Service Terms & Conditions

Last updated: 20/08/2025

These Terms & Conditions (“Terms”) set out the basis on which Lumina Bookkeeping Ltd (“we”, “our”, “us”) provides bookkeeping services to our clients (“you”, “your”).

By engaging our services, you agree to these Terms.

1. Our Services

We provide bookkeeping services including but not limited to:

recording transactions, reconciling accounts, preparing VAT returns, and providing financial reports.

We do not provide tax advice or accounting services (e.g. accruals, prepayments, depreciation, corporation tax). These remain the responsibility of your accountant. We will liaise with your accountant as required to support year-end submissions.

2. Your Responsibilities

You agree to provide accurate, complete, and timely information and documents (e.g. invoices, receipts, bank statements) necessary for us to carry out our services.

You remain legally responsible for your own financial records, tax compliance, and any submissions to HMRC.

We are not liable for any errors, penalties, or losses arising from late, incomplete, or inaccurate information supplied by you.

3. VAT Returns

We can prepare and submit VAT returns on your behalf, based on the information you provide.

Responsibility for ensuring VAT returns are accurate and compliant with HMRC rules remains with you.

4. Making Tax Digital (MTD)

Where applicable, we will prepare your records in line with HMRC’s Making Tax Digital requirements.

You are responsible for ensuring you meet HMRC filing deadlines and thresholds.

5. Fees & Payment

Our fees are agreed in advance, based on the scope of work required.

We do not charge by the hour; fees are set by service package or workload.

Monthly Bookkeeping Services
- Fees for ongoing bookkeeping services are invoiced on the 1st of each month and are payable in advance of work commencing for that month.
- Work will not begin until payment has been received in full.

Ad-hoc / One-off Services
- Fees for ad-hoc or one-off services (e.g. VAT reviews, report preparation, clean-up work) are invoiced prior to the start of the service and must be paid in advance.
- Work will not commence until cleared funds have been received.

Scope of Work
- Fees are based on the agreed scope of work. If the scope changes, we will provide a revised quote and seek your approval before proceeding.

Payment Method
- Payments should be made via bank transfer or DD for monthly bookkeeping services.

Late Payments
- If payment is not received in accordance with these terms, we reserve the right to suspend services until payment is made.
- Late payments may incur interest at 4% above Bank of England base rate from the due date until the balance is paid in full.

6. Confidentiality & Data Protection

We will treat all information you provide as strictly confidential.We comply with UK GDPR and the Data Protection Act 2018. Please see our Privacy Policy for details.You authorise us to share information with your accountant, HMRC, or service providers (e.g. Xero) where necessary to deliver our services.

7. Limitation of Liability

We will perform our services with reasonable skill and care.We are not liable for losses, penalties, or damages arising from: Errors or omissions in information you provide.Decisions you make based on reports or information we prepare.Delays or failures caused by circumstances beyond our reasonable control.Our total liability for any claim is limited to the amount of fees paid by you in the 12 months preceding the claim.

8. Termination

Either party may terminate the agreement with 30 days notice. We may terminate immediately if fees are unpaid, information is not provided, or these Terms are breached.

9. Governing Law

These Terms are governed by and interpreted in accordance with the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.