Terms of Service Policy

For VirtuBooks 360

Bookkeeping Services

Last updated: June 01, 2025

 

Welcome to VirtuBooks 360. This Terms of Service (“Agreement”) outlines the terms and conditions under which you (“Client” or “you”) engage our company (“We,” “Us,” “VirtuBooks 360,” or “Bookkeeper”) for bookkeeping and related financial services. By using our services, you agree to comply with and be bound by these terms. Please read this policy carefully before engaging our services.

Who We Serve

VirtuBooks 360 provides virtual bookkeeping and financial organization services tailored to small business owners. Our Services are intended for business use only and not for personal or household accounting.

Definition of Services

Our bookkeeping business provides a range of services, including but not limited to:

  • Recording financial transactions

  • Bank and credit card reconciliations

  • Accounts receivable and accounts payable management

  • Payroll processing and related filings

  • Catch-up and clean-up services

  • Financial reporting and preparation of financial statements

  • Budgeting support and cash flow management

  • Liaising with your accountant or tax advisor

  • Other services as mutually agreed in writing

  • Educational resources and tools for small business owners

  • Community engagement through platforms like our private Facebook group

We may update or modify our Services at any time to improve your experience.

Client Responsibilities

  • The Client agrees to provide accurate, complete, and timely information necessary for the provision of bookkeeping services.

  • The Client will retain responsibility for reviewing all financial data, ensuring its accuracy, and approving any submissions or filings.

  • The Client is responsible for maintaining original source documents and records in accordance with applicable laws and regulations.

  • All information provided to the Bookkeeper must not infringe on any third-party rights, and must comply with applicable laws.

VirtuBooks 360 is not responsible for errors resulting from incomplete or delayed information.

Confidentiality and Data Protection

  • We are committed to maintaining the confidentiality of all client information and financial data shared with us.

  • All client records, documents, and data are stored securely and accessed only by authorized personnel.

  • We comply with all applicable data protection and privacy regulations.

  • We will not disclose any client information to third parties without your express written consent, unless required by law.

  • While we implement industry-standard cybersecurity measures, no system is 100% secure. You are responsible for safeguarding your login credentials and notifying us of any unauthorized access.

For more details, please review our Privacy Policy.

Term and Termination

  • This Agreement begins upon acceptance by the Client and remains in effect until terminated by either party.

  • Either party may terminate this Agreement at any time, with a minimum of 30 days’ written notice.

  • Upon termination, all outstanding fees become immediately due and payable.

  • We will provide copies of client records and data upon termination, subject to the settlement of any outstanding invoices.

Fees and Payment Terms

  • Fees for services will be set out in a separate engagement letter or proposal agreed upon by both parties.

  • Invoices are issued monthly and are due within 14 days of the invoice date, unless otherwise agreed in writing.

  • Late payments may incur interest charges as permitted by law and may result in the suspension of services until payment is received.

  • Clients are responsible for any bank charges, currency conversion fees, or other costs incurred in making payment.

All fees are non-refundable unless otherwise stated in writing.

Limitation of Liability

  • While we strive for accuracy, we do not guarantee that our services will be error-free or uninterrupted.

  • We are not liable for any indirect, incidental, special, or consequential damages arising from your use of our services.

  • Our liability for any claim arising out of this Agreement is limited to the amount you have paid for our services in the twelve months preceding the claim.

  • It is the Client’s responsibility to review all reports, make decisions based on provided information, and consult with professional advisors when necessary.

Service Modifications and Availability

  • We reserve the right to modify or discontinue any part of our services at any time, with reasonable notice.

  • We will make reasonable efforts to inform clients in advance of any significant changes that may affect service delivery.

  • We are not liable for service interruptions due to circumstances beyond our control, such as natural disasters, system failures, or regulatory changes.

Intellectual Property

  • All templates, software, processes, or procedures developed by us remain our sole property, unless otherwise stated in writing.

  • Clients receive a limited, non-transferable license to use reports and documents provided for their internal business purposes only.

  • Use of our intellectual property for commercial purposes, redistribution, or modification is strictly prohibited without written consent.

Third-Party Services

  • In some cases, we may engage third-party vendors (such as payroll processors or software providers) to perform specific tasks.

  • We are not responsible for the acts, omissions, or failures of third-party service providers, but will use reasonable care in their selection.

  • Clients are responsible for reviewing and accepting the terms of any third-party services used as part of their engagement with us.

Compliance and Legal Obligations

  • We comply with all applicable accounting standards, regulations, and professional codes of conduct.

  • Clients must inform us of any legal or regulatory requirements relevant to their business or financial records.

  • We are not responsible for the detection or prevention of fraud, misrepresentation, or illegal acts within the Client’s organization.

Dispute Resolution

  • Any disputes arising from this Agreement will be resolved in good faith through negotiation between the parties.

  • If negotiation fails, disputes may be submitted to mediation or binding arbitration in accordance with applicable local laws.

  • This Agreement shall be governed by the laws of the jurisdiction where our business is registered.

Amendments

  • We reserve the right to update or change these Terms of Service at any time. Updates will take effect upon posting on our website or notification to the Client.

  • Continued use of our services after changes constitute acceptance of the revised terms.

Severability

  • If any provision of this Agreement is found unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, so that the remainder of the Agreement remains in full force and effect.

Entire Agreement

  • This Agreement, along with any engagement letter or addenda, constitutes the entire agreement between the parties regarding the subject matter herein and supersedes all prior agreements, understandings, and negotiations.

Prohibited Use

You agree not to:

  • Use our Services for illegal or fraudulent activities

  • Share your account access with unauthorized users

  • Attempt to breach or bypass our security systems

Violation of these terms may result in immediate termination of Services.

Contact Information

If you have any questions regarding these Terms of Service, please contact us at the email address or business address provided on our website.

Thank you for choosing VirtuBooks 360, bookkeeping services. We look forward to supporting your business success with honesty, professionalism, integrity, and confidentiality.