Terms and Conditions for Bookkeeping Services

1. Introduction

These Terms and Conditions (“Terms”) govern the provision of bookkeeping services (“Services”) by Line by Line Accounting (“we”, “us”, “our”) to the client (“you”, “your”). By engaging our Services, you agree to be bound by these Terms. These Terms are governed by the laws of England and Wales.

2. Scope of Services

We provide bookkeeping services as agreed in writing, which may include:

• Recording financial transactions in accordance with UK accounting standards

• Bank and credit card reconciliations

• Accounts payable and receivable processing

• Payroll preparation and submissions (PAYE, RTI)

• VAT preparation and submissions via MTD-compliant software

• CIS reporting (if applicable)

• Management accounts and financial reporting

Any additional work outside the agreed scope may incur additional fees.

3. Client Responsibilities

You agree to:

• Provide accurate, complete, and timely financial information and documentation

• Maintain original records as required by HMRC

• Ensure compliance with UK tax laws, including VAT, PAYE, and Corporation Tax

• Review and approve all submissions before they are filed

We are not responsible for errors or penalties arising from incomplete, inaccurate, or late information provided by you.

4. Fees and Payment Terms

• Fees will be outlined in your engagement letter or proposal.

• Invoices are payable within 14 days of the invoice date.

• Late payments may incur interest under the Late Payment of Commercial Debts (Interest) Act 1998.

• We reserve the right to suspend services if invoices remain unpaid.

5. Anti‑Money Laundering (AML) Compliance

As a UK bookkeeping provider, we are required to comply with the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017.
This may include:

• Verifying your identity (KYC checks)

• Requesting proof of address, company documents, or ownership structure

• Reporting suspicious activity to the National Crime Agency (NCA)

We are legally prohibited from informing you if a report has been made.

6. Confidentiality

We treat all client information as confidential and will not disclose it except:

• Where required by law or regulatory bodies

• To trusted subcontractors bound by confidentiality agreements

• With your explicit written consent

7. Data Protection (GDPR)

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Key points:

• We act as a data processor for your financial data.

• You remain the data controller.

• We will process personal data only for the purposes of delivering our Services.

• Full details are outlined in our Privacy Policy.

8. Limitation of Liability

• We will exercise reasonable skill and care in providing our Services.

• Our liability for any claim is limited to the total fees paid by you in the previous 12 months.

• We are not liable for:

  • Loss of profits

  • Indirect or consequential losses

  • Penalties imposed by HMRC due to late, inaccurate, or missing information supplied by you

Nothing in these Terms limits liability for fraud or negligence.

9. Record Retention

• We retain working papers for 6 years, in line with HMRC requirements.

• You are responsible for retaining your own statutory records for the required period (typically 6 years).

10. HMRC Submissions

• We will prepare VAT, payroll, CIS, or other filings based on the information you provide.

• You are responsible for reviewing and approving all submissions before filing.

• We are not responsible for HMRC penalties arising from delays or inaccuracies caused by missing or incorrect information.

11. Termination

Either party may terminate the agreement with 14 days’ written notice.
We may terminate immediately if:

• You fail to pay fees

• You breach these Terms

• Continuing the engagement would breach legal or ethical obligations

All outstanding fees become due upon termination.

12. Intellectual Property

All templates, tools, and materials we provide remain our intellectual property unless otherwise agreed in writing.

13. Governing Law

These Terms are governed by the laws of England and Wales, and any disputes shall be resolved in the courts of England and Wales.

14. Amendments

We may update these Terms from time to time. You will be notified of any material changes.