TRAVEL FEES
(For travel that is more than 30kms from Hervey Bay, Qld, 4655)
For onsite visits & document pickup and/or return.
Onsite visit = $1 per km from Hervey Bay, Qld, 4655 (charged one way only).
Pickup and return of documents = $2 per km (return fee included).
10% discount for invoice payments within 14-day means you only pay $36/hour.

We work in MYOB AccountRight and Essentials - if you use Quickbooks / Reckon or Xero we can convert your files to MYOB through the MYOB company website. The fees for conversion will be quoted at the time of conversion and are set by MYOB (we do not put on extra fees).

MYOB Setup - We can also help you set up MYOB if you don't yet have it or are using Quickbooks / Reckon or Xero. We find MYOB the best and easiest solution for small business.

Onsite work - Requires access to a clear desk to work at your place of business and access to a power via a powerpoint - we provide extension leads and double adapters. When converting files onsite please have your files ready to scan - Fees will not begin until first page is scanned.

Travel fees (Qld only) - Collect and return documents to you ($2 per kilometre including return upon completion - calculated from Hervey Bay, Qld). Onsite visit at your place of business and scan them onsite meaning your paperwork never leaves your place of business ($1 per kilometre - calculated from Hervey Bay, Qld) - fee also applies to files couriered to us by you and returned by us to you in person if you prefer.

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Sample Engagement Letter with Privacy Policy

My Agreement

In signing this letter, I give permission to GoFigure to act as needed on my behalf and with my permission as the accountants and bookkeepers for my business until further notice and if and when I decide to disengage GoFigure, I will give thirty-day notice for GoFigure to finalise my accounts with them. This letter also allows for GoFigure to and its staff and contractors as needed to see your personal information as they need to in the course of working on my business on my behalf. I also acknowledge that in signing this letter, I agree to allow GoFigure, including its staff and contractors as needed, to contact external agencies as may be deemed required by GoFigure staff or as may be required by legislation or law (i.e. the ATO, other government agencies, etc.) in the processing and managing of my accounting and bookkeeping business requirements.

I acknowledge that engaging GoFigure is for a minimum of thirty (30) days and is then until I request in writing with thirty (30) days notice to disengage GoFigure as my accounting and bookkeeping provider and that, except where required by an MYOB subscription and except during my initial thirty (30) day engagement, there are no other lock-in contracts for a minimum time period for the provision of accounting and bookkeeping services by GoFigure.

GST Status

I acknowledge that if I change my GST status whilst a client of GoFigure and using MYOB I must inform GoFigure prior to that date that I intend to register for GST so that my MYOB file can be updated to reflect GST from my transition to GST date. I acknowledge that if I am not registered for GST and I become aware that I am going to reach the GST threshold of $75,000, I must register for GST within 21 days of my GST turnover reaching the threshold. I recognise that I must also register for GST if I provide taxi travel for passengers. I also acknowledge that once I register for GST, I must stay registered for GST for at least twelve (12) months (ATO).

Tax Agents / Auditor / Superannuation Fund Auditors

If required and as approved by me either verbally or in writing, I agree that GoFigure will engage an on-staff or contract Tax Agent, Auditor or Superannuation Fund Auditor as approved by GoFigure and as may be legally required for the purposes of conducting my accounting and bookkeeping affairs (i.e. Tax affairs, tax return lodging, SMSF tax return lodging, SMSF audits, etc.). I understand that any extra charges for this will be notified to me in writing for approval in the form of a quote or invoice that must be accepted prior to commencing such related work.

MYOB Sign-Up

I understand that MYOB Essentials and MYOB AccountRight are subscription services and that MYOB Essentials is a month to month subscription and that MYOB AccountRight has a minimum subscription period is twelve (12) months (as confirmed by an MYOB Partner Manager on 2 April, 2019). If I am engaging GoFigure as my accountants and bookkeepers and will be using MYOB, I agree to subscribe to MYOB for the entire duration of the time that GoFigure are my accountants and bookkeepers and that they are using MYOB for my accounting and bookkeeping services. As a part of my engagement of GoFigure as my accountants and bookkeepers I will indicate, at the end of this 'Engagement Letter', which version of MYOB I am subscribing to, if I am subscribing to MYOB. I also understand that if required, I am able to, at my request, downgrade or upgrade to a different version and pay the slightly lesser or higher fee if required by my business necessity (i.e. I am subscribed to MYOB Essentials Accounting and need to upgrade to MYOB Essentials plus Payroll if I decide to employ more than one staff member). I also understand that MYOB will charge me directly for this subscription either by direct debit or the use of a credit card (or other payment methods as may be required by MYOB who will contact me to arrange the said payment) and if I fail to pay my MYOB account my MYOB service may be suspended (or cancelled in the case of prolonged suspension) and if I cancel my MYOB account or it is suspended or cancelled by MYOB, entries will not be able to be made into my MYOB file and may only be able to view the business information stored in my MYOB file in the form of PDFs and only for a set period of time as laid down by MYOB Terms of Use as set out by the MYOB company and that these Terms of Use are not under the control of GoFigure.

Initial Setup Fee, First Month Free & Free Entries

If using MYOB, I acknowledge that there will be a $150 discounted set-up fee for setting up my MYOB company file that will cover up to eight (8) hours of work and then I will be charged at the standard bookkeeping rate if setup takes longer. This will appear on my first invoice at the end of my first month. The set-up is designed so that MYOB will be set-up properly and ready for use. This will include setting up 'Opening Balances' and setting up (and demonstrating how to add if desired by me) accounts, creating product or item lists, creating contacts (regular customers and sellers), demonstrating how to use the 'In Tray' and other requirements of using an MYOB company file (i.e. Business information, GST, etc.). This set-up fee will also cover the free entries allowed in the first month whilst my MYOB is free according to whichever MYOB version I choose. If I desire to have historical transactions added to my MYOB file, I understand that they will not change my 'Opening Balances' and will be charged at the bookkeeping rate but will not be included in my free allowance of entries per month. If entering historical transactions involves entering new contacts not given as a part of the client list that I give GoFigure, I understand that each new contact will have to be entered separately during the historical invoice recording and this will constitute a historical entry and attract the bookkeeping fee related to that entry not included in my free month of entries. I also understand that MYOB provides the first month of use free to new clients and that I will only be charged for setup and bookkeeping fees in the first month that exceed my free entries/transactions amount and that my free entries / transactions will continue when my monthly MYOB fees begin in the second month and every month thereafter until I cancel my engagement with GoFigure. I also understand that after the first free month, MYOB will also deduct their fees on a monthly basis via their payment arrangement with me. I understand that in relation to free entries offered my GoFigure, these are calculated from the first day of the month to the last day of the month and do not roll over.

Weekly File Checks

As a part of engaging GoFigure as my accounting and bookkeeping provider, and if I subscribe to MYOB as noted in the above section titled 'MYOB Sign-Up', I agree that, as I am signing up for MYOB as an MYOB Partner Client or engaging GoFigure as an advisor, I will allow GoFigure to check my MYOB file/s for a minimum of fifteen minutes per week and that I will be charged at the standard bookkeeping rate for this service. I understand that this will be done to...

✔ ensure that all evidence is confirmed (i.e. receipts) and linked to purchases
✔ allow for me to receive phone calls or emails to request and/or confirm information as required
✔ ensure that my files are ready for me to lodge, if required, my BAS using the MYOB self-lodging 'Simpler BAS' reporting (if included in my MYOB subscription and allowed by the ATO for my business)
✔ ensure accurate payroll reporting to the ATO in the form of Single Touch Payroll (STP) (compulsory for all businesses from 1 July 2019 - ATO) if and when I am required to do so by the ATO as a part of operating my business
✔ provide as necessary end of financial year Employee Payroll Summaries (and if I require GoFigure to organise these there may be a bookkeeping fee if doing so exceeds the fifteen-minute weekly check time period, for which I will be advised either verbally or in writing and I will give my consent either verbally or in writing)

This 'Weekly File Check' will result in a fifteen (15) minutes be charged at the standard bookkeeping rate of $10.00 per week which adds up to $417.60 per 48-week financial year (not conducted for two work weeks before or after the new year) and is not included as a part of the included entries for my MYOB subscription.

I also acknowledge that if more that fifteen (15) minutes are needed to check my MYOB files due to the expansion of my business or increased entries in any particular period, I will be advised in verbally or writing of such changes to the amount of time required and I will accept that GoFigure will then go to a 'Time as Required' form of billing for that period's 'Weekly File Check'.

Fees and Late Fees

In respect to fees for our work, I agree to pay GoFigure invoices within fourteen (14) days of the date on the invoice or pay a late fee for as may be required in relation to any bookkeeping fees. I acknowledge that the late fee is related to bookkeeping fees on invoices and is 10% of the bookkeeping fees of the bill that is overdue rounded up to the nearest cent. I understand that I will be reminded of overdue bills with an updated bill that has the overdue fee on it.

I also understand that if late fees may be going to apply to any bookkeeping rates which will add up to 10% of the bookkeeping fees of the late bill, I may also make a payment arrangement prior to the due date of bills if I cannot pay the said bill on time but this is subject to the condition that I call prior to the bill due date to make the payment arrangement. I understand that payment arrangements will not be extended more than 30 days past the due date on any one bill and failure to pay bills that are more than 30 days overdue or more than 30 days past a payment arrangement due date will result in the suspension and potential termination of my accounting and bookkeeping services as offered by GoFigure. I also acknowledge that, in relation to Tax Returns, payment is required up-front and Tax Returns will not be processed or lodged until invoices are paid and GoFigure does not offer payments taken our of refunds.

Your Responsibilities

I acknowledge that I am responsible for the maintenance of adequate accounting records by ensuring that I will, at all times, act with honesty and due diligence in providing accurate and timely information regarding my accounting affairs. I agree that I am responsible for the implementation and operation of accounting and internal control systems necessary to enable the preparation of the accounting files and reports and that all information provided to GoFigure is free from material misstatements whether due to fraud or error.

As part of the accounting and bookkeeping process, GoFigure staff and contractors may request from you, your appointees, your business administrators or your financial advisors, written confirmation concerning representations made to us in connection with managing your accounting and bookkeeping as required by legislation. I agree to provide any required information as required of me within 14 days or I will make arrangements with GoFigure if this is not possible. For the purposes of this section, any request may include a verbal request, a request in writing or a request via email and requests to other parties that are not you will include an email sent by GoFigure to the other party as required.

Report on Compliance Matters

In accordance with government legislation, I understand that where required by law, GoFigure may be required to report to authorities in writing if, during the course of or in connection with my accounting and bookkeeping, GoFigure becomes aware of any contravention of any legislation or laws that are believed, by GoFigure, to have occurred, is occurring or may occur (i.e. illegal activities or schemes). If this is deemed a possible genuine and legally rectifiable mistake, I will be informed by GoFigure and given a chance (or assisted by GoFigure) to rectify it as permitted by law or legislation. Where an event of such a nature occurs that is not deemed genuine or legally rectifiable, I understand that, as required by law, all legal and government agencies required to be informed will be contacted as legally required by GoFigure and that GoFigure may be obliged to report the matter to the Australian Taxation Office as well if so legally required. I also acknowledge that I will be notified of such an event in writing, if allowed by law. Whereby a compliance matter is related to or is deemed to be an unlawful or criminal act, GoFigure reserves the right to end its service provision to my business immediately and with no notice by giving an immediate written confirmation stating the reasons for ending its service provision, of allowed by law. In such situations and where called upon by lawful authorities to do so, GoFigure will, as is required by law or legislation, assist the appropriate legal agencies in investigating such matters. I acknowledge that it is my responsibility and I will use all possible due diligence to not breach any laws or legislations whilst conducting my business affairs or being services by GoFigure as my accounting and bookkeeping provider.

Written Confirmations

I also acknowledge that although GoFigure will report any major issues in relation to my accounting and bookkeeping in the likes of a management letter but I will not however assume that any management letter issued will indicate all matters that I should be aware of in meeting my accounting and bookkeeping responsibilities.

Under normal circumstances, GoFigure reserves the right to end its service provision to my business by giving thirty (30) day written confirmation stating the reasons for ending its service provision.

Privacy and Quality Control

The conduct of my accounting and bookkeeping by GoFigure shall be in accordance with Australian Legislation and will comply with a selected Code of Professional Conduct and I acknowledge that GoFigure selects Tax Practitioner’s Board (TPB) Code of Professional Conduct, which means that information acquired by GoFigure in the course of my accounting and bookkeeping work is subject to strict confidentiality requirements as well as policies as laid down by the TPB. I acknowledge that GoFigure is also subject to the Privacy Act 1988 in its handling of personal information. GoFigure will not use any personal information obtained during the its service to me for any purpose other than for the purpose of conducting my accounting and bookkeeping affairs.

GoFigure will keep secure personal information obtained during the its work on my behalf to ensure it is not misused, lost, or improperly accessed, modified or disclosed. After completing the any work on my behalf, and if requested by me, GoFigure will return to me any original documents it has obtained from me, my representative, administrators or financial advisors during the course of its work on my behalf. If not required by me to be returned and GoFigure has made digital copies of said documents, such documentation will be destroyed by either shredding or burning. Documentation forwarded to GoFigure electronically, or that is not in an original format, will not be returned to me unless specifically requested. I understand that information will not be disclosed by GoFigure to other parties except as required or allowed for by law or professional standards, or with your authority.

I acknowledge that GoFigure has strict quality control systems in place that has been established and maintained in accordance with the Privacy Act 1988 and that all information about me or my business, where required, will be kept on file for at least five (5) years after my last transaction for sole traders, partnerships or trusts and for at least seven (7) years after my last transaction for companies as is required by law and legislation (ATO). I advise you that by signing this letter I acknowledge that, if requested, my accounting and bookkeeping files relating to this engagement may also be reviewed by the Australian Taxation Office in its capacity as Regulator of accounting, bookkeeping and tax affairs in Australia (i.e. in the event of an audit). Should this occur, GoFigure will advise me and assist me where legally allowed throughout any such events.

My MYOB Subscription (if required)

Tick as required

I will be subscribing to MYOB Essentials or MYOB AccountRight.

If subscribing, ticking the version below...
☐  MYOB Connected Ledger
☐  MYOB Essentials Accounting Starter
☐  MYOB Essentials Accounting
☐  MYOB Essentials Accounting + Payroll
☐  MYOB AccountRight Standard
☐  MYOB AccountRight Plus
☐  MYOB AccountRight Premier

Confirmation of Terms and Conditions

This letter will be effective for future years unless I advise GoFigure (or GoFigure advises me) of its amendment or replacement, or if the engagement is terminated. I acknowledge that I must sign and return this letter before work can commence on my behalf. By signing and returning this engagement letter I acknowledged and agree to my and GoFigure's responsibilities outlined above. In signing this agreement, I agree to engage (not necessarily exclusively) GoFigure Accounting and Business Solutions as a provider of my accounting and bookkeeping requirements and that this Engagement Letter will be scanned and kept on file for as long as is required by legislation. I acknowledge that GoFigure is, wherever possible, a sustainable (green) business and that where possible, digital documents will be used, maintained and emailed when necessary and paper use will be avoided wherever possible. In this vain I also acknowledge that I will be emailed (or mailed where no email exists) an unedited and scanned digital (or printed where no email exists) copy of this document after it is signed and scanned by GoFigure. I also acknowledge that, after this original document is scanned and to ensure that my signature on this document can never be used, copied or forged, it will be destroyed and only the scanned and unedited digital copy will be kept on file and attached directly and securely to my accounting documents and files.

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For a PDF copy of our Engagement Letter with Privacy Policy,
please email us.