Payment Terms & Collections Policy
At Salt & Sage Bookkeeping, we are committed to providing reliable, professional bookkeeping services while maintaining transparent billing practices. The following policy outlines our payment requirements, accepted payment methods, and procedures for managing past-due accounts.
1. Payment Terms
All invoices are due upon receipt unless otherwise specified in a signed engagement agreement.
Monthly Bookkeeping: Invoices are issued on either the 1st or 15th of each month, based on the client's established billing schedule. All invoices are due upon receipt.
Automatic ACH Payments: Enrollment in automatic ACH payments is required for all recurring monthly bookkeeping clients. Payments are automatically processed on the designated billing date.
Catch-Up & Cleanup Services: A minimum 50% deposit is required before work begins. Additional progress payments may be required for larger projects.
Additional Services: Work outside the original engagement is billed at $250 per hour unless otherwise agreed upon in writing.
Onboarding Fees: Due before services begin.
2. Accepted Payment Methods
ACH Bank Transfer: Required for recurring monthly bookkeeping services. No additional processing fee applies.
Credit Cards: Accepted as an alternative payment method, subject to a 3% processing fee where permitted by applicable law and card-network rules, with appropriate disclosure.
Clients are responsible for maintaining valid payment information and sufficient funds. Declined or unsuccessful payments do not extend the original invoice due date.
3. Late Payments & Collections
5 Days Past Due: A courtesy payment reminder will be issued.
10 Days Past Due: A $35 late fee may be assessed where agreed upon and legally permitted.
30 Days Past Due: Bookkeeping services may be suspended following written notice.
Continued Nonpayment: Salt & Sage Bookkeeping reserves the right to terminate services and pursue lawful collection remedies.
4. Suspension of Services
Salt & Sage Bookkeeping reserves the right to suspend bookkeeping, reconciliations, financial reporting, payroll processing, and tax filing services for accounts that are 30 days past due, following appropriate written notice and subject to existing contractual and legal obligations.
Clients remain responsible for applicable business, payroll, and tax deadlines except where otherwise required by law or contract.
5. Outstanding Balances & Legal Collections
Unpaid balances may be pursued through written payment demands, approved payment arrangements, authorized collection agencies, or appropriate legal proceedings.
Reasonable attorney fees, court costs, and other collection expenses may be recovered only where authorized by applicable Hawaiʻi law or an enforceable agreement.
6. Client Records & QuickBooks Online Access
Clients retain ownership and authorized access to their QuickBooks Online accounts and financial records.
Salt & Sage Bookkeeping will not restrict access to client-owned accounting software or withhold records in violation of applicable law.
7. Payment Arrangements
Payment arrangements may be considered on a case-by-case basis and must be approved in writing.
Failure to comply with an approved payment arrangement may result in further collection action or suspension of services.
8. Termination for Nonpayment
Salt & Sage Bookkeeping reserves the right to terminate services for continued nonpayment, following appropriate written notice and subject to the engagement agreement and applicable law.
Clients remain responsible for all outstanding balances for services performed through the termination date.
9. Governing Law
This policy is governed by the laws of the State of Hawaiʻi. Disputes shall be handled in the appropriate court in Maui County, Hawaiʻi, subject to applicable jurisdiction and venue requirements.
10. Policy Acknowledgment
This policy applies to clients whose signed engagement agreements incorporate these terms. By signing the applicable engagement agreement, clients acknowledge and agree to the payment and collections provisions outlined herein.
Salt & Sage Bookkeeping
By Ahni Francisco