Terms of Engagement

Thank you for choosing Blackwood Bookkeeping Solutions Pty Ltd. We look forward to supporting your business with professional bookkeeping and BAS services.

These Terms of Engagement outline the foundation of our working relationship, including responsibilities, service boundaries, and important compliance expectations. If you have any questions, please contact our office.

Our Professional Commitment

As registered BAS Agents and professional bookkeepers, we aim to provide services that are accurate, ethical, and aligned with best practice.

We are members of the Institute of Certified Bookkeepers, Australian Bookkeepers Network and Australian Payroll Association, and adhere to professional standards, continuing education requirements, and ethical obligations under the Tax Agent Services Act 2009 and the Tax Practitioners Board (TPB) Code of Conduct.

Your Responsibilities

To ensure we can deliver services efficiently and correctly, you agree to:

  • provide clear, accurate, and timely instructions
  • respond to queries promptly (generally within 48 working hours)
  • notify us of changes to contact details, authorisations, or business circumstances
  • maintain records and documents as required by law
  • provide access to software platforms required for service delivery
  • meet your obligations under Fair Work, the ATO, and other regulatory bodies
  • review reports and outputs we provide and advise of any concerns promptly

You remain responsible for the accuracy of information contained in any statutory return or lodgement.

Our Responsibilities

Blackwood Bookkeeping Solutions will:

  • deliver bookkeeping, payroll and BAS services with due care, professionalism, and integrity
  • communicate transparently and respectfully
  • treat your information with strict confidentiality
  • provide services aligned with the agreed scope of engagement
  • recommend solutions that support your business needs

Scope, Source Documents, and Record Keeping

Your bookkeeping is completed based on the information supplied to us. Our services do not constitute an audit.

You acknowledge that:

  • valid tax invoices and supporting documentation must be retained by you
  • GST may not be claimed where treatment cannot be verified
  • you remain responsible for the completeness and accuracy of records provided
  • business records are your legal responsibility, including protection against fraud and cyber risks

Payroll Services and Fair Work Obligations

Where we are engaged to provide payroll services:

  • payroll processing is completed based on information provided by you
  • you remain responsible for Award interpretation, Fair Work compliance, and employment conditions
  • we recommend regular workplace audits to ensure legislative obligations are met

Blackwood Bookkeeping Solutions is not engaged as an HR expert, and independent HR advice should be obtained where required.

Payment Preparation and Client Authorisation

To protect your business and maintain clear compliance boundaries:

  • Blackwood Bookkeeping Solutions may assist with preparing supplier, payroll, and superannuation payment batches based on information provided by you.
  • You remain solely responsible for reviewing, approving, and releasing all payments from your bank account, including completing any required token, approval code, or multi-factor authentication step.
  • Blackwood Bookkeeping Solutions does not authorise, execute, or independently disburse funds on behalf of the Client.

Where we have access to online banking, such access is typically restricted to uploading or scheduling payments for your final approval.

Pay Day Super and Superannuation Contributions

Where Pay Day Super services are provided:

  • contributions are prepared through Xero or an approved clearing house platform
  • superannuation is generally considered paid only when received by the employee’s fund
  • clearing house processing timeframes may require approval well in advance of due dates
  • the Client remains the final authoriser of all superannuation releases

Detailed Pay Day Super authority and approval requirements are governed under the Engagement Agreement authorities.

Lodgements and Authorisation

We will only lodge BAS, IAS, STP, payroll tax or other returns with the ATO and state revenue offices once written authorisation has been received from you.

You remain liable for late lodgement penalties where approval is delayed or not provided.

Confidentiality and Privacy

We comply with the Privacy Act 1988. Information collected is used solely for service delivery and compliance purposes.

We will not disclose confidential information without your consent, except where required by law.

We use secure cloud-based systems to store and manage client data.

Use of Cloud Services and Third-Party Providers

We utilise a range of software platforms and service providers (such as Xero, Hubdoc, Ignition, Karbon and related systems) to deliver efficient services.

Your information may be disclosed to third parties only where necessary for service delivery, compliance, or payment processing, and only under appropriate confidentiality and security controls.

Fees, Payment Terms, and Service Continuity

Services are billed on a prepaid or recurring cycle unless otherwise agreed.

You agree to maintain sufficient cleared funds for scheduled direct debits. Missed payments may result in suspension of services or recovery action.

Fees may be reviewed periodically, and material changes will be communicated in advance.

Termination of Engagement

Either party may terminate this engagement by providing written notice.

Where termination occurs:

  • all work performed up to the termination date must be paid in full
  • records are retained for seven (7) years in accordance with legislative requirements
  • clients are encouraged to download key financial information prior to disengagement

Limitation of Liability

You agree that:

  • we are not responsible for losses arising from incorrect or incomplete information provided by you
  • electronic communications may carry security risks
  • we do not guarantee third-party processing timeframes (including clearing houses and financial institutions)

Regulatory Changes and Ongoing Compliance

Australian regulatory requirements may evolve over time, including AML/CTF reforms affecting certain payment-related services.

Blackwood Bookkeeping Solutions may update workflows, approval requirements, or engagement boundaries to ensure ongoing compliance. Clients will be notified of material changes.

Engagement Authorities

Your Engagement Agreement may include specific written authorities, such as:

  • Authority to Act – BAS Agent, Contact Accountant, Maintain Bank Feeds, Prepare Payments
  • Authority to Act – Maintain Payroll & Superannuation
  • Authority to Act – Single Touch Payroll
  • Authority to Act – Pay Day Super

These authorities form part of the overall engagement framework.

Acceptance

By engaging Blackwood Bookkeeping Solutions Pty Ltd, you confirm that you have read and accepted these Terms of Engagement. These Terms may be updated from time to time and will remain available on our website.

Further Information and Key Engagement Documents

Your engagement with Blackwood Bookkeeping Solutions is supported by a suite of documents designed to ensure transparency, professionalism, and compliance.

Please also refer to our related engagement documents:

Support and Contact

If you have any questions about these documents, how we work, your rights and responsibilities, or our professional obligations, please reach out to your dedicated bookkeeper or contact our team at:

sarah.stein@blackwoodadvisory.au

We’re here to help you feel informed, supported, and confident every step of the way.