Clear responsibilities on both sides.

Terms of Engagement

We are pleased to accept the appointment as your accountants and tax consultants. These terms set out the basis on which we will act and our respective responsibilities.

If you sign up for one specific service, only the relevant service or services and the terms applicable to those services will apply to you.

1. Accounting — year-end accounts

1.1 You instruct us to prepare your financial statements each year from the records provided by you.

1.2 You agree that you or your staff will keep records of receipts and payments, sales and expense invoices, bank and credit-card records, and any other relevant information. You must provide accurate information for the preparation of accounts and tax returns, and provide it on time.

2. Corporation Tax

2.1 This engagement will commence with the next company tax return on which we work.

2.2 We will prepare, from the accounts and other information and explanations provided by you, the company’s Corporation Tax return and computations, supporting schedules and, where necessary, amended returns.

2.3 We will send you the tax return and supporting schedules for approval and signature. We will then submit them, with the accounts and computations, to HM Revenue & Customs.

2.4 We will advise you of the Corporation Tax payable and the payment dates. Where appropriate, we will initiate repayment claims when tax has been overpaid.

2.5 We will deal with communications relating to the company’s tax return that are addressed to us by HM Revenue & Customs or passed to us by the company. Depending on the nature of the communication, this may require a separate assignment and further instructions. If HM Revenue & Customs selects your return for enquiry, that work will be a separate assignment.

2.6 We will prepare the tax provisions and disclosures to be included in the company’s statutory accounts.

The fee is charged for the company’s accounting year and reflects the turnover and work involved. For standalone services, the accounting period will follow the period recorded at Companies House.

3. Payroll and year-end returns

3.1 Where included, we will maintain your payroll records, provide weekly or monthly payslips on request, advise you of PAYE and National Insurance Contributions due, and prepare the required year-end payroll information and employee forms for submission or issue.

3.2 To do this, we need the detailed information required by HMRC’s employer guidance in the agreed format and by the agreed dates.

3.3 Pension setup and pension-related services are charged separately and are not included in payroll unless agreed in writing in advance.

3.4 If you ask us to deal with pensions, we will provide a separate quotation and the remaining terms of this agreement will continue to apply. Additional shareholders or employees on payroll may incur additional charges; please ask us for a quote.

The payroll period runs from 1 April to 31 March. For all-inclusive packages, the fee is charged according to the company’s accounting year. For a standalone or one-off payroll service, the fee is charged according to the payroll period.

4. VAT, EC Sales Lists and VAT MOSS

4.1 If you are not VAT registered when this engagement begins and registration later becomes necessary, we will endeavour to help you register on time, provided that you notify us in writing within 10 days after each month-end of the total supplies made in that month and immediately tell us if taxable supplies expected in the next 30 days are likely to exceed the registration threshold then in force.

If your business registers for VAT during the year, you will be charged according to the applicable fee schedule. It is your responsibility to ask us if you are unsure about the charges.

VAT periods follow the dates set by HMRC, usually quarterly. For all-inclusive packages, the fee is charged according to the company’s accounting year. For standalone or one-off services, a fee is charged for each VAT return, EC Sales List or VAT MOSS return we prepare.

5. Company secretarial services

5.1 You remain responsible for statutory notifications and returns, including the Confirmation Statement and notifications of changes in directors, unless the relevant service is included or agreed separately. We can advise on company secretarial matters at a fixed cost. Confirmation Statement work is charged yearly, and any Companies House filing fee is excluded unless expressly stated otherwise. You must tell us promptly about changes during the year.

Registered-office services must not be used for criminal activity or without our written permission. You must not use our address to obtain loans, vehicles, goods or other facilities. Our responsibility is limited to scanning and emailing correspondence received from Companies House and HMRC unless another postal service is agreed.

Registered-office fees are payable yearly in advance unless included in your package, and cover 12 months from the service start date. The registered-office service covers the company’s registered office only; other address services and fees must be agreed separately.

To meet legal and anti-money-laundering requirements, post received at our address may be opened, scanned and emailed to you. To avoid storage costs, letters may be securely destroyed after they are emailed. Tell us in advance if you need to collect an original letter.

Failure to pay for an address service may result in the service ending and Companies House being notified. You are responsible for protecting company funds and records if you instruct us to strike off the company.

6. Other services

6.1 We can assist with other matters, including business-growth strategy, management accounting, cash-flow statements, costing systems, bookkeeping, pensions, tax planning, fee-protection insurance and tax investigations.

Tax investigations and specialist work are not included unless agreed in writing. To reduce administration, we may agree future services in writing or by email without issuing a separate engagement letter. These terms will apply to that work, together with the applicable website price, fee schedule or fee agreed in advance. Ask us in writing if you are unsure.

7. Our fees and Direct Debit

7.1 You will pay the price listed on the website for the package and options you select. All clients must set up a Direct Debit when required for their service. If a required Direct Debit is not set up, we may be unable to provide the services.

Where we can reasonably predict the work, we will provide a firm estimate or agreed fee in advance. If the scope, records or time required differs materially from the information provided, we will tell you before carrying out materially additional work.

Unless agreed otherwise, fees for work are payable in advance. A fee agreed on the basis of Direct Debit may be increased by 10% if the required Direct Debit is not maintained.

7.2 Invoices must be paid within the period shown on the invoice, normally 7–10 days, or before the relevant filing deadline if earlier. Monthly package invoices are normally issued on the first of the month and paid one month in advance.

Overdue amounts may incur the service charge shown on the invoice, subject to applicable law. While amounts remain unpaid, we may suspend services and the related obligations. We do not accept liability for consequential losses, penalties, interest or charges caused by that suspension.

An invoice should be challenged in writing within 10 days of receipt. If payment remains outstanding, we may refer the debt for collection or legal action. You may be responsible for reasonable collection, administration and legal costs where lawfully recoverable. We may exercise a lawful lien over records in our possession until fees are paid.

For limited companies, package fees apply to the company’s accounting year. If you join during or after the accounting year, fees for earlier months or completed periods may be payable because we still need to complete the related accounts and returns. The website checkout will show the selected periods and amounts before you pay.

For one-off work, 100% is normally payable in advance. For work exceeding £5,000, we may agree 50% before work starts and 50% before filing or submission. We may withhold a filing or submission until the related fee is paid in full and are not responsible for penalties arising from non-payment.

You must set up any required Direct Debit within seven days of signing. We will provide the secure payment link. We will not create a Direct Debit without the payer completing the provider’s authorisation process.

7.3 The company director or business owner who instructs us confirms the ability to meet the agreed fees. Any personal liability for company fees will apply only where it is expressly and lawfully agreed with the relevant individual.

7.4 If you end our services during an accounting year, work outside the paid package or work already undertaken may be charged at £150 plus VAT per hour unless another amount was agreed. Monthly package and bespoke instalment payments are not refundable for work already provided or reserved, subject to your statutory rights.

7.5 This engagement renews annually unless ended in writing. We normally require at least 28 days’ written notice. Outstanding invoices must be paid, and fees for work completed or committed during the notice period remain due. First-year fixed-term or annual commitments remain payable where expressly agreed.

7.6 Our quotation relies on the requirements and information you supply. If turnover, transaction volume, records, service needs or the format of information materially changes, your quoted fee may need to change. We will notify you of a material change. Additional services agreed during the year are subject to these terms unless we agree otherwise in writing.

Terms for our online accounting packages

We offer three packages. Only services explicitly listed for the selected package on the website and in your order are included.

Essential/Compliance is for clients who understand accounts and tax or use a bookkeeper and need limited support. You provide complete, reconciled records in structured Excel or accounting software. We prepare the accounts and tax returns, send them for approval and file them after approval. It does not include bookkeeping, a dedicated accounts manager, ongoing email support or tax planning unless expressly listed. The included Personal Tax Return covers salary and dividends from the same company. Confirmation Statement work excludes the Companies House filing fee.

Core/Complete includes the Essential/Compliance scope plus the services shown on the website, including bookkeeping for the stated transaction allowance, a dedicated accounts manager, email support and basic tax planning.

Growth includes the services shown for that package on the website and is intended for clients needing broader ongoing support.

Services beyond the package list are separately chargeable, normally at £150 plus VAT per hour unless a fixed fee is agreed. Current package descriptions and prices are those listed on limitedcompany.accountants.

8. Retention of and access to records

8.1 During our work, we will collect information from you and others acting on your behalf. We will return original documents following preparation of your accounts.

8.2 Original documents should be collected or returned within three months after the accounts are completed. Documents left at our premises after that may be archived at your cost of £2 per box per week. Electronic copies are generally safer, faster and cheaper to handle.

8.3 We normally destroy correspondence and working papers that we store after seven years unless they remain significant or law requires longer retention. Tell us in writing if a particular document needs to be retained.

9. Quality control and confidentiality

9.1 To provide a responsive and cost-effective service, we may use appropriately qualified employees or subcontractors, including remote workers.

9.2 Our staff and subcontractors are subject to professional duties and confidentiality obligations.

9.3 Our files may be subject to an independent quality review by experienced professional reviewers who are bound by confidentiality requirements.

10. Help us give you the right service

10.1 If you want to discuss how our service could be improved, or are dissatisfied with the service received, please contact us.

10.2 We will investigate complaints carefully and promptly, explain our position and do what is reasonable to address your concerns.

11. Electronic communication

11.1 Internet communications can be corrupted, delayed or intercepted. It may be inappropriate to rely on advice in an email without written confirmation. Commercially sensitive information sent electronically carries inherent risks; tell us in writing if email is not acceptable.

11.2 If you request correspondence in paper form, a £50 yearly handling and postage charge may apply.

11.3 Recipients are responsible for checking attachments for viruses and other harmful content.

12. Contracts (Rights of Third Parties) Act 1999

12.1 A person who is not party to this agreement has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce it. This does not affect any right or remedy available independently of that Act.

13. Limitation of liability

13.1 We will provide professional services with reasonable care and skill. We are not responsible for losses caused by incorrect, late or incomplete information supplied by you or others; a failure to provide appropriate information; a failure to act on our advice; or a failure to respond promptly to us or a relevant authority. Nothing in these terms excludes liability that cannot lawfully be excluded.

14. Filing deadlines and minimum working time

14.1 To meet filing deadlines, complete and accurate information must reach us by the dates we request. The guide below shows common lead times; the statutory deadline applicable to your circumstances takes priority.

We are not responsible for penalties where information is not supplied by the requested date. Reply to queries promptly, normally within three working days, particularly when a deadline is within 30 days.

14.2 We may send reminders, but you remain responsible for providing information on time and meeting your legal obligations.

14.3 Unless agreed otherwise in writing, allow at least 21 working days for a Personal Tax Return, 28 working days for year-end accounts, 48 hours for payroll and PAYE, and 14 working days for VAT returns. Urgent work may incur an additional fee, including from £100 for a Personal Tax Return, £30 for VAT, £150 for accounts and £15 for payroll.

If you provide information for us to complete work, you will be charged for work carried out by ACCOTAX London Ltd T/A LimitedCompany.Accountants.

14.4 We must comply with the Proceeds of Crime Act 2002, Terrorism Act 2000 and the money-laundering regulations in force. Before or during the engagement, we may obtain satisfactory evidence of identity, beneficial ownership, source of funds, purpose of instructions and related matters, including electronically.

Where law requires a report about suspected criminal property or activity, we may be prohibited from telling you and may have to stop acting until legally permitted to continue. Criminal property can include money, property, rights or benefits derived from criminal conduct in the UK or abroad.

15. Client money

15.1 We do not ordinarily hold client money. If we hold money on your behalf, it will be held in a segregated client account and dealt with according to applicable professional and legal requirements. Money may be withheld where release is prohibited by law.

16. Complaints

We aim to provide high standards of service and professional advice. If you are unhappy, first contact the person responsible for your account so they can try to resolve the issue promptly.

16.1 To make a formal complaint, email complaints@accotax.co.uk or write to the Complaints Manager. Include your contact details, a clear description, relevant dates and people, and the outcome you seek.

16.2 We aim to acknowledge a formal complaint within 14 business days and provide a full response within 45 business days. If more time is needed because of complexity, we will explain the delay and provide an estimated timeframe.

16.3 Our written response will explain our findings and any proposed resolution. On request, it may also explain steps taken to improve our service.

16.4 If you remain dissatisfied, you may be able to refer the matter to the Institute of Chartered Accountants in England and Wales (ICAEW), particularly where professional standards or regulations may have been breached.

Legal disclaimer

ACCOTAX — Accountants & Tax Consultants and associated websites displaying the ACCOTAX logo are trading names of ACCOTAX London Ltd T/A LimitedCompany.Accountants. The company is registered in England and Wales under company number 07653048. Its registered office is 12 London Road, Morden SM4 5BQ.

The firm is licensed by ACCA, ICAEW and AAT for relevant accounting and taxation services. Professional indemnity insurance is provided by Aviva Insurance Limited. The stated insurance cover is employers’ liability £10 million, public liability £2 million and professional indemnity £1.5 million.

Business email disclaimer

Emails and attachments may be confidential and intended solely for the named recipient. Views expressed are those of the author and do not necessarily represent ACCOTAX London Ltd T/A LimitedCompany.Accountants. If you receive an email in error, do not act on, copy or disclose it; please contact the sender.

Copyright and trade marks

The name and logo ‘ACCOTAX — Accountants & Tax Consultants’ are trade marks of ACCOTAX — Accountants & Tax Consultants, registered in the UK under trade mark number UK00002579731. Website content is copyright ACCOTAX London Ltd T/A LimitedCompany.Accountants. All rights are reserved.

You may print or download extracts for personal, non-commercial use, and may copy content to an individual third party for personal use if you acknowledge the website as the source. You may not distribute, commercially exploit, transmit or store the content elsewhere without express written permission.

Data protection and privacy

ACCOTAX London Ltd T/A LimitedCompany.Accountants is registered with the Information Commissioner’s Office under reference ZA197888. We process personal data according to applicable UK data-protection law, including the UK GDPR and Data Protection Act 2018, and maintain appropriate organisational and technical safeguards.

We collect information needed to answer enquiries, deliver requested materials, manage events, process forms, consider job applications, exchange information securely and provide agreed services. Additional optional information may help us provide a more appropriate response.

We do not seek special-category information through the website unless it is legally required or necessary for a stated purpose. Providing such information constitutes explicit consent where consent is the applicable lawful basis.

Technical information, including IP address and usage data, may be processed for security, administration and aggregated analytics. Cookies are used according to our cookie notice and your consent choices. You can change browser settings, although disabling cookies may limit some features.

Information is used for the purpose for which it was supplied and for other purposes permitted by law. You may opt out of optional communications or request that your rights be considered by emailing info@accotax.co.uk.

We take reasonable steps to maintain accurate information after it is supplied. Information is disclosed to third parties only where needed to provide services, deal with an enquiry, meet professional obligations or comply with law. We do not provide personal information to third parties for their own marketing.

Information is retained only as long as necessary for the relevant purpose, professional requirements and legal obligations. Accepted security standards are used to protect it, and access is limited to authorised personnel.

Website disclaimer and use

Website information is general information, not advice for your particular circumstances. Although we endeavour to keep it accurate and current, we do not guarantee completeness, accuracy, reliability, suitability or continuous availability. Reliance on it is at your own risk, subject to rights that cannot legally be excluded.

Links to third-party websites are provided for convenience. We do not control those websites, and a link does not necessarily imply endorsement. We are not responsible for their content or availability.

Website content may change without notice. You must not reproduce protected design, text, graphics or other material except as permitted by the copyright notice. Unauthorised use may give rise to a claim or constitute an offence.

Your use of this website and disputes arising from it are governed by the applicable laws and courts of the United Kingdom, subject to mandatory consumer rights.

Professional regulation and related policies

ACCOTAX is regulated by ICAEW and works under its applicable professional obligations. If these terms conflict with a separately signed engagement letter, the signed engagement letter takes priority.

Read our privacy policy and cookie policy. You can also view the ACCOTAX legal information .