Sample Bookkeeping Service Agreement
This Bookkeeping Services Agreement (“Agreement”) is entered into as of [Effective Date], by and between:
Books in Good Standing, and
[Client Organization Name].
1. Scope of Services
Bookkeeper agrees to provide monthly bookkeeping services, which may include:
- Monthly bank account reconciliations
- Reconciliation of approved payment platforms (e.g., PayPal, Stripe), if applicable
- Categorization of income and expenses
- Maintenance of general ledger records
- Periodic financial reports, as agreed or customarily provided by Bookkeeper
- Year-end summaries to support tax preparation, review, or organizational oversight
Services are limited to bookkeeping only and do not include tax preparation, audits, reviews, compilations, legal services, or financial advisory services unless separately agreed to in writing.
2. Client Responsibilities
Client agrees to:
- Provide timely access to bank statements, payment platform reports, and financial records
- Disclose all bank accounts and payment platforms used by the organization
- Maintain appropriate internal controls, approvals, and financial oversight
- Review financial reports for accuracy and notify Bookkeeper promptly of any concerns
- Retain original records and supporting documentation
Client acknowledges that Bookkeeper relies on the accuracy and completeness of information provided and is not responsible for errors resulting from incomplete, inaccurate, or undisclosed information.
3. Accounting Software
The accounting software used for services under this Agreement shall be QuickBooks or MoneyMinder, provided that appropriate access (including guest or limited access, if applicable) is granted to Bookkeeper.
4. Authority, Organizational Continuity, and Officer Turnover
The individual signing this Agreement represents and warrants that they are an authorized officer or representative of the Client organization and have authority to enter into this Agreement on behalf of the organization.
This Agreement is entered into by the Client organization and not by the individual signer in their personal capacity. The Agreement shall remain in full force and effect regardless of changes in officers, directors, volunteers, or authorized representatives of the Client organization, unless and until terminated in accordance with this Agreement.
5. Authorized Officers and Communications; Allegations of Misconduct
Client shall provide Bookkeeper, upon commencement of this Agreement and at least annually thereafter, or following any change in officers or governing body (including election cycles), with a current list of authorized officers with whom Bookkeeper is permitted to communicate on behalf of the Client organization. Such authorization shall be evidenced by written officer lists and/or signed meeting minutes.
Bookkeeper may rely conclusively on the most recent officer list or signed meeting minutes provided and shall have no obligation to communicate with any individual not so authorized.
If the terms “embezzlement,” “theft,” “misappropriation,” or similar allegations of financial misconduct are raised by any officer, board member, volunteer, or third party, Bookkeeper shall continue routine bookkeeping and monitoring functions but shall immediately suspend substantive communications with Client officers and representatives until Bookkeeper receives signed meeting minutes or equivalent written authorization from the governing body expressly identifying the individuals authorized to communicate with Bookkeeper regarding such matters.
Bookkeeper does not investigate, adjudicate, or opine on allegations of fraud or theft. Any individual who suspects criminal activity is advised to report such concerns directly to the appropriate authorities. Bookkeeper’s role is limited to recordkeeping and compliance as defined in this Agreement.
6. Fees, Monthly Services, and Catch-Up Work.
- Core Pricing Structure
The Client’s monthly bookkeeping fee will be established at the time of engagement based on the current pricing schedule and the information provided by Client.
In addition to the monthly fee, Client may be subject to a one-time initial cleanup or catch-up fee, if applicable, for prior periods or project-based work required to bring the books current. The scope, timeframe, and fee for such work will be determined at the time of engagement and agreed to in writing.
Fees are based on Client’s annual gross receipts, number of accounts, transaction volume, and overall complexity, as outlined in the current pricing schedule provided to Client.
2. Ongoing Service Assumptions
Monthly bookkeeping services are billed in advance via subscription and apply to ongoing, current-period activity only.
Monthly services assume timely, complete, and organized records. Excessively disorganized, duplicated, or reconstructed records may result in additional fees.
3. Out-of-Scope & Catch-Up Work
If Client’s books are incomplete, behind, or require correction for prior periods (“catch-up” or “cleanup” work), such services are outside the scope of standard monthly bookkeeping and will be billed separately at Bookkeeper’s then-current rates (i.e., the rates in effect at the time such services are performed) or as a fixed project fee, as agreed in writing.
Bookkeeper is not responsible for maintaining books for prior periods unless specifically engaged to do so. If, during the course of providing services, Bookkeeper identifies errors or omissions in prior periods, Bookkeeper may recommend corrective work, which will be treated as additional services.
If Client fails to provide required records or access in a timely manner, Bookkeeper is not responsible for delays and may need to perform catch-up work, which will be billed separately.
4. Payment, Adjustments, and Enforcement
In the event of suspension for nonpayment, Bookkeeper shall have no obligation to continue work, maintain deadlines, or ensure completeness of records during the suspension period.
Bookkeeper reserves the right to adjust pricing upon reasonable notice if Client’s activity, volume, or complexity materially changes.
Failure to maintain timely payment may result in suspension or termination of services. Bookkeeper reserves the right to withhold deliverables or access to financial reports until outstanding balances are paid.
Bookkeeper reserves the right to reclassify the engagement scope and adjust pricing if the nature of Client activities, volume, or record condition differs materially from what was initially represented.
7. Special Pricing
If applicable, Client may receive discounted pricing as a member of a group exemption, referral program, or partner organization. Such discounts apply only while Client remains eligible and in good standing with the applicable group exemption or program.
8. Term and Termination
This Agreement begins on the Effective Date and continues on a month-to-month basis unless otherwise agreed in writing.
Either party may terminate this Agreement with thirty (30) days’ written notice. Termination must be initiated by an authorized officer of the Client organization.
Fees for services performed prior to termination remain due and payable.
If the Client prepays for services covering a twelve (12) month period and this Agreement is terminated prior to the end of that period, the Client shall be refunded the unused portion of prepaid fees on a prorated basis for the remaining months not yet provided, less any nonrefundable startup or onboarding fees, which are waived only upon full completion of the twelve (12) month term.
Bookkeeper may suspend or terminate services immediately for nonpayment, lack of cooperation, or failure to provide required records.
9. Indemnification and Reliance on Information
Bookkeeper shall perform services using reasonable care and due diligence based on the information and documentation provided by Client.
Client acknowledges that Bookkeeper does not control and is not responsible for Client’s internal procedures, financial controls, or the actions of officers, volunteers, employees, or third parties.
Client agrees to indemnify and hold harmless Bookkeeper from and against any claims, penalties, interest, losses, or damages arising from:
- Inaccurate, incomplete, or untimely information provided by Client
- Transactions conducted outside of disclosed bank accounts or approved payment platforms
- Use of personal bank accounts or personal payment applications by officers, volunteers, or third parties
- Undisclosed or off-the-books financial activity
- Failure of Client to comply with applicable laws, regulations, or internal controls
This indemnification applies provided that Bookkeeper acts in good faith and without willful misconduct or gross negligence.
Bookkeeper is not responsible for identifying or reporting financial activity conducted outside the accounts and platforms disclosed by Client unless such activity is explicitly brought to Bookkeeper’s attention.
Bookkeeper’s services are not designed to detect fraud, theft, or other irregularities.
10. Limitation of Liability
Bookkeeper’s total liability under this Agreement shall be limited to the amount of fees paid by Client during the three (3) months preceding any claim.
In no event shall Bookkeeper be liable for indirect, incidental, or consequential damages, including penalties, interest, or losses arising from Client’s actions or omissions.
11. Confidentiality
Both parties agree to maintain the confidentiality of non-public information obtained during the course of this engagement, except as required by law or as authorized by Client.
12. Independent Contractor
Bookkeeper is an independent contractor and not an employee, partner, or agent of Client.
13. Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of Florida.
14. Entire Agreement
This Agreement constitutes the entire understanding between the parties and supersedes all prior discussions or agreements. Any modification must be in writing and signed by both parties.
Accepted and Agreed
Client Organization:
Organization Name: __________________________
Authorized Officer Name: _____________________
Title: _____________________________________
Signature: _________________________________
Date: _____________________________________
Bookkeeper:
Books in Good Standing
Samuel Bates, Owner
Signature: _________________________________
Date: _____________________________________