree to the new terms. Any material changes to the terms will be communicated through email.
For new or returning clients starting after November 15, 2019; there will be an onboarding fee equal to each month of historical bookkeeping we complete. Historical bookkeeping comes at a high cost of time and resources for our Firm, so we must share in the burden of getting your books caught up. You may opt for us to ignore bookkeeping prior to the first day of your fiscal year (January 1, for most clients) but any year in which we do tax work will require a clean set of books in its entirety. All onboarding no matter how big, small, complex, or simple takes at least three months before Remote CPA can significantly impact the efficiency of your operation.
The initial payment is due upon acceptance of this agreement. The card used will continue to be billed automatically every month going forward, until either one of us notifies the other of cancellation. Work will cease immediately upon non-payment.
Revised December 1, 2019