Section 01 – Introduction and Scope
These Terms and Conditions of Service (“Agreement”) govern the bookkeeping and financial management services provided by Virtual Bookkeeping Consultants (“Company,” “we,” “us,” or “our”) to you, our client (“Client,” “you,” or “your”).
By engaging our services, signing a service agreement or engagement letter, or continuing to receive services after being notified of these terms, you acknowledge that you have read, understood, and agree to be bound by this Agreement in its entirety.
This Agreement applies to all service engagements regardless of structure, including month-to-month arrangements, project-based engagements, and annual contracts. Where a separate engagement letter or statement of work exists, that document is incorporated herein by reference. In the event of a conflict, the specific engagement letter will govern.
Section 02 – Services Provided
The specific services provided to each Client are detailed in your individual Engagement Letter or Statement of Work. Please refer to that document for a complete description of your contracted services, applicable rates, and deliverable timelines. Services not expressly included in your engagement are considered out of scope and may require a separate agreement and additional fees.
Section 03 – Use of Artificial Intelligence in Our Services
Virtual Bookkeeping Consultants integrates artificial intelligence (AI) tools and technologies into our workflows to enhance the accuracy, efficiency, and quality of services we deliver. We believe in full transparency with our clients regarding how these tools are used.
3.1 How We Use AI
AI tools support our team across several areas of service delivery, including:
- Document and data processing: AI assists in extracting, organizing, and processing financial documents, receipts, statements, and other client-provided records.
- Transaction categorization and reconciliation: AI-assisted tools, including features built into accounting software platforms such as QuickBooks and similar tools, support the categorization of transactions and identification of discrepancies.
- Financial reporting and analysis: AI tools assist in synthesizing financial data and generating insights, summaries, and reports for client review.
- Internal communication drafts: AI may assist in drafting client-facing reports and routine correspondence. All communications are reviewed by a qualified team member before delivery.
- Software-integrated AI features: Many platforms we use to serve your account include built-in AI functionality. A current list of AI tools in use is available upon request.
3.2 Human Review and Accountability
AI tools support our team, not replace professional judgment. All AI-assisted outputs, including categorized transactions, financial reports, and client communications, are reviewed, verified, and approved by a qualified Virtual Bookkeeping Consultants team member before being finalized or delivered. We take full professional responsibility for the accuracy and quality of all work products delivered under your engagement.
3.3 AI and Your Data
When AI tools process your financial data, that data may be transmitted to third-party AI platforms in accordance with those platforms’ privacy and security policies. We take reasonable steps to select AI providers with appropriate data handling standards.We do not use your confidential financial data to train AI models, and we do not sell your data to third parties. See Section 6 for our full data handling commitments.
3.4 Client Notification
By entering into a service agreement with Virtual Bookkeeping Consultants, you acknowledge and accept that AI tools are an integrated component of our service delivery. The use of AI as described in this section does not require separate consent for each instance of use. Clients are not able to opt out of AI-assisted workflows, as these tools are fundamental to how our team operates efficiently on your behalf.
Should our AI practices change in a material way, we will notify clients in writing with reasonable advance notice.
Section 04 – SMS/Text Messaging Terms
By providing your phone number and opting in, you consent to receive text messages from Virtual Bookkeeping Consultants.
4.1 Types of Messages You May Receive
You may receive SMS/text messages regarding:
- Updates about your bookkeeping or consulting services.
- Requests for additional information or documentation.
- Requests for authorization codes or secure confirmations.
- Account updates and reminders.
- Scheduling or updates about meetings.
4.2 Frequency & Charges
Messaging frequency may vary depending on the nature of your services. Message and data rates may apply from your mobile carrier. We are not responsible for charges billed by your mobile carrier.
4.3 Opt-Out & Support
To opt out, text STOP at any time. You will receive a confirmation message that you have been unsubscribed, and no further SMS messages will be sent unless you re-subscribe.
For assistance, text HELP or visit our website at: virtualbookkeepingconsultants.com
Section 05 – Fees, Payment Terms, and Adjustments
Fees for services are outlined in your Engagement Letter or Statement of Work. Unless otherwise specified, the following payment terms apply:
- Invoices are issued on the schedule stated in your engagement letter (monthly, project milestone, or upon completion).
- Payment is due within 15 days of invoice date unless otherwise agreed in writing.
- Overdue balances are subject to a late fee of 1.5% per month on the outstanding balance.
- Virtual Bookkeeping Consultants reserves the right to pause or suspend services on accounts with balances overdue by 30 days or more.
Fees are subject to annual review and adjustment. You will receive no less than 30 days written notice of any fee changes. Continued use of services after the effective date of a fee change constitutes acceptance of the new rates.
Out-of-scope work requested by the Client will be quoted separately and requires written approval before work begins.
Section 06 – Client Responsibilities
Accurate and timely bookkeeping depends on your participation. You agree to:
- Provide all required documents, records, login credentials, and financial information in a timely manner as requested by our team.
- Respond to team communications within a reasonable timeframe, generally within 3 to 5 business days, unless otherwise agreed.
- Review and approve all reports, reconciliations, and financial statements delivered to you within the timeframe specified in your engagement.
- Notify us promptly of any changes to your business structure, ownership, banking relationships, or other information relevant to your bookkeeping.
- Ensure that any access provided to us is authorized and legally permissible.
Delays in fulfilling Client responsibilities may result in delays to deliverables. Virtual Bookkeeping Consultants is not liable for errors, missed deadlines, or penalties arising from incomplete, inaccurate, or late information provided by the Client.
Section 07 – Confidentiality and Data Security
7.1 Our Commitment to You
Virtual Bookkeeping Consultants treats all Client information as strictly confidential. We will not disclose your information to any third party except:
- As necessary to perform the services described in your engagement
- As required by law, regulation, court order, or government authority
- With your express written consent
7.2 Security Practices
We implement reasonable administrative, technical, and physical safeguards to protect your data, including:
- Password-protected and encrypted access to client files and software platforms
- Role-based access controls within our team
- Secure destruction of physical documents when no longer needed
7.3 Breach Notification
In the event of a confirmed data breach affecting your information, we will notify you in writing as promptly as reasonably possible and will cooperate with you to address the situation.
7.4 Retention
It is our policy to keep records related to this engagement for the duration of the engagement. If you are unsure as to how to best maintain your records, please let us know and we can review this with you. We will provide you with copies of all reports prepared that should be a part of your books and records, but our records pertaining to this engagement are not a substitute for your original records, and physical deterioration or catastrophic events may shorten the term during which our records will be available.
In the unlikely event that we do obtain any hard copy documents from you, all original paper documents provided by you will be returned to you promptly as our work is complete. We do not keep copies of these documents as a policy. It is your responsibility to safeguard your documents in case of future need. We may occasionally keep some copies we deem necessary to our work.
Section 08 – Term and Termination
8.1 Termination by Client
You may terminate your engagement by providing written notice in accordance with the notice period stated in your engagement letter. Where no notice period is specified, a minimum of 60 days written notice is required. You remain responsible for all fees incurred through the end of the notice period.
8.2 Termination by Virtual Bookkeeping Consultants
Virtual Bookkeeping Consultants reserves the right to terminate an engagement at any time by providing written notice, including in circumstances of non-payment, repeated failure to provide required information, conduct that is abusive or threatening toward our team, or any other material breach of this Agreement.
8.3 Transition Assistance
Upon termination, we will make reasonable efforts to provide transition support, including delivery of your records and files in a standard format.
Section 09 – Limitation of Liability
Virtual Bookkeeping Consultants provides bookkeeping and financial support services and does not provide legal, tax, or certified public accounting advice. Nothing in our work product constitutes tax advice or legal counsel.
To the maximum extent permitted by applicable law, Virtual Bookkeeping Consultants’ total liability to you for any claim arising from or related to our services shall not exceed the total fees paid by you in the three (3) months immediately preceding the event giving rise to the claim.
We are not liable for indirect, incidental, special, or consequential damages, including lost profits, even if advised of the possibility of such damages. We are not liable for errors or penalties resulting from inaccurate or incomplete information provided by the Client, software platform errors, or events outside our reasonable control.
Section 10 – Dispute Resolution
If a dispute arises, we ask that you first contact us directly so we can work toward a resolution in good faith. If a dispute cannot be resolved informally, both parties agree to first attempt resolution through mediation before pursuing any formal legal action.
Any unresolved disputes shall be governed by the laws of the State of Kentucky, and the parties consent to the jurisdiction of the courts of Jefferson County, Kentucky.
Section 11 – Amendments to This Agreement
Virtual Bookkeeping Consultants may update these Terms and Conditions from time to time. We will provide written notice of any material changes no less than 30 days before they take effect. Continued use of our services after the effective date of updated terms constitutes your acceptance of those changes. The most current version of this Agreement is always available at virtualbookkeepingconsultants.com/terms-conditions.
Section 12 – General Provisions
Entire Agreement: This Agreement, together with your engagement letter or statement of work, constitutes the entire agreement between the parties and supersedes all prior discussions or agreements.
Severability: If any provision of this Agreement is found to be unenforceable, the remaining provisions will continue in full force and effect.
No Waiver: Failure to enforce any provision does not constitute a waiver of the right to enforce it in the future.
Assignment: You may not assign your rights or obligations under this Agreement without our prior written consent.
Force Majeure: Neither party will be liable for delays resulting from events outside their reasonable control.