Terms & Conditions

Our Service

PREPARATION AND SUBMISSION OF ACCOUNTS TO HMRC AND COMPANIES HOUSE

We will observe the byelaws, regulations and code of ethics of The Institute of Chartered Accountants in England and Wales and accept instructions to act for you on the basis that we will act in accordance with those guidelines. Copies of these requirements are available for inspection in our offices.
We will compile your annual accounts based on the accounting records and the information and explanations given to us by you.
Where you give us confidential information we shall at all times keep it confidential, except as required by law or as provided for in regulatory, ethical or other professional pronouncements applicable to this engagement.
We will use reasonable skill and care in the preparation of the accounts but will not be responsible for errors arising from incorrect information supplied by you.
We will advise you as to the adequacy of your records and make recommendations for improvements which we consider necessary. We shall not be responsible for any losses or penalties that arise if our advice is not taken.

CALCULATION OF CORPORATION TAX RETURNS

We will prepare, in respect of each accounting period of the company, a computation for corporation tax based upon the financial accounts.

We will also prepare and submit the corporation tax return (CT600) required under the Corporation Tax Self Assessment regulations.

CALCULATION OF PERSONAL TAX RETURN

We will prepare and submit your personal income tax return based upon the figures that have been calculated from the financial accounts.
We will allow for an additional employment supplement together with notification of shares and bank interest.
Any additional supplements that are required to be completed e.g. capital gains or property will be subject to an additional charge.

CALCULATION AND SUBMISSION OF ANNUAL DIRECTOR WAGES AND PAYE

The services includes calculation and advice on the best salary/dividend option for a director
We will complete the calculation and RTI filing of the annual PAYE return
This service does not include payroll preparation on a monthly basis to other employees.

CALCULATION AND SUBMISSION OF ANNUAL DIRECTOR WAGES AND PAYE

The services includes calculation and advice on the best salary/dividend option for a director
We will complete the calculation and RTI filing of the annual PAYE return
This service does not include payroll preparation on a monthly basis to other employees.

CALCULATION AND FILING OF QUARTERLY VAT RETURNS (IF REGISTERED)

We will calculate and submit the VAT return based upon the accounting records and information provided to us.
The service includes Standard, Cash and Flat Rate Scheme.
Access to the online software

Account

We reserve the right, at our discretion, not to accept an application to use AccountOnThis online services.  This may be due to technical reason, because the Client is banned by us from using the Service, we have been unable to confirm identity of the director/owner of the business or any other reason.  No charge is made for a declined application.

If we accept an account we will confirm acceptance by email and at such point a legally binding contract will be created between the Client and us.  The agreement will be subject to English Law and the provisions of these terms and conditions shall govern our agreement with you.

Money Laundering

All Accountancy Service Providers (which includes tax advisers, bookkeepers, payroll bureau) must comply with onerous duties imposed by the Terrorism Act 2000, the Proceeds of Crime Act 2002, the Fraud Act 2006 and the Money Laundering Regulations 2007 (the “Anti Money Laundering Legislation”), which are intended to inhibit the activities of terrorists and other criminals by denying them access to technical expertise. If we fail to perform these duties, we risk imprisonment.

Before we accept your instructions, we need to obtain ‘satisfactory evidence’ to confirm your identity. In certain circumstances, we may need to obtain evidence confirming the identities of third parties, the source of any funds or other property, the purpose of any instructions or any other matter. We may also need to obtain further evidence after we have begun to act on your instructions and the evidence may include searching by electronic means.

We assume that our clients are honest and law abiding. However, if at any time, there appear to be grounds to suspect (even if we do not actually suspect) that your instructions relate to ‘criminal property’, we are obliged to make a report to the Serious Organised Crime Agency (“SOCA”) but we are prohibited from telling you that we have done so.

In such circumstances, we must not act on your instructions without consent from SOCA. If SOCA do not refuse consent within 7 working days we may continue to act. If SOCA issue a refusal within that time, we must not act for a further 31 days from the date of the refusal.

‘Criminal property’ is property in any legal form, whether money, real property, rights or any benefit derived from criminal activity. It does not matter who carried out the criminal activity or how removed the property is from the original crime. Even if you are honest in your dealings, if your property represents a benefit from someone else’s crime, we must still make a report.

Activity is considered ‘criminal’ if it is a crime under UK law, no matter how trivial, and whether carried out in the UK or abroad. For example, tax evasion is a criminal offence but an honest mistake is not an offence.

Responsibilities of the Client

You are responsible for ensuring that the company complies with laws and regulations applicable to its activities, and for establishing arrangements designed to prevent any non-compliance with laws and regulations and to detect any that occur.

You are responsible for determining whether, in respect of the year, the company meets the conditions for exemption from an audit set out in section 477 [or 480 for a dormant company] of the Act, namely that it qualifies as a small company in relation to that year for the purposes of section 381.

 

You are responsible for determining whether, in respect of the year, the exemption is not available for any of the reasons set out in section 478 and 479 of the Act; namely that at no time during the year was the company:

  1. a public company;
  2. an authorised insurance company, a banking company, an e-money issuer, a MiFID investment firm or a UCITS management company;
  3. carrying on an insurance market activity;
  4. a special register body as defined in section 117(1) of the Trade Union and Labour Relations (Consolidation) Act 1992 or an employers’ association as defined in section 122 of that Act;
  5. a member of a group that failed to qualify as a small group; or
  6. a member of an ineligible group.

The exemption is available only if you, as directors, sign a declaration as required by section 475(3) of the Act on the balance sheet to state that:

(a) for the year in question, the company is eligible to take advantage of the audit exemptions;

(b) the members have not required the company to obtain an audit of its financial statements for the year in accordance with section 476 of the Companies Act 2006; and

(c) you acknowledge your obligations for complying with the requirements of the Act with respect to accounting records and preparation of accounts.

You will carry out all the day-to-day accounting work, including:

(a) keeping the record of receipts and payments;

(b) reconciling your records with the bank statement;

(c) maintaining records of debtors and creditors;

(d) carrying out or arranging for a valuation of the year-end stock levels; and

(e) preparing details of any year-end work-in-progress.

You have agreed to make available to us, as and when required, all the company’s accounting records and related financial information, including minutes of management and [shareholders’] [directors’] [members’] meetings, necessary to carry out our work. You will make full disclosure to us of all relevant information.

You will approve and sign the accounts thereby acknowledging responsibility for them.

 

You are responsible for ensuring you use a proper accounting system and ensure that the accounting system has been approved by Clever Accounts Ltd for use and that the accounts system is accurately and regularly updated.

You are responsible for any previous accounts or tax returns that have not been completed by us and the filing at HMRC and Companies House of any paperwork necessary to fulfil your accounting duties each year.

User Access:  In order to access the Service, the Client will be issued with a username and password.  The Client is responsible for ensuring the security and proper use of all ID’s and passwords issued in connection with the Service.

Use of Service:  The Service is provided to the Client and the Client shall not share or resell or attempt to resell the Service.  If you choose to give access to a third party to your account then you do so at your own risk and AccountOnThis shall not be responsible for any resulting issues.

Internet communications are capable of data corruption and therefore we do not accept any responsibility for changes made to such communications after their despatch.  It may therefore be inappropriate to rely on advice contained in an e-mail without obtaining written confirmation of it.  We do not accept responsibility for any errors or problems that may arise through the use of internet communication and all risks connected with sending commercially sensitive information relating to your business are borne by you.  If you do not agree to accept this risk, you should notify us in writing that e-mail is not an acceptable means of communication.

 

It is the responsibility of the recipient to carry out a virus check on any attachments received.

Availability of the Service

AccountOnThis will try to make the Service available at all times but cannot guarantee that the Service will operate continuously or without interruption or be error free and accept no liability for its unavailability.

AccountOnThis may, for operational reasons change the technical specification of the Service; or, temporarily suspend the Service for operational reasons such as repair, maintenance or improvement.

Your Subscription and Payments

The monthly fees, as set out on our website, shall be paid by the Client monthly in advance.  Prices on our website out quoted in UK pounds sterling and are exclusive of VAT which is payable on top.

All monthly subscriptions must be made by Direct Debit and no payment shall be deemed to have been received until AccountOnThis has received cleared funds.

The Client shall make all payments due under this Agreement in full without any deduction whether by way of set-off, counterclaim, discount, abatement or otherwise unless the Client has a valid court order requiring an amount equal to such deduction to be paid by AccountOnThis to the Client.

If our fees become overdue then we reserve the right to suspend the service until the full balance is paid. We reserve the right to terminate the account on non payment. Once the subscription becomes overdue AccountOnThis will not be held responsible for any current or future submission and any late penalties applied for accounts, vat or paye will be the responsibility of the client.

Termination of Service

AccountOnThis reserves the right to terminate the Service if the Client commits a breach of these Terms and Conditions, or if payment of the Service is not paid on time or for any other reason.  Any termination will be sent in writing to the Client giving one month’s notice and no refund will be payable by us for any payments made.  If after, one month’s notice the issue has not been resolved, AccountOnThis will take action to terminate all activities involving the Service and disengage ourselves as your Agent.

Cancellation of Service by the Client

The Client can terminate the Service at any time by contacting AccountOnThis.  No further payment will be taken from the Client unless it is too late to stop the direct debit and no refund will be given from fees already charged.  Following cancellation of the Service, AccountOnThis will have no further responsibilities in relation to the preparation or filing of the Client’s accounting requirements.

If you cancel the account for any reason during the year and require us to complete end of year accounts and a tax return for the company prior to leaving then we will require that you have paid at least 6 months fees for the year the accounts need completing up to.

Limitation of Liability

  • AccountOnThis will not be responsible for any interest, penalties, losses or additional tax liabilities that arise due to any omissions of any persons connected to the Client or any incomplete, misleading, false or any other information that results in any additional monies being paid.
  • AccountOnThis will not be responsible or liable for any loss, damage or expense incurred if information relating to the financial affairs of the Client are withheld, concealed or omitted from us during the course of our service.  This applies to all parties, including 3rd parties, connected in any way to the Client.
  • AccountOnThis cannot and does not guarantee or warrant that the software comprising the Service will be error free, free from infection, viruses and / or code that has contaminating or destructive properties.
  • AccountOnThis will not be liable to you for any delay or failure to perform its obligations if the delay or failure is caused by circumstances outside their control.

Data Protection

In order for AccountOnThis to provide the Service it will be necessary to process personal data about the Client (including names, addresses and email accounts).  Such data will be processed by AccountOnThis in accordance with the Data Protection Act 1998.

Ownership and Retention of Records

During the course of our work we may collect certain documents and other information relevant to your tax affairs.  Upon termination of the Service we will return any original document back to you if requested.  Furthermore, unless you tell us not to, we intend to destroy correspondence and other papers that we store that are more than seven years old, other than documents which we think may be of continuing significance.

Third Parties

All accounts, statements, reports and advice prepared or given by us are for your exclusive use within your business or to meet specific statutory responsibilities.  They should not be shown to any other party without our prior consent.

No third party shall acquire any rights to our agreement to provide professional services.

Applicable Law

These terms and conditions are governed by, and construed in accordance with English Law.  The courts of England will have exclusive jurisdiction in relation to any claim, dispute or difference concerning these Terms and Conditions and any matters arising from it

Disclaimer

We will not be held liable for any loss suffered by you or any third party as a result of our compliance with the Anti-Money Laundering legislation or any UK Law.