These Terms of Service (“Terms”) govern the relationship between FIELDS SMITH (“Company,” “we,” “our,” or “us”) and the client (“Client,” “you,” or “your”) who engages our bookkeeping and/or payroll services. By accessing, purchasing, or using our services, you agree to be bound by these Terms.
1. Scopes of Services
1.1 Bookkeeping Services
Our bookkeeping services may include, but are not limited to:
Recording and categorizing financial transactions
Bank and credit card reconciliations
Accounts receivable and accounts payable tracking
Financial statement preparation (balance sheet, income statement, cash flow summary)
General ledger maintenance
Month‑end and year‑end closing support
Preparation of reports for tax professionals
We do not provide tax filing, audit services, or legal advice unless separately contracted and explicitly stated.
1.2 Payroll Services
Our payroll services may include:
Processing employee wages and salaries
Calculating and recording payroll deductions
Managing wage advances and repayments
Preparing payroll summaries and reports
Submitting payroll tax payments and filings on your behalf (if authorized)
Maintaining payroll records
We rely on the accuracy of the information you provide. We are not responsible for errors caused by incomplete, inaccurate, or late submissions from the Client.
1.3 Business Tax Preparation (Year-End)
We offer Business Tax Preparation services for eligible clients at year‑end. These services may include:
Preparation and filing of federal, state, and local business tax returns
Year‑end financial review and adjustments
Preparation of required schedules and supporting documentation
Coordination with tax authorities as needed
Eligibility Requirement:
Business Tax Preparation is only available to active bookkeeping clients in good standing.
Clients must maintain continuous bookkeeping service with us through the end of the tax year.
Clients who pause, cancel, or fall behind on bookkeeping services are not eligible until their books are fully updated.
Additional fees may apply for catch‑up or cleanup work.
Separate Service & Pricing:
Business Tax Preparation is a separate, standalone service and is not included in any bookkeeping or payroll subscription.
Pricing is assessed when the tax return is completed, based on complexity, entity type, and record condition.
Fees for tax preparation are billed independently and are non‑refundable once work has begun.
We do not prepare business tax returns based on incomplete, outdated, or third‑party bookkeeping records.
2. Client Responsibilities
The Client agrees to:
Provide complete, accurate, and timely financial information
Disclose all business transactions, payroll changes, and relevant updates
Maintain secure access to financial systems
Review all reports and summaries for accuracy
Notify us promptly of discrepancies
Failure to provide required information may delay service delivery or result in additional fees.
3. Billing & Payment Terms
3.1 Subscription Billing Cycle
Services operate on a fixed billing cycle of the 1st, 15th, and 25th of each month.
New sign‑ups between billing dates are prorated to the next billing date.
Full recurring charges begin on the next scheduled billing date.
All fees are non‑refundable unless otherwise stated.
3.2 Late Payments
Late or unpaid invoices may result in:
Service suspension
Late fees
Withholding of deliverables, including payroll filings or tax preparation
We are not liable for penalties or compliance issues resulting from the Client’s failure to pay on time. For more information on late fees and service suspensions, please see our Billing Portals & Billing Terms page for more details.
4. Accuracy, Limitations & Disclaimer
4.1 Reliance on Client Information
Our work is based solely on the information you provide. We are not responsible for:
Undisclosed transactions
Misclassified expenses caused by missing or incorrect data
Payroll errors resulting from late or inaccurate employee information
4.2 No Legal or Investment Advice
Unless explicitly stated in writing:
We do not provide legal advice
We do not provide investment or financial advisory services
We do not provide financial statements for the purpose of providing them to financial institutions
Financial reports are for informational purposes only. There are certain accounting tasks that cannot be performed until a CPA is on staff.
5. Confidentiality
We maintain strict confidentiality of all Client information and will not disclose financial data except:
As required by law
With Client authorization
To trusted third‑party providers necessary to deliver services
We are not responsible for outages or delays caused by third‑party platforms.
7. Service Modifications & Termination
7.1 Modifications
We may update or modify services, pricing, or policies with notice. Continued use of services constitutes acceptance of updated Terms.
7.2 Termination by Client
The Client may terminate services at any time with written notice. Prorated refunds are not provided unless required by law.
7.3 Termination by Company
We may suspend or terminate services for:
Non‑payment
Fraud or suspected fraud
Abuse of services
Failure to provide required information
Violations of these Terms
All outstanding balances must be paid before records or deliverables are released.
8. Liability & Indemnification
8.1 Limitation of Liability
To the fullest extent permitted by law, FIELDS SMITH is not liable for:
Lost profits
Penalties or interest resulting from Client delays
Errors caused by inaccurate or incomplete information
Indirect or consequential damages
Our total liability is limited to the amount paid by the Client in the previous 30 days.
8.2 Indemnification
The Client agrees to indemnify and hold FIELDS SMITH harmless from claims, losses, or damages arising from:
Client‑provided data
Misuse of services
Non‑compliance with laws or regulations
Unauthorized access to financial system
9. Compliance
The Client is solely responsible for complying with:
Federal, state, and local tax laws
Employment and labor regulations
Record‑keeping requirements
Business licensing obligations
We assist with compliance but do not assume legal responsibility for the Client’s regulatory obligations.
10. Governing Law
These Terms are governed by the laws of the State of Ohio.
11. Acceptance of Terms
By using our bookkeeping, payroll, or business tax preparation services, the Client acknowledges that they have read, understood, and agreed to these Terms.
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