1. Scope of Services
At EcommTea, we specialize exclusively in e-commerce bookkeeping, offering tailored services to help businesses grow with confidence.
Our comprehensive services include:
- Monthly Bookkeeping — Recording and reconciling transactions, categorizing income and expenses, and delivering insightful financial reports.
- Clean-up & Catch-up Services — Correcting past discrepancies, reconciling accounts, and ensuring up-to-date financials.
- Advisory & Insights — Offering data-driven recommendations and financial modeling to optimize business performance.
- Sales Tax Compliance — Managing reporting and compliance with both state and federal regulations.
- Inventory Management — Tracking and optimizing inventory with seamless financial alignment.
- Integration Services & Workflow Automation — Streamlining operations by connecting your e-commerce and financial systems.
- Data Migration Services — Ensuring smooth transitions between accounting platforms with data integrity.
- Custom Dashboards — Building interactive dashboards for real-time financial visibility.
2. Client Responsibilities
For smooth and efficient service delivery, we kindly require clients to:
- Provide timely access to financial accounts, sales channels, and expense records.
- Maintain accurate transaction records across all platforms.
- Inform us promptly of significant business changes that could affect financial reporting.
- Respond quickly to any inquiries regarding transactions or account discrepancies.
3. Bookkeeping Process & Deliverables
- Transactions are recorded weekly and reconciled monthly.
- Core financial statements — Profit & Loss, Balance Sheet, and Cash Flow Statement — are delivered by the agreed reporting date.
- Reports are based on client-provided data; discrepancies or missing information will be flagged for immediate review.
4. Software & Integrations
We support leading accounting platforms and e-commerce integrations, including:
- QuickBooks Online, Xero
- Shopify, Amazon, Walmart, eBay, Etsy
- Payment processors like Stripe, PayPal, Square
- Sales tax automation and reporting systems
- Data migration and workflow integration platforms
5. Data Accuracy & Limitations
While we are committed to delivering precise bookkeeping, our services rely on the accuracy of client-provided data. We are not responsible for errors resulting from:
- Incomplete or incorrect information
- Missing supporting documentation
- Uncommunicated changes to financial data
6. Compliance & Taxation
- We provide sales tax compliance services and collaborate with clients to ensure accurate remittance.
- Tax preparation and filing are outside the scope of our services; however, we work closely with CPAs and tax advisors.
- Clients remain responsible for submitting necessary tax documents within regulatory deadlines.
7. Engagement & Payment Terms
- Our services operate on a monthly subscription basis, payable at the start of each billing cycle.
- Clean-up and catch-up projects are quoted separately based on project complexity and volume.
- Delays due to missing documentation or slow responses may impact service timelines.
- Late payments may lead to suspension or termination of services.
8. Confidentiality & Data Security
- All client data is stored securely with access limited to authorized personnel only.
- We use industry-leading encryption and security protocols to protect sensitive information.
- Client data will never be shared with third parties without consent unless legally required.
9. Termination of Services
- Either party may terminate engagement with 30 days' written notice.
- Upon termination, final reconciliations and reports will be delivered for the last paid period.
- Clients are responsible for exporting and backing up their financial data before service closure.
10. Dispute Resolution
- Any disputes regarding services must be brought to our attention within 30 days of report delivery.
- We are committed to resolving concerns through good-faith mediation before escalating to legal proceedings.
By engaging with EcommTea, clients acknowledge and agree to the terms outlined in this Bookkeeping Policy. This policy ensures transparency, consistency, and the highest level of service for e-commerce businesses.
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