Standard Terms of Engagement
Thank you for appointing ACCOTAX as your accountants and tax advisers. This letter, the fee schedule and the terms below set out the basis on which we will act, and your and our responsibilities. Only the services listed in your fee schedule or quotation are included. If you take one service only, only the terms relevant to that service apply. We are bound by the ICAEW Code of Ethics and by Professional Conduct in Relation to Taxation (PCRT), and we accept your instructions on that basis. We will take instructions from the person signing this agreement and from any other person who appears to us to have authority to act for you, unless you tell us in writing that only named people may instruct us.
1. Accounting – Year-End Accounts
1.1 You have instructed us to prepare your financial statements each year from the records provided by you.
1.2 You have agreed that you or your staff will:
(a) Keep records of receipts and payments;
(b) Keep records of sales and expense invoices;
(c) Retain all bank and credit card statements;
(d) Retain any other relevant information;
(e) Provide us with accurate information to prepare the accounts and tax returns; and
(f) Provide us with information on time.
Any filing at Companies House is subject to clause 5.2.
2. Corporation Tax
2.1 This engagement will commence with the next company tax return that we prepare on your behalf.
2.2 We will prepare, from the accounts and other information and explanations provided by you, the company’s corporation tax return and computations, together with all supporting schedules and, where necessary, amended returns.
2.3 We will send you the tax return and supporting schedules for you to approve and sign. We will then submit it, with the accounts and computations, to HM Revenue & Customs. Any filing at Companies House is subject to clause 5.2.
2.4 We will advise you of the amounts of corporation tax to be paid and the dates by which the company should make the payments. Where appropriate, we will make repayment claims when tax has been overpaid.
2.5 We will deal with all communications relating to the company’s tax return that HM Revenue & Customs address to us or that the company passes to us. If HM Revenue & Customs select the return for an enquiry, or a communication needs significant additional work, this will be a separate assignment and we will seek further instructions from you first.
2.6 We will prepare the tax provisions and disclosures to be included in the company’s statutory accounts.
The fee is charged by reference to the company’s accounting year and is based on turnover and the work involved. For standalone services, the relevant period will be the company’s accounting period as recorded at Companies House.
2A. Personal Tax (Self-Assessment) and Making Tax Digital for Income Tax
2A.1 Where included in your package, we will prepare your Self Assessment tax return and supporting computations each year. We prepare them from the information and explanations you provide, and send them to you for approval before we submit them to HMRC.
2A.2 We will tell you how much tax to pay and when, including payments on account, and will review HMRC statements of account where you send them to us.
2A.3 MTD for Income Tax
From 6 April 2026, sole traders and landlords with qualifying income over £50,000 must keep digital records and send quarterly updates to HMRC. The threshold falls to £30,000 from 6 April 2027. Unless your fee schedule says otherwise:
(a) we will sign you up for MTD for Income Tax, unless you have already signed up. Signing up means accepting HMRC’s terms, including its deadlines and penalty points;
(b) you are responsible for keeping digital records in MTD-compatible software, unless bookkeeping is included in your package, in which case we will maintain them;
(c) we will submit your quarterly updates from the records you provide, and your final year-end return once you approve it;
(d) you must give us complete records within 10 working days of each quarter end.
2A.4 You are legally responsible for your own tax affairs. That includes telling us about all your income and gains, keeping records for at least 5 years 10 months after the end of the tax year (trading or rental income) or 22 months (other income), and paying tax on time. You remain responsible for any return we file on your behalf, whether or not you have formally approved it, if it is based on the information you gave us.
2A.5 Partnership returns, capital gains tax reporting (including 60-day UK property returns), trusts, and HMRC enquiries are not included unless listed in your fee schedule.
3. Payroll and Year-End Returns
3.1 We will maintain payroll records and, within the agreed scope, calculate employees’ gross and net pay, PAYE income tax, National Insurance contributions and applicable statutory payments and deductions. We will prepare payslips and submit payroll information to HM Revenue & Customs (HMRC) under Real Time Information (RTI), including Full Payment Submissions (FPS) on or before the relevant payday and Employer Payment Summaries (EPS) where required, provided you supply complete and accurate information in sufficient time. We will prepare year-end payroll information and P60 certificates for relevant employees, as agreed. You remain responsible as the employer for paying employees, paying PAYE and National Insurance to HMRC by the applicable deadlines and meeting employment law obligations. P11D returns, benefits reporting, pension administration and other specialist services are included only where expressly agreed.
3.2 In order to do this we need to comply with the Employer’s Guide to PAYE: we will consider with you the detailed information that is required and the form in which it is to be provided.
3.3 Pension set-up and related services are charged separately and are not included in the payroll fee unless agreed in writing in advance.
3.4 If you ask us to deal with pensions, we will provide a separate quotation. The remaining terms of this agreement will continue to apply. Additional shareholders or employees on the payroll will incur additional charges. Please ask us for a quote if this applies in your case.
The payroll period runs from 1 April to 31 March each year. For all-inclusive packages, the fee is charged by reference to the company’s accounting year. For standalone or one-off payroll services, the fee is charged by reference to the payroll period.
4. Value Added Tax (VAT) and Cross-Border VAT Services
4.1 If at the time of this letter you are not VAT registered and registration becomes necessary, we will endeavour to ensure that you register in time provided that:
(a) you notify us in writing within 10 days of the end of each month of the total value of supplies you have made in that month; and
(b) you notify us immediately in writing if the value of taxable supplies that you will make in the next 30 days is likely to exceed the annual registration limit then in force.
(c) Where your business is registered for VAT during the year, you will be charged according to the fee schedule. It is your responsibility to contact us if you are not sure about the charges.
VAT return periods and filing deadlines are determined by HMRC and are usually quarterly, although other reporting periods may apply. For all-inclusive packages, fees are charged by reference to the company’s accounting year, as agreed in the quotation. For standalone or one-off services, fees are charged for each VAT return prepared. Specialist cross-border VAT services, including EC Sales Lists where applicable to qualifying Northern Ireland-to-EU goods transactions, and EU One Stop Shop (OSS) or Import One Stop Shop (IOSS) registrations and returns, are not included unless expressly agreed in writing. Additional services will be quoted separately.
5. Company Secretarial Services
5.1 You have agreed to complete all the returns required by law, for example, the Confirmation Statement (previously annual return) and the notification of changes in directors. We shall, of course, be pleased to advise you on these and any other company secretarial matters if requested at a fixed cost. If we are filing the confirmation statement, the fee will be charged on a yearly basis. It is your responsibility to inform us about any changes that occurred during the year so that we can update Companies House.
5.2 Identity verification before filing
Under the Economic Crime and Corporate Transparency Act 2023, we can only file documents at Companies House for you once every director and person with significant control (PSC) has verified their identity. Each of them must give us their Companies House personal code, and you must give us the company authentication code. If these are not provided, we may be unable to file and may have to stop acting for you. We are not responsible for late-filing penalties caused by this.
5.3 Acting as your ACSP
ACCOTAX London Limited is registered with Companies House as an Authorised Corporate Service Provider (ACSP). If you ask us, we will verify the identity of your directors and PSCs. Each person must provide the documents and information we request and consent to us contacting them. If verification is not successful, we will direct them to the GOV.UK One Login service, and they must tell us the outcome within 5 working days.
5.4 Fees and records
Identity verification is charged at a small fee per attempt (please check with us), unless included in your package. Help beyond verification, such as recovering lost codes, is charged at our hourly rate. We keep verification records as the law requires and may report unsuccessful attempts to the relevant authority where we are required to.
5.5 Your obligations
You must tell us within 7 days of any new or departing director or PSC, so that they can be verified and Companies House updated. We act for the company only. We do not owe a duty of care to individual directors or PSCs for verification.
Registered Office Address
Our registered-office service is available only with our prior written authorisation and payment of the agreed fee. The address must be used only for the company and purposes authorised by us, in compliance with applicable law and Companies House requirements. It must not be used to mislead third parties, suggest a trading presence without permission, or facilitate unlawful activity. We may decline, suspend or terminate the service for non-payment, misuse, legal or regulatory reasons, subject to applicable law and reasonable notice where practicable.
You remain responsible for maintaining an appropriate registered-office address, monitoring statutory correspondence, informing us of changes to your company details and arranging a replacement address before this service ends. Where permission to use our address has ended, we may require you to notify Companies House promptly and, where appropriate, notify Companies House that the company is no longer authorised to use our address. Companies House may change an inappropriate registered office to its default address, and failure to register a suitable replacement within the prescribed period may lead to enforcement action or strike-off. We cannot automatically freeze your company or its bank accounts. Any banking consequences of dissolution or other regulatory action depend on the relevant legal circumstances.
Unless included in your agreed package, the registered-office fee is charged annually in advance for a 12-month service period. The service covers receipt and forwarding of agreed statutory correspondence only; it does not provide a general trading, postal, service or director address unless separately agreed. We may open and scan post addressed to the company for the purpose of providing the service, and may securely dispose of paper originals after electronic delivery in accordance with our notified retention procedures and any applicable legal requirements. Please tell us in advance if an original needs to be retained or collected. You should not assume that all correspondence will be forwarded if it falls outside the agreed service.
6. Other Services
6.1 There are many other areas where we can help, and we will be pleased to discuss any matters with you. These other services include:
(a) business growth strategies, management accounting, including such matters as cash flow statements, costing systems, etc., and advice on management, bookkeeping, pensions etc.
(b) Reduction of tax bills, Fee Protection Insurance, Tax Investigations. Tax Investigations are not part of the services unless written & agreed in advance.
For any other services, we may not be able to issue a separate letter of engagement to reduce the admin work. Therefore the same letter of engagement terms will be applicable to you for all the future services that we agree in writing or by email. You will be charged as per the fee schedule, or fee agreed in advance for the services that you have selected. For any other services, you will be sent a separate invoice. Please confirm in writing if you are unsure.
7. Fees and Payment Terms
Our quotation and fees are based on the information you provide at the time of quotation. The agreed fee and scope of services is clearly outlined on page three (Our Fee Schedule) of your Letter of Engagement, and you will not be charged anything beyond the agreed fee unless the scope of work changes, the information originally provided is inaccurate or incomplete, or additional services are requested.
Should any such circumstances arise, we will explain the reasons for any additional charges and agree the fees with you in advance before undertaking the work. It is therefore important that you carefully review your quotation and ensure all information provided is complete and accurate. Any work falling outside the agreed scope of services will be treated as an additional service and charged separately, subject to your prior approval.
7.1 Basis of Fees and Payment Arrangements
7.1.1 Our fees are determined by the nature and scope of the services provided, the time involved, the skill and responsibility required, the complexity of the work, the importance and value of our advice, and the professional and commercial risks associated with the engagement. Fixed fees are based on the services, turnover, transaction volumes and assumptions set out in our quotation or engagement schedule.
7.1.2 A quotation expressly described as a fixed fee applies only to the specified services and circumstances. An estimate not expressly identified as a fixed fee is indicative and is not a binding maximum charge. Where the scope or information provided changes materially, we may review the fee and will notify you and seek agreement before undertaking additional work outside the agreed scope.
7.1.3 All clients on monthly packages are required to establish and maintain an active Direct Debit arrangement unless otherwise agreed by ACCOTAX in writing. Our Direct Debit authorisation link is https://manage.directli.co.uk/pay/co/GEN4859316875.
The agreed fee assumes payment by Direct Debit for monthly packages. Where a Direct Debit is not established or maintained, an additional charge of 10% of the agreed fee applies, provided that this charge has been disclosed, agreed and is lawful. Where a Direct Debit has not been established, we will require the full agreed fee to be paid in advance at the beginning of the appointment or assignment and before any work commences, unless we expressly agree alternative arrangements in writing. We may decline to commence work until advance payment has been received in cleared funds.
7.1.4 You agree to establish and maintain the agreed payment method. Direct Debit and card collections may only be made under a valid mandate or other lawful authorisation and in accordance with applicable payment scheme rules. Cancelling a Direct Debit does not cancel fees properly due or itself terminate this engagement.
7.2.1 Unless otherwise agreed in writing, invoices must be paid within 7–10 calendar days of their date, as stated on the invoice, or before the relevant filing deadline where payment is contractually due earlier. Monthly invoices are normally issued on the first day of each month and are payable one month in advance. We may require payment in full before commencing work.
7.2.2 Where the fee quoted relates to an annual accounting or tax compliance service, it reflects the work required for the relevant accounting period and may be collected by monthly instalments. Monthly instalments do not mean that each month’s payment relates only to work performed in that month. This clause does not impose a minimum 12-month contractual commitment; the engagement may be ended on 28 days’ written notice under clause 7.4.1, with payment remaining due for properly invoiced work and services.
7.2.3 Where you appoint us part-way through an accounting year, a catch-up fee may be charged to carry out the work relating to previous months of that accounting period and bring the relevant accounting, bookkeeping, taxation or compliance records up to date. The catch-up fee will be calculated by reference to the agreed fee, the number of earlier months to be covered and the work involved, and will be confirmed to you. Unless otherwise agreed, this fee is payable in advance or through an agreed adjustment to monthly payments. For example, for a January-to-December accounting period with an agreed annual fee of £1,200, a client joining in July may be charged a £600 catch-up fee for January to June and £600 for July to December. Alternatively, where agreed, £1,200 may be collected in six instalments of £200 from July to December. Work for earlier accounting periods or outside the quoted scope will be charged separately.
7.2.4 Where an invoice is overdue, ACCOTAX reserves the right to charge a reasonable administration fee for additional reminders, credit control and managing overdue accounts. Any such fee must be expressly disclosed and agreed, reflect a legitimate and proportionate administrative charge and be legally enforceable. Administration fees may be charged in addition to outstanding invoices and any other amounts lawfully recoverable. This clause does not provide for contractual late-payment interest.
7.2.5 Where payment remains overdue, we may refer the debt to an appropriate debt recovery provider or legal adviser and pursue recovery proceedings. The client remains liable for outstanding fees and any court fees, statutory compensation, reasonable recovery expenses or legal costs that are recoverable under applicable law or a valid contractual provision.
7.2.6 Where fees remain unpaid, we may decline new instructions or suspend or terminate affected services, after giving reasonable written notice where required and subject to our professional and legal obligations. We will explain the foreseeable effect on imminent deadlines. We are not responsible for penalties caused by the client’s failure to pay or provide instructions, except to the extent arising from our own breach of duty or negligence. Properly due fees remain payable during any suspension.
7.2.7 Any invoice dispute should be raised in writing within 21 days of receipt, giving the reasons and amount disputed. If no dispute is raised, we will treat the invoice as accepted for ordinary credit control purposes, without excluding any legal right to challenge it. Undisputed sums remain payable by the agreed due date.
7.2.8 For one-off assignments, we may require 100% payment in advance. For a larger assignment, including work costing more than £10,000, we may agree payment in stages, such as 70% on instruction and 30% before filing or completion. We may withhold commencement of work until the agreed advance payment is received, subject to our professional obligations.
7.3.1 The contracting client is responsible for fees incurred under this engagement. A person instructing us on behalf of a company or other entity confirms that they have authority to do so.
7.3.2 The director or business owner giving instructions and signing this agreement personally accepts responsibility for our unpaid fees where they have expressly agreed to assume liability in their personal capacity. Any such liability may continue notwithstanding a subsequent change in ownership, liquidation, dissolution or strike-off, to the extent validly agreed and legally enforceable. The signatory must notify us of relevant changes in ownership or control. Where fees are paid in full in advance, or an active monthly Direct Debit is maintained and every agreed fee and invoice is paid in full by its due date, this personal liability provision will not apply. If payments become overdue or an agreed payment arrangement is not maintained, ACCOTAX may require a separate personal guarantee as a condition of continuing services. To be enforceable, any personal guarantee must be expressly accepted by the individual in their personal capacity, ordinarily by a separately signed guarantee; signing solely on behalf of the client company does not itself create personal liability.
Either party may terminate the engagement by giving at least 28 days’ written notice, subject to applicable legal and professional obligations. All fees properly due under the engagement, including invoices issued during the 28-day notice period, must be paid in full. Termination does not waive or cancel any outstanding payment obligations. ACCOTAX will not refund fees already paid for services provided or work undertaken, including bookkeeping, email correspondence, consultations, advice, reviews or other professional services. Where work has commenced but remains incomplete, ACCOTAX reserves the right to charge for work undertaken and costs properly incurred up to the termination date, in accordance with the agreed fee arrangements. Any additional services requested during the notice period, including handover work outside the agreed scope, may be charged separately, subject to prior agreement.
Where additional work falls outside the agreed fixed-fee package and is charged on a time-spent basis, ACCOTAX’s standard hourly rate is £150 plus VAT, unless otherwise agreed in writing. Such work may include consultations, telephone calls, email correspondence, reminders, reviews of records, professional advice and other services outside the agreed scope. Any additional charges will be communicated and agreed with the client before the work is undertaken.
7.5.1 An ongoing engagement continues until terminated on at least 28 days’ written notice, unless different written terms are expressly agreed. There is no automatic further fixed 12-month commitment under this clause. Fees properly incurred before or during the notice period remain payable.
7.5.2 On termination we will cooperate with the incoming accountant in accordance with our professional duties, confidentiality obligations and applicable law. Any right of lien over documents will only be exercised where lawful, and will not prevent disclosures or handover steps we are professionally required to undertake.
7.6.1 Our quotation is based on the information you supplied and clearly identifies the relevant turnover band, included services and, where applicable, transaction limits. If your turnover rises above the quoted band, this may increase the accounting, bookkeeping, tax and compliance work required and place you in a higher fee band. You must pay the difference between the original fee and the fee applicable to the higher turnover band in accordance with the pricing schedule agreed for the relevant accounting period. For example, if your quoted package covers turnover up to £100,000 but actual turnover rises to £150,000, the higher turnover band will apply and you will be charged the difference between the two band prices. The same principle applies to transaction volumes or other pricing assumptions expressly identified in the quotation. Work not listed within the agreed scope of the Letter of Engagement, quotation or package will be separately chargeable under the agreed fee schedule. We will explain the amount and basis of any adjustment; work outside the agreed scope that is not already priced under the agreed schedule will be quoted and agreed before it is undertaken.
7.6.2 You must provide complete and accurate information when requesting a quotation and promptly advise us of changes in turnover, transaction volumes, records, business activities or service requirements. Materially inaccurate or incomplete information may require us to reassess the scope and fees.
7.6.3 Unless expressly included in your quotation, third-party charges, Companies House filing fees, specialist professional fees, software subscriptions and other agreed disbursements are additional. We may require payment in advance before incurring such costs.
7.6.4 If you have an insurance policy or professional body arrangement that may cover fees relating to HMRC enquiries or investigations, you must tell us about that cover. Unless expressly agreed otherwise, you remain responsible for our fees irrespective of any reimbursement by the insurer or another third party.
Terms for Our Online Accounting Packages
We offer three distinct packages to cater to the diverse needs of our clientele. It is of utmost importance for us to ensure clarity in the services provided in each package, thus avoiding any potential misunderstanding.
Compliance Package:
This package is designed for clients who are proficient in accounts & tax or employ a bookkeeper and require minimal support. Here’s what the Compliance package entails:
– Clients provide their financial data to us in a structured format, either through an organised Excel spreadsheet or using accounting software, fully reconciled.
– We prepare the necessary accounts and tax returns.
– These documents are then sent to the client for approval & signature.
– Upon approval, we proceed to file them with the relevant authorities.
Please note that the Compliance package does not include bookkeeping, a dedicated accounts manager, email support, or any sort of tax planning. Should you require any of these services, they will be billed at an hourly rate of £150 plus VAT.
Core Package:
Building on the Compliance package, the Core offers the following additions:
– Bookkeeping services for up to 100 transactions monthly.
– Access to a dedicated accounts manager.
– Email support and basic tax planning.
– Other services mentioned on the website.
Just like the Compliance package, any services beyond the ones mentioned will be charged at an hourly rate of £150 plus VAT.
Growth Package:
Our most comprehensive package, the Growth is tailored for clients seeking a broader range of services. This package includes:
– All services detailed on our website, provided on-demand.
Regardless of the package you opt for, only the services explicitly listed on our website are covered within the package fee. Any additional requirements will be subject to separate charges. For updated prices & terms, please visit the website: https://accotax.co.uk/pricing/
8. Retention of and Access to Records
8.1 During the course of our work we will collect information from you and others acting on your behalf and will return any original documents to you following the preparation of your accounts.
8.1A You are legally responsible for keeping your records. Companies must keep records for 6 years from the end of the accounting period. Individuals must keep them for 5 years 10 months after the end of the tax year if they have trading or rental income, or 22 months otherwise.
8.2 All original documents will be returned to you, or must be collected within 3 months of us completing your accounts. Original documents left at our premises after this time will be archived at your expense, at £2 per box per week. Sending us copies or electronic versions is cheaper, safer and quicker. Faxes, emails and scanned documents are all acceptable.
8.3 Whilst certain documents may legally belong to you, we intend to destroy correspondence and other papers that we store which are more than seven years old, other than documents which we consider to be of continuing significance. If you require retention of any document you must notify us of that fact in writing.
9. Quality Control and Confidentiality
9.1 To ensure a rapid response and cost-effective service to you, we, on occasions, employ subcontractors, who may work remotely. They are appropriately qualified and provide a valuable resource to the firm.
9.2 All our staff and subcontractors are professional and appropriately qualified. They are under a confidentiality agreement.
9.3 As part of our ongoing commitment to provide a quality service, our files are periodically subject to an independent quality review. Our reviewers are highly experienced and professional people and are, of course, bound by the same requirements of confidentiality as our principals and staff.
10. Helping Us Provide the Right Service
10.1 If at any time you would like to discuss with us how our service to you could be improved, or if you are dissatisfied with the service you are receiving, please let us know, by calling us.
10.2 We undertake to look into any complaint carefully and promptly and to do all we can to explain the position to you. If you feel that we have given you a less than satisfactory service, we undertake to do everything reasonable to address your concerns.
11. Electronic Communication
11.1 Internet communications are capable of data corruption and therefore we do not accept any responsibility for changes made to such communications after their despatch. It may therefore be inappropriate to rely on advice contained in an email without obtaining written confirmation of it. We do not accept responsibility for any errors or problems that may arise through the use of internet communication and all risks connected with sending commercially sensitive information relating to your business are borne by you. If you do not agree to accept this risk, you should notify us in writing that email is not an acceptable means of communication.
11.2 If correspondence is requested in paper format, the disbursement charge of £50 per year is payable to cover the handling and postage of the correspondence.
11.3 It is the responsibility of the recipient to carry out a virus check on any attachments received.
12. Contracts (Rights of Third Parties) Act 1999
12.1 Persons who are not party to this agreement shall have no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement. This clause does not affect any right or remedy of any person which exists or is available otherwise than pursuant to that Act.
13. Limitation of Liability
13.1 We will provide our services with reasonable care and skill. Our liability is limited to losses directly caused by our breach of contract, negligence, fraud or wilful default.
13.2 Our total aggregate liability to you, and to any third party we have agreed in writing may rely on our work, for all claims connected with this engagement (in contract, tort including negligence, or otherwise, and including interest) will not exceed ten times the annual fee paid by you to us in the 12 months before the claim arose. By signing this letter you confirm that you have considered this limit and accept that it is reasonable. If you do not agree, please contact us before signing. You may wish to take independent advice.
13.3 The limit does not apply to fraud, dishonesty or criminal acts, or to any liability that cannot lawfully be limited or excluded.
13.4 We are not liable for loss caused by: incomplete, late, misleading or false information supplied to us; information withheld or concealed from us; your failure to act on our advice or respond promptly to us or to the authorities; the acts or omissions of other parties; or events outside our reasonable control, including HMRC or Companies House system outages.
13.5 We are not liable for indirect or consequential loss, or for loss of profit, revenue or opportunity.
13.6 You agree to bring any claim only against ACCOTAX London Limited and not personally against any director, employee, subcontractor or consultant.
13.7 Our advice is for your sole use and for the purpose for which it was given. We accept no responsibility to anyone else to whom you pass it, unless we have agreed this in writing. Where we refer you to another firm that you engage directly, we are not responsible for their work.
13.8 Oral advice, for example in a meeting or on a call, should not be relied on unless we confirm it in writing. We are not responsible if you act on earlier advice without first checking that it is still valid following a change in the law or in your circumstances.
14. Late Filing Penalties
14.1 Statutory filing deadlines and client information deadlines
To enable us to carry out the agreed work, you must provide complete and accurate information and approve returns well ahead of the statutory deadline. Statutory deadlines are set by HMRC and Companies House, and the deadline they show for your specific circumstances takes precedence.
You remain responsible for all tax payments, statutory compliance and approving information supplied to us. We will use reasonable care and skill in performing the services agreed, but we are not responsible for delays caused by late, incorrect or incomplete information, or delayed approvals, to the extent that those matters prevent timely completion. This does not exclude liability that cannot lawfully be excluded.
14.2 Reminders and communication
ACCOTAX operates a comprehensive reminder system and may contact you by email, telephone, text message, WhatsApp or other agreed communication channels regarding upcoming deadlines and outstanding information. These reminders are provided as an additional service and do not replace your responsibility to meet your statutory obligations. You must provide complete and accurate information within the required timescales and respond to urgent queries within three working days, or sooner where necessary.
Due to our workload and the need to plan services in advance, our minimum processing times are 28 working days for annual accounts and Corporation Tax returns, 21 working days for personal tax returns, 14 working days for VAT returns and two working days for routine payroll processing, calculated from receipt of all necessary information. These are our internal processing requirements and do not alter statutory deadlines.
Where information is received late or an accelerated service is requested, we may, subject to availability and prior agreement, apply an additional priority processing fee of £150 plus VAT for annual accounts, £100 plus VAT for personal tax returns and £50 plus VAT for each other compliance service. Acceptance of urgent work, including payment of any additional fee, does not guarantee completion or submission by the statutory deadline.
Any penalties, interest or additional costs resulting from your failure to provide information within the required timescales will remain your responsibility, except to the extent caused by ACCOTAX’s negligence or failure to exercise reasonable care and skill.
14.3 Anti-Money Laundering, Counter-Terrorist Financing and Sanctions
We must comply with applicable requirements under the Proceeds of Crime Act 2002, the Terrorism Act 2000, the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 as amended, applicable sanctions legislation and relevant professional guidance. These duties include assessing risk, conducting customer due diligence, identifying and verifying clients and beneficial owners, monitoring business relationships and retaining appropriate records.
Before accepting an appointment, and throughout the engagement where required, we may request identification, ownership and control information, evidence of source of funds or wealth, and supporting documents concerning particular transactions. Electronic verification and screening may be used. We may be unable to start or continue services if legally required checks cannot be completed.
Where the legal reporting threshold is met, we may be obliged to submit a suspicious activity report (SAR) to the National Crime Agency (NCA). We may be legally prohibited from informing you of a report or related enquiries where doing so would amount to unlawful tipping off or prejudicing an investigation. In circumstances requiring a defence against money laundering (DAML) or other applicable authorisation, we may have to refrain from undertaking a transaction or instruction pending the relevant legal process. We will act in accordance with applicable statutory time limits and directions rather than assuming that every report automatically requires a particular waiting period.
These obligations apply even when a client has acted honestly; suspicion can arise from the nature of property or transactions rather than any accusation of wrongdoing by the client. Nothing in this clause requires us to disclose information that the law prohibits us from revealing.
15. Client Money
15.1 We do not normally hold client money. Where we do hold money on your behalf, it will be held in trust in a client bank account, separate from the firm’s own funds. If there are grounds to suspect (even if we do not actually suspect) that any money held in a client account is derived directly or indirectly from criminal activity, we may not release it until we receive any necessary legal authority or clearance under applicable law, including where relevant from the National Crime Agency (NCA).
16. Complaints
At ACCOTAX, we strive to deliver the highest standards of service and professional advice to our clients. However, we understand that there may be instances where a client may feel dissatisfied with the service provided. We take all complaints seriously and have developed the following complaints procedure to address and resolve any issues that may arise.
16.1 Initiating a Complaint
If you are unhappy with any aspect of the service we have provided, we encourage you to raise your concerns with the individual responsible for managing your account. They will make every effort to address your concerns promptly and to your satisfaction. If you prefer to make a formal complaint, please do so in writing by email at complaints@accotax.co.uk or letter, addressed to our Complaints Manager. Please include your name and contact details, a clear description of your complaint, including any relevant dates, specific issues, and the names of any staff members involved, and the outcome you are seeking.
16.2 Acknowledgement and Investigation
Upon receiving your complaint, our Complaints Manager will acknowledge receipt within 14 working days. They will then conduct a thorough investigation, reviewing all relevant information and discussing the matter with the involved parties. We aim to complete our investigation and provide a full response to your complaint within 45 working days. If we require additional time due to the complexity of the issue, we will inform you of the reason for the delay and provide an estimated timeframe for resolution.
16.3 Response and Resolution
Once the investigation is complete, our Complaints Manager will provide a written response outlining the findings and any actions taken to resolve your complaint on request. We will also detail any steps taken to improve our services and prevent similar issues in the future.
16.4 Escalation
If you are not satisfied with the response or resolution provided by our Complaints Manager, you may escalate your complaint to the Institute of Chartered Accountants in England and Wales (ICAEW). The ICAEW can review your complaint and provide guidance or mediation, where appropriate. You can find more information on their website: https://www.icaew.com/. Please note that the ICAEW may only be able to intervene in cases where there has been a breach of professional standards or regulations. We value your feedback, and our primary goal is to address your concerns promptly and fairly. Your satisfaction is of utmost importance to us, and we will make every effort to maintain and improve the quality of our services.
17. Artificial Intelligence (AI)
17.1 Use of AI and software
We may use accounting & other software and tools that have built-in artificial intelligence (AI), automation and search tools to assist with providing our services, including research, analysis, document preparation and quality checks. By engaging us, you acknowledge this use. We remain responsible for exercising reasonable skill and care, maintaining professional judgement and complying with our confidentiality and data protection obligations. We may use anonymised or appropriately protected information for service improvement and benchmarking where lawful.
17.2 Client preferences and fees
If you do not wish us to use AI in delivering your services, please tell us in writing before the relevant work begins. We will discuss whether alternative arrangements are practicable and any additional fees with you in advance; we may be unable to provide particular services on the same terms without these tools.
17.3 Third-party software and availability
We may rely on third-party software and AI providers. Although we take reasonable care in selecting and using these tools, their outputs may contain errors and their services may be interrupted. We are not responsible for disruption, loss or data corruption caused solely by circumstances beyond our reasonable control, except to the extent arising from our own negligence, breach of contract or duties that cannot lawfully be excluded. You must comply with the terms of any software account made available directly to you.
17.4 Data protection and international transfers
We will handle personal data in accordance with applicable UK data protection law and our privacy notice. Where service providers, including AI providers, access or process personal data outside the UK, we will ensure that any restricted transfer has a lawful basis, such as applicable UK adequacy regulations or appropriate safeguards (including the UK International Data Transfer Agreement or UK Addendum where relevant), together with any required transfer risk assessment/data protection test and security measures. Details of relevant destinations and safeguards are available on request. You may raise concerns about proposed transfers, although restrictions may affect the services we can provide.
18. General Terms
18.1 Governing law
This engagement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
18.2 Professional rules
We follow the bye-laws, regulations and Code of Ethics of ICAEW, and PCRT for tax work. Our anti-money laundering supervisor is ACCA. You authorise us to correct errors made by HMRC where we become aware of them. We will not act in a way that conflicts with these rules.
18.3 Insurance and investment business
We are not authorised by the Financial Conduct Authority. If you need advice on investments, pensions or insurance, we will refer you to an FCA-authorised firm. Tax investigation insurance is provided by a third party. Please ask us for details if you have opted for it or are on the Growth package.
18.4 Confidentiality and conflicts
We keep your information confidential except where the law, our regulators or professional rules require disclosure. We may act for other clients, including your competitors, and will use appropriate safeguards to protect your information. If we identify a conflict of interest, we will tell you (unless confidentiality prevents it) and either manage it with safeguards or stop acting. Subcontractors we use are bound by the same confidentiality terms.
18.5 Disputes within your business
Our client is the business. If there is a dispute between its owners or directors, we will not give information or services to one party without the knowledge and agreement of the others, unless required by law.
18.6 Intellectual property and our name
We keep the intellectual property in documents we prepare, except where the law says otherwise. You may not use our name in any statement or document without our written consent, except where the law requires it.
18.7 Immediate termination
In addition to clause 7.4.1, we may end the engagement immediately if: you become insolvent; you give us or HMRC misleading information; you do not co-operate with our anti-money laundering checks; fees remain unpaid; or a legal or professional reason means we can no longer act. Where we stop acting, we will normally send a disengagement letter or email confirming what we will and will not complete.
18.8 Interpretation
If any provision is found invalid, the rest remains in force. If this letter and your fee schedule or quotation conflict, the fee schedule or quotation takes precedence for fees and scope.
Legal Disclaimer
ACCOTAX – Accountants & Tax Consultants and all associated websites bearing the logo of ACCOTAX – Accountants & Tax Consultants is a trading name of Accotax London Limited. The company is registered in England & Wales under the registration number 07653048. The Company’s registered office address is 12 London Road, Morden, SM4 5BQ. This page contains a few important disclaimers and notices, please read them carefully.
We are fully licensed by ACCA, ICAEW & AAT to carry out Accounting & Taxation related services. The professional indemnity insurance is provided by Aviva Insurance Limited. We have employers’ liability insurance of £10 million, public liability insurance of £2 million and professional indemnity insurance of £2 million.
Business E-mail Disclaimer
This email and any attachments to it may be confidential and are intended solely for the use of the individual to whom it is addressed. Any views or opinions expressed are solely those of the author and do not necessarily represent those of Accotax – Accountants & Tax Consultants. If you are not the intended recipient of this email, you must neither take any action based upon its contents, nor copy or show it to anyone. Please contact the sender if you believe you have received this email in error.
Copyright Notice & Trademarks
The name “ACCOTAX – Accountants & Tax Consultants” and the logo are the trademarks of Accotax – Accountants & Tax Consultants. They are registered in the UK under the trademark number UK00002579731. It can be viewed on the intellectual property website. In addition, this website and its content are copyright of ACCOTAX – Accountants & Tax Consultants – © Accotax London Limited. All rights reserved. Any redistribution or reproduction of part or all of the contents in any form is prohibited other than the following:
• you may print or download to a local hard disk extracts for your personal and non-commercial use only
• you may copy the content to individual third parties for their personal use, but only if you acknowledge the website as the source of the material.
You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.
Data Protection
Accotax London Limited is registered with the Information Commissioner’s Office (ICO) under registration reference ZA197888. We will process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Data (Use and Access) Act 2025 insofar as applicable, and other applicable data protection and privacy legislation, as amended from time to time.
Depending on the processing activity, we may act as an independent data controller, a joint controller or a processor acting on your documented instructions. Our role will be determined by the actual purposes and means of the processing, not solely by this agreement. Where applicable law requires a controller–processor agreement, the parties will put in place the required terms covering instructions, confidentiality, security, subprocessors, assistance with individual rights and breaches, international transfers, retention, and return or deletion of data.
We will maintain appropriate technical and organisational measures to protect personal data, use and share information only where there is a valid legal basis, and provide information about our processing in an applicable privacy notice. You are responsible for providing us with personal data lawfully and for meeting your own obligations as a controller or employer where relevant. Personal data may be retained where required for legal, regulatory, professional indemnity, record-keeping or legitimate business purposes, subject to applicable law.
Website Disclaimer
The information contained in this website is for general information purposes only. The information is provided by ACCOTAX – Accountants & Tax Consultants and while we endeavour to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk. In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.
Through this website you are able to link to other websites which are not under the control of ACCOTAX – Accountants & Tax Consultants. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them. Every effort is made to keep the website up and running smoothly. However, ACCOTAX – Accountants & Tax Consultants takes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.
Privacy Policy Notice
This page contains the information gathering and use policies adopted by ACCOTAX – Accountants & Tax Consultants in connection with this website. These policies are subject to periodic review and any changes will be included within this section of the site. ACCOTAX – Accountants & Tax Consultants are not responsible for the privacy policies of third party sites to which links are provided. You should check the privacy policies on these sites before providing any personal information.
Collection of Information
IP addresses of visitors are logged for administration purposes. The IP address indicates the location of your computer on the Internet. This information may be aggregated to provide statistical information about the users of our site. No individual user will be identifiable from such information, which is used to ensure the ACCOTAX – Accountants & Tax Consultants website reflects the needs of users. IP addresses are not used to track your session and are not linked to anything personally identifiable. ACCOTAX – Accountants & Tax Consultants does not require registration for access to the site.
It will normally be clear when personal information is being collected. Personal information is generally collected for the following purposes:
• So we can deliver requested materials or information
• If you book to attend an event
• If you submit an online form
• If you apply to work for ACCOTAX – Accountants & Tax Consultants
• If you register for access to a secure area of our site used to exchange information between us.
The information required is necessary to enable ACCOTAX – Accountants & Tax Consultants to deal with your enquiry, but additional information may be requested to help us to provide the most appropriate response. If such additional information is requested, it is highlighted and its provision is voluntary.
Sensitive information is not sought through the website except where legally required as part of the recruitment process. Sensitive information includes data relating to: race or ethnic origin; political opinions; religious or other similar beliefs; trade union membership; physical or mental health; sexual life or criminal record. Where you do provide sensitive information this will be accepted as explicit consent to ACCOTAX – Accountants & Tax Consultants to use that information in connection with the purpose for which it has been provided.
Cookies
We and our partners use cookies to monitor user activity on our website, provide some services and to gather data which helps us to understand how our users interact with the site. If you would like us not to use cookies, please turn cookies off through your browser settings. If you accept our cookies, please note that they will remain in your computer for 60 days unless you delete them. Please be aware that turning off cookies may limit your use of our website.
Use of Information
The information is used only for the specific purpose for which it was provided except where you explicitly select to receive other information from ACCOTAX – Accountants & Tax Consultants. When requesting material or asking someone to contact you, you may have the option to request other information that may be of interest. You can opt out of receiving information from ACCOTAX – Accountants & Tax Consultants or request that your personal details are deleted from our systems at any time by emailing us at info@accotax.co.uk.
Accuracy of Information
ACCOTAX – Accountants & Tax Consultants assumes responsibility for keeping an accurate record of personal data once you have submitted the information, but not for confirming the on-going accuracy of your personal information. If you advise ACCOTAX – Accountants & Tax Consultants that your personal data is no longer accurate, it will be amended (where practical).
Provision of Information to Third Parties
Information is normally only provided to a third party if it is required to deal with your enquiry, but there may be other circumstances where ACCOTAX – Accountants & Tax Consultants is required to provide information as a result of legal process. ACCOTAX – Accountants & Tax Consultants does not undertake marketing activities for third parties, nor does it provide information to third parties for their own marketing purposes. But we may from time to time introduce products or services to our clients which we believe may benefit you.
Retention of Information
The information is kept for as long as is necessary to fulfil your request or deal with your job application. Where you have consented to additional information being provided by ACCOTAX – Accountants & Tax Consultants your details will be retained for a reasonable period of time.
Security of Information
The data controller collecting the information described in this statement is ACCOTAX – Accountants & Tax Consultants. Generally accepted standards of technology and operational security have been implemented to protect personal information from loss, misuse, alteration or destruction. All ACCOTAX – Accountants & Tax Consultants personnel are required to keep personal information confidential and only authorised persons have access to such information.
Disclaimers, Privacy & Cookies Policies: https://accotax.co.uk/legal/
General Data Protection Regulation (GDPR): https://accotax.co.uk/legal/
Other Terms and Conditions for Website Usage
If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern ACCOTAX – Accountants & Tax Consultants’ relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use our website.
The use of this website is subject to the following terms of use:
• The content of the pages of this website is for your general information and use only. It is subject to change without notice.
• This website uses cookies to monitor browsing preferences. If you do allow cookies to be used, the following personal information may be stored by us for use by third parties.
• Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
• Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
• This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
• All trade marks reproduced in this website which are not the property of, or licensed to, the operator are acknowledged on the website.
• Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
• From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
• Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.