Free Administration Bookkeeping Contract Template

Administration Bookkeeping Contract

This Bookkeeping Contract (''Contract''), is entered into this [Day] day of [Month, Year] (“Effective Date”), by and between [Your Company Name], a company incorporated under the laws of [State Name], with its main place of business at [Your Company Address], hereinafter referred to as the ("Company"), and [Client's Name], with its main address located at [Client's Address], hereinafter referred to as "the Client", collectively referred to as the ("Parties").

I. PURPOSE

The purpose of this Contract is to set forth the terms and conditions under which the Company will provide bookkeeping and administrative services to the Client. This purpose is further divided into three sub-sections:

A. To Provide Accurate Financial Information

The Company will ensure that the Client’s financial information is accurate and up-to-date, enabling the Client to make informed business decisions. This includes maintaining accurate records of all financial transactions, ensuring that all financial reports are accurate and complete, and providing the Client with regular updates on their financial status.

B. To Ensure Compliance

The Company will help the Client comply with financial regulations and standards, reducing the risk of penalties and fines. This includes ensuring that all financial records are maintained in accordance with applicable laws and regulations, assisting the Client in preparing for audits, and advising the Client on how to minimize their tax liability.

C. To Save Time

By outsourcing bookkeeping and administrative tasks to the Company, the Client can focus on core business activities. This includes freeing up the Client’s time to focus on strategic planning, customer service, and other key areas of their business.

II. SERVICES

The Company shall perform the following bookkeeping and administrative services:

A. Bookkeeping Services

The Company will provide comprehensive bookkeeping services, including but not limited to:

  1. Reconciling bank accounts: The Company will ensure that the Client’s books match the actual bank statements. This includes reconciling all deposits, withdrawals, and transfers, and identifying any discrepancies.

  2. Creating income statements: The Company will prepare income statements that provide detailed insights into the Client’s revenue and expenses. This includes categorizing all income and expenses, calculating net income, and providing a comprehensive overview of the Client’s financial performance.

  3. Producing balance sheets: The Company will create balance sheets that give a snapshot of the Client’s financial health. This includes detailing all assets, liabilities, and equity, and providing a clear picture of the Client’s net worth.

  4. Cleaning up general ledgers: The Company will review and correct the Client’s general ledger to ensure accuracy. This includes identifying and correcting any errors, ensuring that all transactions are properly categorized, and maintaining a clean and organized ledger.

B. Administrative Services

The Company will provide a range of administrative services, such as:

  1. Processing payroll: The Company will handle all aspects of payroll, including calculating pay, deducting taxes, and distributing paychecks. This includes ensuring that all employees are paid accurately and on time, maintaining accurate payroll records, and complying with all applicable payroll laws and regulations.

  2. Managing accounts receivable and payable: The Company will track money owed to the Client and money the Client owes to others. This includes invoicing customers, collecting payments, paying bills, and maintaining accurate records of all transactions.

  3. Preparing financial reports: The Company will prepare regular reports on the Client’s financial status and performance. This includes preparing income statements, balance sheets, cash flow statements, and other financial reports, and providing the Client with a comprehensive overview of their financial situation.

C. Tax Preparation Services

As part of its services, the Company will also assist with tax preparation:

  1. Calculating tax liabilities: The Company will calculate the Client’s tax liabilities based on income, deductions, and credits. This includes ensuring that all income is properly reported, taking advantage of all applicable deductions and credits, and calculating the Client’s total tax liability.

  2. Filing tax returns: The Company will prepare and file the Client’s tax returns in a timely manner. This includes completing all necessary tax forms, ensuring that all information is accurate and complete, and submitting the tax return to the appropriate tax authority.

  3. Advising on tax planning strategies: The Company will advise the Client on strategies to minimize their tax liability. This includes advising on tax-efficient investment strategies, planning for retirement, and other tax planning strategies.

III. PAYMENT

The Company will be compensated for the services provided under this Contract as follows:

A. Payment Schedule

  1. Regular Payments: Payment for all services under this Contract will be sent to the Company by the Client on the []1st day of each month. This regular payment schedule ensures that the Company receives timely compensation for its services.

  2. Additional Payments: In the event that additional services are requested by the Client outside of the scope of this Contract, a separate invoice will be issued and will be due within [30] days of issuance.

  3. Payment Adjustments: The payment amount may be adjusted annually based on changes in the scope of services or market rates.

B. Payment Method

  1. Bank Transfer: The Client will make payments via bank transfer to the Company’s designated bank account. The Company will provide the Client with the necessary bank details.

  2. Check: If the Client prefers, they may also make payments by mailing a check to the Company’s main place of business.

C. Late Payment

  1. Late Fee: If the Client fails to make a payment by the due date, the Company may charge a late fee of [1.5]% per month on the overdue amount.

  2. Notice of Late Payment: The Company will notify the Client of any late payments and provide an opportunity to resolve the issue before charging the late fee.

  3. Suspension of Services: If a payment is more than [30] days overdue, the Company may choose to suspend services until the overdue amount is paid.

D. Additional Costs

  1. Reimbursement: Any additional costs or expenses incurred by the Company in the performance of the services, such as postage, supplies, or travel expenses, will be billed to the Client separately, with prior agreement from the Client.

  2. Approval of Additional Costs: The Company will seek approval from the Client before incurring any additional costs that will be billed to the Client.

  3. Documentation: The Company will provide receipts or other documentation for all additional costs.

IV. CONFIDENTIALITY

A. Confidential Information

  1. Definition: Confidential information includes, but is not limited to, proprietary details, trade secrets, and other data that is not publicly available. Both parties agree and acknowledge that any and all proprietary details, trade secrets, and other confidential data will remain confidential and will not be disclosed to any third party without the prior written consent of the other party.

  2. Protection: Both parties will take reasonable measures to protect the confidentiality of the information, including ensuring that only authorized personnel have access to the information.

  3. Return of Confidential Information: Upon termination of this Contract, each party agrees to return or destroy all confidential information received from the other party.

B. Non-Disclosure

  1. Agreement: Both parties agree not to disclose any confidential information obtained during the performance of this Contract to any third party without the prior written consent of the other party. This includes, but is not limited to, information about the Client’s business operations, financial status, and marketing strategies.

  2. Exceptions: The non-disclosure obligations of this Contract do not apply to information that is already known to the public, was known to the receiving party prior to disclosure by the disclosing party, or is legally required to be disclosed by the receiving party.

  3. Duration: The non-disclosure obligations of this Contract will continue even after the termination of the Contract, for a period of [5] years.

C. Exceptions

  1. Public Information: The confidentiality obligations under this Contract do not apply to information that is publicly available, independently developed by the receiving party, or lawfully obtained from a third party not under a confidentiality obligation.

  2. Legal Requirements: If a party is required by law to disclose confidential information, they may do so, but must first notify the other party and give them the opportunity to contest the disclosure.

  3. Consent: Confidential information may be disclosed if the party owning the information gives written consent to the disclosure.

D. Breach of Confidentiality

  1. Remedies: In the event of a breach of this confidentiality clause, the non-breaching party has the right to seek all legal and equitable remedies available under the law.

  2. Notification: The party who breaches the confidentiality clause must immediately notify the other party and take steps to minimize the impact of the breach.

V. TERM AND TERMINATION

A. Term of Contract

  1. Initial Term: This Contract will begin on the Effective Date and continue for a period of [1] year, unless otherwise terminated in accordance with the provisions of this Contract.

  2. Renewal: Upon the expiration of the initial term, this Contract may be renewed for additional one-year periods, unless either party gives written notice of its intention not to renew at least [30] days before the end of the then-current term.

  3. Modification: Any modifications to the term of this Contract must be made in writing and signed by both parties. If the parties agree to extend the contract for an additional six months beyond the initial one-year term, this must be documented in a written amendment to the Contract.

B. Termination

  1. Termination for Convenience: Either party may terminate this Contract at any time by providing [30] days’ written notice to the other party. This allows either party to end the Contract without needing to provide a specific reason.

  2. Termination for Cause: If either party breaches any of its obligations under this Contract, the non-breaching party may terminate this Contract immediately upon providing written notice to the breaching party. The notice must specify the nature of the breach and the steps required to remedy the breach, if applicable.

  3. Effects of Termination: Upon termination of this Contract, all obligations of the parties under the Contract cease, except for those obligations that by their nature should survive termination (such as confidentiality, indemnification, and payment obligations).

VI. INDEMNIFICATION

A. Scope of Indemnification

  1. Third Party Claims: Each party agrees to indemnify the other party against any and all claims, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees) incurred as a result of any claim, judgment, or adjudication against the other party arising from a third party claim related to the performance of this Contract.

  2. Breach of Contract: Each party agrees to indemnify the other party for any losses or damages resulting from a breach of this Contract. This includes, but is not limited to, the cost of enforcing the Contract, lost profits, and any legal fees.

  3. Negligence or Misconduct: Each party agrees to indemnify the other party for any losses or damages resulting from its own negligence or misconduct during the performance of this Contract.

  4. Limitation on Liability: The indemnification provided under this Contract will not exceed the total amount paid under this Contract, unless otherwise required by law.

B. Notice and Defense of Claims

  1. Notice: If either party becomes aware of any incident that may lead to a claim for indemnification under this Contract, that party must promptly notify the other party and provide all relevant information.

  2. Defense: The party responsible for indemnification (the “Indemnifying Party”) will have the right to control the defense and settlement of any claim for which it is responsible under this Contract. The other party (the “Indemnified Party”) will have the right to participate in the defense at its own expense.

  3. Cooperation: The Indemnified Party agrees to cooperate fully with the Indemnifying Party in the defense of any claim, including by providing any information or materials necessary for the Indemnifying Party to defend the claim.

  4. Settlement: The Indemnifying Party will not settle any claim without the Indemnified Party’s consent, which will not be unreasonably withheld or delayed.

VII. INDEPENDENT CONTRACTOR

A. Status of the Company

  1. Independent Contractor: The Company is an independent contractor and is not an employee, agent, partner, or joint venturer of the Client. The Company does not have any authority to bind the Client in any respect.

  2. Benefits: The Company is not eligible for, and shall not participate in, any employee pension, health, or other fringe benefit plan of the Client.

  3. Insurance: The Company is responsible for maintaining adequate insurance coverage for its operations, including liability and workers’ compensation insurance.

B. No Authority to Bind Client

  1. No Authority: The Company has no authority to enter into contracts or agreements on behalf of the Client. This includes, but is not limited to, the purchase of goods or services, the making of representations or warranties, or the assumption of obligations or liabilities.

  2. Actions Contrary to Instructions: The Company will not take any action contrary to the Client’s explicit instructions, and will not exceed the scope of authority granted by this Contract.

VIII. APPLICABLE LAW

A. Governing Law

  1. Choice of Law: This Contract shall be governed by and construed in accordance with the laws of [State Name], without regard to its conflict of laws principles.

  2. Venue: Any legal action or proceeding arising under or relating to this Contract shall be brought exclusively in the courts of [State Name], and the parties hereby irrevocably consent to the personal jurisdiction and venue therein.

  3. Compliance with Local Laws: The Company agrees to comply with all applicable laws, regulations, and ordinances of [State Name] in the performance of this Contract.

B. Dispute Resolution

  1. Negotiation: In the event of any dispute, claim, question, or disagreement arising from or relating to this Contract, the parties shall use their best efforts to settle such disputes, claims, questions, or disagreement. To this effect, they shall consult and negotiate with each other, in good faith and, recognizing their mutual interests, attempt to reach a just and equitable solution satisfactory to both parties.

  2. Mediation and Arbitration: If the parties do not reach such solution within a period of [60] days, then upon notice by either party to the other, disputes shall be finally settled by mediation or arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, and judgment upon the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof.

  3. Legal Fees: In the event of any dispute arising out of or relating to this Contract, the prevailing party shall be entitled to recover its reasonable attorneys’ fees and costs.

IX. SIGNATURES

IN WITNESS WHEREOF, the Parties have executed this Contract as of the date first above written.

[Signature]

[Authorized Representative Name]

[Your Company Name]

Company

Date: [Month Day, Year]

[Signature]

[Client's Name]

Client

Date: [Month Day, Year]

Administration Templates @ Template.net

Free

Free Business Phone Message Template