Simply Sorted Books - Bookkeeping Policy

 Policy

1. Purpose

This policy outlines the procedures, responsibilities, and standards followed to ensure accurate, timely, and compliant bookkeeping services for all clients. Preparation of bookkeeping records for review by your accountant or registered BAS agent or our third party Tax agent. 

2. Scope of Services

Services provided include, but are not limited to:

• Recording financial transactions
• Bank and credit card reconciliations
• Accounts payable and receivable management
• Processing payroll using information supplied by the employer  (if agreed) 
• Financial reporting

Services do not include financial advice, taxation advice, or auditing unless explicitly agreed in writing.

3. Client Responsibilities

Clients are responsible for:

• Providing complete and accurate financial information
• Supplying documentation in a timely manner
• Reviewing reports and notifying of any discrepancies
• Meeting ATO obligations and deadlines
• Maintaining appropriate business records as required by law

The bookkeeper relies on information provided by the client and is not responsible for errors resulting from incomplete or inaccurate data.

4. Record Keeping

• All financial records will be maintained using agreed accounting  software (e.g. Xero, MYOB, QuickBooks)
• Records will be kept in accordance with Australian legal  requirements (minimum 5 years)
• Clients retain ownership of their financial data

5. Data Security & Confidentiality

• All client information is treated as strictly confidential
• Secure systems and password protection are used at all times
• Information will not be shared with third parties without client consent, unless required by law

6. Compliance

All bookkeeping services are performed in accordance with:

• Australian Taxation Office (ATO) requirements
• Tax Practitioners Board (TPB) 
• Relevant privacy laws and professional standards

7. Software & Access

• Clients are responsible for maintaining active subscriptions to accounting software
• Appropriate access will be granted to perform agreed services
• Access may be suspended if accounts become overdue

8. Fees & Payments

• Fees are charged as agreed (hourly or fixed rate)
• Invoices are payable within the agreed timeframe
• Late payments may result in suspension of services

9. Communication

• Communication will be conducted via email, phone, or agreed platforms
• Response times will generally be within 1–2 business days
• Urgent matters should be clearly identified

10. Limitation of Liability

• The bookkeeper is not liable for penalties, losses, or damages arising from:
  • Incorrect or incomplete information supplied by the client
  • Late submission of required documentation
• Liability is limited to the value of services provided

11. Conflict of Interest

Any potential conflicts of interest will be disclosed to the client and managed appropriately.

12. Termination of Services

• Either party may terminate services with written notice (typically 14 days)
• All outstanding invoices must be paid prior to finalisation
• Upon termination, client records will be returned or access transferred

13. Policy Updates

This policy may be updated from time to time. Clients will be notified of any significant changes.

Acknowledgement
By engaging bookkeeping services, the client acknowledges and agrees to this policy.