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Please see attached information:
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1. Agreement Structure
This Agreement governs all services performed by Service Provider. Specific services, pricing, and start dates are defined in the Service Schedule executed by the Parties.
In the event of conflict, the Service Schedule controls only the scope of services and pricing. All other terms are governed by this Agreement.
2. Scope of Services
Service Provider shall provide bookkeeping, payroll, and related financial recordkeeping services as outlined in the Service Schedule.
Unless expressly stated in writing, the following services are excluded:
Tax preparation or tax filings
Tax advisement or tax strategy
Certified public accountant audit or assurance services
Legal, investment, or compliance advice
Financial forecasting, budgeting, or CFO advisory services
Software subscriptions or third party service fees
3. Service Term
Services are provided under a minimum twelve 12 month service term, beginning on the Service Start Date listed in the Service Schedule.
Upon completion of the initial term, services shall continue on a month to month basis unless terminated by either party with thirty 30 days written notice prior to the next billing cycle.
4. Subscription Billing and Payment Terms
All services are billed on a recurring subscription basis and are payable monthly in advance unless otherwise agreed in writing.
Client authorizes Service Provider to charge the payment method on file for recurring service fees.
Cancellation of automatic billing, removal of payment authorization, or discontinuation of services does not terminate this Agreement or relieve Client of financial responsibility for the remaining term of the Agreement.
If Client elects to discontinue services prior to completion of the twelve month term, the remaining balance for the contracted period shall remain due and payable.
Service Provider may suspend services for nonpayment. Suspension or termination of services does not waive Client’s responsibility for outstanding contractual balances.
All payments for services already rendered are non refundable.
5. Minimum Monthly Service Fee and Reserved Capacity
Subscription fees represent reserved service capacity, ongoing responsibility for maintaining accounting records, and continued availability of Service Provider, not solely the number of hours worked in a given month.
Monthly service fees remain consistent regardless of fluctuations in transaction volume, seasonal activity, or temporary reductions in business operations unless otherwise agreed in writing.
Payroll monitoring and reporting responsibilities continue regardless of payroll frequency.
6. Pricing Adjustments and Scope Changes
If Client adds entities, locations, business lines, payroll complexity, accounts, or significantly increases transaction volume or service complexity, Service Provider may adjust subscription fees upon written notice.
Any pricing changes will be communicated prior to implementation.
7. Periodic Fee Adjustment
Service Provider reserves the right to adjust subscription fees periodically to reflect changes in workload, operating costs, or service complexity. Client will receive no less than thirty 30 days written notice prior to any adjustment. Continued use of services after the effective date constitutes acceptance of updated pricing.
8. Client Responsibilities
Client agrees to:
Provide accurate and complete financial information
Provide required documentation in a timely manner
Grant necessary view only access to financial accounts
Respond to requests for clarification when necessary
Service Provider is not responsible for inaccuracies resulting from incomplete or incorrect information provided by Client.
9. Communication and Advisory Scope
Routine communication necessary to complete bookkeeping and payroll services is included within the subscription.
Requests outside the agreed scope, including financial consulting, business advisory services, extended meetings, or research requests, may be billed separately.
Strategic financial planning, tax advice, and business advisory services are not included unless agreed to in writing.
10. Out of Scope Services
Work outside the defined scope may be billed separately upon Client approval at the applicable hourly or advisory rate.
11. Onboarding and Reservation Deposits
Reservation deposits secure onboarding placement and are applied toward future services. Deposits are refundable only if services have not begun and Client declines revised pricing prior to work commencing.
12. Conduct and Work Suspension
Service Provider may pause work immediately in cases of:
Hostile or abusive communication
Harassment or coercive pressure
Nonpayment of invoices
Failure to provide required documentation
Work resumes only after issues are resolved and outstanding balances are paid.
13. Confidentiality
All financial and business information exchanged between the Parties shall remain confidential and shall not be disclosed without written authorization, except as required by law.
This obligation survives termination indefinitely.
14. Authorized Communication
Service Provider will communicate only with individuals designated in writing by Client as authorized representatives.
15. Document Authenticity
Client warrants that all documents provided are accurate, original, and unaltered. Client assumes responsibility for false or misleading information.
16. Work Product and Intellectual Property
Internal workpapers, templates, systems, and proprietary processes remain property of Service Provider. Client receives final financial statements and reports upon completion of services and payment of outstanding balances.
17. Non Solicitation
Client shall not solicit or employ Service Provider employees or contractors during the term of this Agreement and for thirty six 36 months thereafter.
18. Data Security
Service Provider is not responsible for security breaches occurring within Client systems, devices, or communication platforms.
19. Regulatory or Audit Requests
Assistance responding to auditors, lenders, or regulatory agencies is outside scope and billed separately at the applicable hourly rate.
20. Indemnification
Client agrees to indemnify and hold harmless Service Provider from claims arising from Client’s business operations, financial reporting, or conduct.
21. Limitation of Liability
Service Provider’s total liability is limited to fees paid during the sixty 60 days preceding the claim. No consequential, indirect, or punitive damages are recoverable.
22. Dispute Resolution
All disputes shall be resolved exclusively through binding arbitration in Oklahoma County, Oklahoma. No court proceedings or jury trials are permitted.
23. Governing Law
This Agreement shall be governed by the laws of the State of Oklahoma.
24. Entire Agreement
This Agreement and the Service Schedule constitute the entire understanding between the Parties.
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Thank you for choosing Eldridge Bookkeeping Solutions.
To accurately and efficiently manage your bookkeeping, certain information and documentation are required at the beginning of our engagement and on an ongoing basis. This guide explains what we need, why it is required, and how to provide it.
Part 1 Why These Documents Are Required
Accurate bookkeeping depends on complete and verifiable information. Missing documentation may result in inaccurate financial reports, missed deductions, reconciliation delays, and issues during tax preparation or financial review. Providing the items outlined below allows us to perform our work correctly, efficiently, and in compliance with accounting standards.
Part 2 Initial Setup Documents Required Before Bookkeeping Begins
Business Information
Please provide the following information. Legal business name. DBA name if applicable. Business address. Federal EIN. State of formation. Business start date. Business structure such as LLC, S Corporation, C Corporation, or Sole Proprietor.
Prior Year Tax Returns
Please provide the most recent business tax return and the personal tax return if business income flows through to you. These documents are used to establish accurate beginning balances, maintain consistency with prior filings, and identify carryforwards and prior elections.
Accounting and Financial System Access
If applicable, please provide access to QuickBooks Online or other accounting software, payroll platforms, sales platforms such as Stripe, Square, Shopify or similar systems, and expense management or reimbursement tools. Access should be granted using user permissions rather than shared passwords.
Bank and Credit Card Account Access Required
To perform accurate reconciliations and verify financial activity, Eldridge Bookkeeping Solutions requires view only access to all financial accounts used by the business. This includes business checking accounts, business savings accounts, business credit cards, business loans or lines of credit, and any personal accounts used for business transactions.
The required access level is view only or read only access. This allows us to review transactions, verify balances, reconcile accounts, and identify discrepancies. We do not require and will not request the ability to move funds, make payments, transfer money, or change account settings. Most financial institutions allow accountant or read only access to be added. If you are unsure how to grant access, your bank can assist or you may contact us for guidance.
Statements are still required. Even with view access, monthly bank and credit card statements in PDF format are required to confirm official balances during reconciliation. Without view access to all accounts used by the business, we cannot guarantee the accuracy or completeness of financial reports.
Part 3 Ongoing Monthly Documentation
The following items are required on a recurring basis.
Bank and Credit Card Statements
Monthly statements for all business accounts must be provided once the statement period closes.
Receipts and Supporting Documentation
Receipts are required for business purchases, travel and meals, equipment and assets, and subcontractor or vendor expenses. Acceptable formats include PDF files, clear photos, or vendor invoices.
Income Records
If income is not automatically synced, please provide invoices issued, payment confirmations, and deposit summaries.
Payroll and Contractor Information If Applicable
Please provide payroll reports, contractor payments, and notice of new hires or terminations.
Part 4 How to Submit Documents
All documentation must be uploaded to the secure shared folder provided by Eldridge Bookkeeping Solutions. Please upload documents by month, use clear file names such as January 2026 Bank Statement, and avoid sending documents by text message. Email should be used for communication only and not for long term document storage.
Part 5 Client Responsibilities
Clients are responsible for providing documentation in a timely manner, responding to questions or clarification requests, and notifying us promptly of major changes including new bank or credit card accounts, loans or financing, large asset purchases, and business structure or ownership changes.
Part 6 What Eldridge Bookkeeping Solutions Handles
Once documentation and access are provided, Eldridge Bookkeeping Solutions handles transaction categorization, bank and credit card reconciliations, monthly financial reporting, cleanup and issue identification, and ongoing bookkeeping maintenance. We will notify you if additional information is required.
Part 7 Timing Expectations
Monthly documentation should be provided within five to ten days after month end. Delays in documentation may delay reporting. We will communicate clearly if timelines are affected.
Questions or Assistance
If you are unsure whether something is required, please ask. Providing more information is always better than providing too little. Our goal is to ensure your bookkeeping is accurate, compliant, and stress free.