Terms and Conditions of Engagement

Terms and Conditions of Engagement

1. Definitions

"ABF Accounting Services Ltd" / "we" / "our" / "us":Refers to ABF Accounting Services Ltd.
"Client" / "you" / "your":Any individual, partnership, company or other legal entity engaging our services.
"Agreement":These Terms and Conditions together with any Engagement Letter or written Proposal.
"Services":All professional accountancy, tax, consultancy, payroll, bookkeeping and related services provided.
"Engagement Letter":The document confirming the scope, terms and fees for specific services.

2. Commencement and Acceptance

2.1.By signing an Engagement Letter or continuing to use our services, you confirm acceptance of these Terms and Conditions.
2.2.This Agreement commences on the date of acceptance or first provision of services and remains in effect until terminated in accordance with section 15.
2.3.Any variations to these terms must be confirmed in writing and signed by both parties.

3. Scope of Services

3.1.We offer the following services, among others:
  • •Preparation of annual accounts and management accounts
  • •Corporation Tax and Self-Assessment Tax Returns
  • •VAT registration, advisory and returns
  • •Payroll & RTI submissions
  • •CIS returns
  • •Bookkeeping
  • •Business start-up and advisory
  • •IR35 contractor support
  • •Registered Office Address provision
3.2.The exact scope of work will be set out in a specific Engagement Letter or Proposal. Any additional work requested will require a separate agreement and may incur extra charges.

4. Our Responsibilities

4.1.We shall carry out services with reasonable skill and care, in accordance with relevant UK laws and applicable accounting standards.
4.2.We are not responsible for any losses or penalties due to incomplete, late, misleading or inaccurate information provided by you.
4.3.We reserve the right to contact your previous accountant to obtain prior records. If they are not forthcoming, we may quote for time spent recreating such information.

5. Your Responsibilities

You agree to:

  • •Provide full, timely, and accurate financial records and supporting documentation.
  • •Disclose all income, expenses, liabilities, and relevant transactions.
  • •Approve all draft filings and ensure compliance with tax and legal deadlines.
  • •Retain legal responsibility for your financial records, statutory compliance, and tax obligations.
  • •Notify us of changes to your business structure, address, staff, or contact information.

Failure to meet these obligations may result in suspension or termination of services.

6. Fees, Billing and Payment

6.1.Fees are agreed in advance and outlined in the Engagement Letter. These may be fixed, monthly, hourly or transaction-based.
6.2.Invoices are issued monthly or as otherwise agreed and are payable via Direct Debit or bank transfer within 7 days of issue.
6.3.Our fees may be adjusted:
  • ○Annually in line with inflation or increased operating costs.
  • ○If your business changes in size, complexity, or service scope.
6.4.We reserve the right to suspend or terminate services for non-payment or persistent late payment.
6.5.Any work carried out outside the agreed scope may be charged separately and quoted beforehand.

7. Cancellations and Refunds

7.1.You may cancel our services at any time by giving us 30 days' written notice.
7.2.A £30 admin charge applies if cancelled before the first Direct Debit is collected.
7.3.No refunds will be issued for services already rendered or monthly payments already collected.
7.4.If cancelling mid-year but requesting completion of year-end accounts, you must either:
  • ○Continue monthly payments until year-end, or
  • ○Pay a one-off lump sum covering the outstanding period.

8. Late Payments and Debt Recovery

8.1.Invoices unpaid after 90 days will incur interest at 8% above the Bank of England base rate.
8.2.We reserve the right to suspend services and initiate recovery proceedings, including legal action or referral to a debt collection agency.
8.3.For sole traders and partnerships, the business owners are jointly and severally liable for outstanding payments.
8.4.For limited companies, the directors signing the Engagement Letter are personally liable for unpaid fees if the company cannot pay.

9. Confidentiality and Data Protection

9.1.All information you provide will be kept confidential unless disclosure is required by law or regulatory authorities.
9.2.We comply fully with the UK GDPR and Data Protection Act 2018. We may store data in secure cloud systems or trusted third-party software.
9.3.We are the Data Controller of your personal data. Our full privacy notice is available upon request or via our website.
9.4.You may authorise third parties to access your data in writing.

10. Compliance, Authorisation and AML

10.1.You must promptly provide HMRC authorisation codes to allow us to act on your behalf.
10.2.All clients must undergo identity checks in compliance with UK Anti-Money Laundering (AML) regulations.
10.3.We may conduct a soft credit check for AML purposes, which will not affect your credit score.
10.4.We reserve the right to decline or terminate engagement if we suspect unlawful activity or non-compliance.

11. Communication and Recordkeeping

11.1.All communication may be recorded for quality, legal, or training purposes.
11.2.Client files are retained for 7 years after the end of our engagement, unless a longer retention period is required by law.
11.3.On request, your documents will be returned to you in a secure format.

12. Service-Specific Provisions

12.1 VAT Services

You must:

  • •Provide complete, timely records for accurate VAT filing.
  • •Approve returns before submission.
  • •Note that delays or inaccuracies may result in HMRC penalties for which you are liable.

We do not offer support on complex VAT areas (e.g., TOMS, Opt to Tax) unless explicitly agreed.

12.2 Payroll Services

You must supply complete payroll details including:

  • •Employee pay, hours, starters/leavers
  • •Statutory leave information
  • •Tax code notices and casual labour data

RTI returns must be submitted on or before payday—late submission may result in fines, which you will be responsible for.

12.3 Bookkeeping Services

You must supply all invoices, receipts, and statements.

For clients using our bookkeeping services, we will:

  • •Record transactions with supporting documentation
  • •Return physical documents securely post year-end

For self-managed bookkeeping, reconciled records are expected. Errors may attract a correction fee. Quotes are based on estimated volumes; excess activity may lead to revised fees.

12.4 IR35 and Contractor Services

  • •You are responsible for determining your IR35 status. We provide general guidance but not legal opinions.
  • •You must provide relevant documentation (contracts, determinations).
  • •We may operate umbrella or inside-IR35 payroll, based on accurate hours/rates submitted by you.

13. Registered Office Address (If Applicable)

13.1.This service is limited to receiving mail from HMRC and Companies House. Any other mail is outside the scope and may be returned.
13.2.Misuse may result in additional charges or service withdrawal.

14. Referrals and Promotions

14.1.We may recommend third-party services. We may receive commission or referral fees which you agree belong to us.
14.2.Promotions (e.g., free company formation) require you to remain a paying client for at least 12 months. Otherwise, standard service charges will apply.
14.3.Promotions exclude third-party software, registered office services, and regulatory fees.

15. Termination of Services

15.1.Either party may terminate with 30 days' written notice.
15.2.On termination:
  • ○All outstanding fees become immediately due.
  • ○We will reasonably cooperate with handover to a new advisor subject to payment of all outstanding balances.
  • ○Any files or documents requested will be provided in a mutually agreed format.

16. Liability and Indemnity

16.1.Our total liability for any claim, however arising, is limited to the total fees paid for the specific service giving rise to the claim.
16.2.We are not liable for:
  • ○Consequential or indirect losses
  • ○Penalties from incorrect or late data from your side
  • ○Your failure to follow our advice
16.3.You agree to indemnify us against any third-party claims arising from your misuse of our services.

17. Insurance

We maintain adequate professional indemnity insurance. Proof of cover can be provided on request.

18. Governing Law and Jurisdiction

18.1.This Agreement is governed by the laws of England and Wales.
18.2.Any disputes arising shall be resolved exclusively in the courts of England and Wales.

19. Variation and Updates

We may update these Terms from time to time. Continued use of our services constitutes acceptance of the most recent version. The latest version is always available at www.abfaccounting.com.

ABF Accounting Services Ltd

Terms and Conditions of Engagement