Terms of Service

1. Services

501cbookkeeping provides bookkeeping and financial management services exclusively to 501(c)(3) nonprofit organizations, including but not limited to:

• Fund-based accounting and monthly bookkeeping
• Financial statement preparation
• Form 990 filing assistance and coordination
• Grant tracking and restricted fund management
• Budget development and variance reporting
• Audit preparation support

The specific scope of services provided to each client is defined in a separate engagement letter or service agreement. These Terms apply in addition to that agreement.

2. Client Responsibilities

To enable us to perform services effectively, you agree to:

• Provide accurate, complete, and timely financial records, bank statements, receipts, and other documentation we request
• Notify us promptly of any material changes to your organization's finances, structure, grant agreements, or tax-exempt status
• Designate an authorized representative to communicate with us and approve deliverables
• Make timely payments according to your agreed service plan
• Review financial reports and statements provided and notify us of any discrepancies within 30 days of receipt

3. Fees and Payment

Services are billed at flat monthly rates as outlined in your engagement agreement. Unless otherwise specified:

• Invoices are issued monthly and due within 15 days of the invoice date
• Late payments may incur a 1.5% monthly finance charge on the outstanding balance
• We reserve the right to suspend services for accounts more than 30 days past due
• One-time services (such as catch-up bookkeeping or cleanup projects) are invoiced separately and may require a deposit before work begins

4. Confidentiality

We treat all client financial records and organizational information as strictly confidential. We will not disclose your information to third parties except as required by law, with your written consent, or to service providers directly supporting your engagement (such as accounting software platforms) under confidentiality obligations. This confidentiality obligation survives termination of the engagement.

5. Scope Limitations

Our services are bookkeeping and financial management services, not legal or tax advice. Specifically:

• We do not provide legal advice regarding tax-exempt status, employment law, or regulatory compliance
• Form 990 assistance is preparation support only; filing responsibility remains with your organization and its authorized officers
• We do not perform audits or attest to the accuracy of financial statements as a licensed CPA firm would; we recommend engaging a CPA for audit or attest engagements
• Our work product is based on information you provide; we are not responsible for errors arising from incomplete or inaccurate information supplied by your organization

6. Intellectual Property

All templates, tools, processes, and methodologies used by 501cbookkeeping remain our intellectual property. Financial reports, statements, and deliverables prepared specifically for your organization are your property upon full payment of fees. Content on this website — including text, graphics, and design — may not be reproduced without written permission.

7. Term and Termination

Ongoing service engagements continue month-to-month unless a fixed term is specified in your engagement agreement. Either party may terminate services by providing 30 days' written notice. Upon termination:

• All outstanding fees for services rendered through the termination date are due immediately
• We will provide a reasonable transition period and deliver your records in an organized format within 30 days
• Confidentiality obligations and any other provisions that by nature should survive will remain in effect

We reserve the right to terminate immediately for non-payment, material breach of these Terms, or conduct that is fraudulent or illegal.

8. Limitation of Liability

To the fullest extent permitted by law, 501cbookkeeping's liability for any claim arising from our services shall not exceed the total fees paid by you in the three (3) months preceding the claim. We are not liable for indirect, incidental, consequential, or punitive damages, including loss of funding, grant disqualification, or IRS penalties arising from information you provided that was inaccurate or incomplete.

9. Dispute Resolution

We encourage direct communication to resolve any disputes. If a dispute cannot be resolved informally, both parties agree to attempt mediation in good faith before pursuing litigation. Any legal proceedings shall be governed by the laws of the State of North Carolina and conducted in Buncombe County, NC.

10. Website Use

This website is provided for informational purposes. You agree not to use it to transmit unlawful, harmful, or abusive content, attempt to gain unauthorized access to any system, or reproduce or distribute site content without permission. We reserve the right to update or discontinue any part of this website without notice.

11. Changes to These Terms

We may update these Terms at any time. Active clients will be notified of material changes by email. Continued use of our services after notice of changes constitutes your acceptance of the updated Terms.

12. Contact

Questions about these Terms should be directed to: