Bookkeeping terms of engagement

These are to be read in conjunction with our general Terms and Conditions.

On commencement of the bookkeeping service we will agree the practical arrangements including:

  • Frequency, dates and times of each session

  • Location

  • Equipment and software to be used

  • The schedule and content of financial reports

1. Service provided

This is a Bookkeeping Service designed to assist you to manage your organisation well and comply with your legal responsibilities. 

This service typically covers the following elements:

  • Entering all receipts, payments and transfers, and reconciling all accounts to the bank statements

  • Where appropriate, raising invoices and debtor reports

  • Where appropriate, entering journals for accruals, prepayments, depreciation etc and journals to reallocate costs

  • Filing all relevant documents

  • Producing the basic set of reports, as agreed. These may include a standard finance report with funds analysis, a statement of balances held. They would not normally include any comments, unless we happen to see something that raises a question or concern

  • The provision of information and tools for planning and budgeting

  • For VAT, if appropriate, our service includes the basic administration of VAT, including filing the quarterly return. To ensure compliance with VAT rules, especially for charities where this is extremely complex, specialist VAT advice is recommended

You may at times require additional support or activity from CA Plus that is not covered within the bookkeeping agreement. If you need urgent assistance or information that cannot wait until the next scheduled session, we will try to respond as soon as possible.

For VAT, our service covers the normal VAT bookkeeping, but any VAT advice, partial exemption calculations, or annual adjustments will be charged separately under our training service.

Generally, if you need support beyond the bookkeeping service – for example with the design of your accounting system, interpreting reports, or building your financial plans – please contact us for support through our training service.

2. Information required

You will provide all the information required for the service, filed appropriately, as agreed with our bookkeeper. This includes, for example, bank statements, all documentation relating to income and expenditure, including information required for correct allocation.

3. Responsibility

You will still remain responsible for the financial management of your organisation. This includes, for example: 

  • Ensuring the accuracy of the accounting information

  • Maintaining adequate cash balances

  • Meeting your liabilities such as paying HMRC and salaries on time

While our staff may notice and raise issues of concern – for example, non-receipt of a grant that should have been received – you should not rely on this as it remains your own responsibility.

4. Fees

Fees are charged on the time taken (including any travel) at the current rate. Invoices are raised at the end of each calendar month.

5. Cancellation of appointments

If you need to cancel the appointment, please let us know at the earliest opportunity.

Persistent short-notice cancellation may lead CA Plus to charge for the appointment.

If CA Plus staff are unable to deliver the service, due to illness for example, where possible our staff will try and rearrange the appointment or another member of the team will attend.

6. Termination

CA Plus require one calendar months’ notice to terminate the Bookkeeping service. This should be provided in writing to support@caplus.org.uk.