Terms & Conditions

Last updated: 10 December 2025

These Terms & Conditions apply to all services provided by Books By Brown (“we”, “us”, “our”) to you (“the client”).

By engaging our services and submitting our onboarding form, you confirm that you have read, understood and agreed to these Terms & Conditions.

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1. Scope of Services

We provide bookkeeping, Self Assessment, Making Tax Digital (MTD) compliance and related support services as outlined in your chosen package and confirmed with you in writing.

Services may include (where applicable):

• Monthly or annual bookkeeping
  
• Spreadsheet or Xero bookkeeping
  
• MTD quarterly updates
  
• Self Assessment preparation and submission
  
• VAT returns
  
• CIS returns
  
• Payroll
  
• Add-on services as agreed
  
  

The exact scope of your service is based on the information you provide during onboarding and any later written agreement.

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2. Client Responsibilities

You agree to:

• Provide complete, accurate and honest information at all times
  
• Supply all sales invoices, expense receipts and records by the 5th of the following month
  
• Notify us immediately of any changes to:
  
  • Business structure
    
  • Turnover
    
  • VAT status
    
  • CIS status
    
  • Banking arrangements
    
• Retain copies of your own records and source documents
  
  

We cannot be held responsible for:

• Late filings
  
• Penalties
  
• Interest
  where records or information are not provided on time.
  
  

3. Making Tax Digital (MTD)

Where you are required to comply with MTD:

• You remain legally responsible for your tax obligations at all times
  
• We will submit returns based strictly on the data provided by you
  
• You must:
  
  • Approve figures when requested
    
  • Provide records by monthly deadlines
    
• We are not responsible for HMRC penalties arising from:
  
  • Late or missing information
    
  • Incorrect data supplied by you
    
  • Failure to approve submissions promptly
    
    

4. Pricing & Reviews

All pricing shown on our website is “from” pricing and is based on:

• Business type
  
• Turnover
  
• Volume of transactions
  
• Add-on services required
  
  

Your final pricing will always be confirmed with you in writing before any payment is taken.

If your:

• Transaction volumes increase
  
• Services expand
  
• Business structure changes
  
  

We reserve the right to review and adjust your pricing with notice.

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5. Add-Ons & Extra Transactions

Some services are charged as:

• Monthly add-ons
  
• Or per-transaction (e.g. excess bank transactions or invoices)
  
  

These charges:

• Will be invoiced monthly in arrears
  
• Are payable by direct debit or invoice as agreed
  
• Will always be explained before being applied
  
  

We will notify you if your usage consistently exceeds fair usage levels.

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6. Payment Terms

• Monthly package fees & agreed add on’s are collected by direct debit in advance
  
• Excess charges are invoiced monthly in arrears
  
• All invoices are due on receipt unless otherwise agreed
  
  

If a direct debit fails, you agree to make payment promptly upon request.

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7. Late Payment & Fees

If payment is not received on time, we reserve the right to:

• Apply a £20 late administration fee
  
• Charge statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998 (8% above the Bank of England base rate)
  
  

Late fees are applied at our discretion and we will always attempt to resolve payment issues amicably first.

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8. Minimum Term & Cancellation

Launch Offer Clients

Where a launch offer applies:

• A minimum 12-month commitment is required
  
• Early cancellation will result in:
  
  • The remaining balance becoming payable, or
    
  • Reversion to the standard rate for the period used (at our discretion)
    

Standard Pricing Clients

After the launch period or for clients not on an offer:

• You may cancel with 1 month’s written notice
  
  

We reserve the right to terminate services immediately where:

• Fees are repeatedly unpaid
  
• Information is consistently not provided
  
• Professional standards cannot be maintained
  
  

9. Deadlines & Submissions

All work is scheduled on the basis that:

• Monthly records are provided by the 5th of the following month
  
• Approvals are given promptly
  
• Queries are responded to in a reasonable timeframe
  
  

We cannot guarantee submissions where delays are caused by missing information.

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10. Software & Third-Party Platforms 

Where bookkeeping software such as Xero, Hubdoc or similar platforms is included within your package:

• The cost of this software is included within your monthly package fee at the time of agreement.
  
• If the software provider increases their prices, we reserve the right to pass on the increase to you with written notice.
  
• Any increase will be:
  
  • Based on the actual price change applied by the software provider
    
  • Supported by evidence if requested
    
  • Applied with reasonable notice
    

You are responsible for:

• Providing correct access permissions
  
• Maintaining secure login details
  
• Not sharing access without permission
  

We are not responsible for:

• Software outages
  
• Third-party system failures
  
• Data loss or delays caused by external platforms
  
  

Software Guidance & Training

Our services include:

• A short written guide on how to use the systems we have in place
  
• Basic support relating to the processes we manage for you
  
  

Full software training, customised training sessions, or one-to-one system tutorials are not included within any package and are not currently offered as an add-on service.

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11. Data Protection & GDPR

We comply fully with the UK General Data Protection Regulation (UK GDPR).

• All client data is:
  
  • Stored securely
    
  • Used only for providing services
    
  • Never shared without lawful reason
    

Our full Privacy Policy is available on our website.

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12. Liability

• We are not liable for losses arising from:
  
  • Incorrect information supplied by you
    
  • Failure to meet deadlines for submissions
    
  • Penalties caused by late or missing data
    
• Our total liability is limited to the value of fees paid to us in the preceding 12 months.
  
  

13. Complaints

If you are unhappy with any aspect of our service, please contact us in writing and we will aim to resolve the issue promptly and professionally.

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14. Governing Law

These Terms & Conditions are governed by and interpreted in accordance with the laws of England and Wales.

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