TERMS OF SERVICE: TaxMates Solutions LTD
Last Updated: 15/05/2026
These Terms of Service ("Terms") form a legally binding agreement between TaxMates Solutions Ltd ("Company", "we", "our", or "us"), a UK-registered bookkeeping and payroll service provider for sole traders, subcontractors, tradespeople, and small businesses, and you, the client ("Client", "you", or "your").
By using our bookkeeping, payroll, CIS subcontractor accounting, VAT tracking, and HMRC submission services (the "Services"), you agree to these Terms.
1. Scope of Services for Sole Traders and Trades Businesses
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Service Agreement:
Our bookkeeping and payroll services for sole traders, CIS subcontractors, construction workers, electricians, plumbers, and small UK businesses will be clearly defined in your Letter of Engagement.
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No Auditing Services:
We provide bookkeeping and financial record processing only. We do not carry out audits. You remain responsible for ensuring all figures submitted to HMRC are accurate.
2. Service Plans & Engagement Options
We provide flexible bookkeeping and payroll pricing options for tradespeople, contractors, and sole traders:
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Hourly Service Option:
Pay only for the time spent on your bookkeeping, CIS returns, payroll processing, and HMRC submissions.
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Fixed Monthly or Annual Packages:
A predictable subscription plan designed for small businesses, subcontractors, and self-employed workers who want ongoing accounting support.
3. Invoicing and BACS Payment Terms
All bookkeeping, payroll, and CIS accounting services must be paid via UK BACS bank transfer to our nominated business account.
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Fixed Contracts (Monthly/Annual):
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Invoicing: Invoices are issued in advance according to your agreed service plan for bookkeeping or payroll support.
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Payment Terms: Payment is required within 7 days of invoice date for Monthly contracts or 21 days of invoice date for Annually.
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Hourly Services:
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Monthly Billing: Hourly bookkeeping and payroll work is invoiced on the 24th of each month.
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Payment Terms: All invoices must be paid within 7 days via BACS transfer.
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Bank Holidays: If the 24th falls on a weekend or UK bank holiday, invoicing will take place on the previous working day.
4. Late Payments and Service Suspension
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Late Payment Charges:
We may apply statutory interest under the Late Payment of Commercial Debts Act 1998 (8% above base rate).
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Service Suspension for Trades & Contractors:
Payroll processing, CIS submissions, and bookkeeping services may be paused if invoices remain unpaid beyond the 7-day payment term.
5. Client Responsibilities (Sole Traders, CIS & Small Businesses)
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Identity Verification (AML Compliance):
We are required under UK Anti-Money Laundering laws to verify all sole traders, contractors, and business owners before work begins.
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Providing Records:
You must supply invoices, receipts, bank statements, and CIS or payroll information on time. Delays may impact HMRC submissions or payroll deadlines.
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HMRC Authorisation:
You agree to grant us agent access to HMRC services for PAYE, VAT, and CIS filing where applicable.
6. Data Protection and UK GDPR
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Role of Data Controller/Processor:
You are the Data Controller. TaxMates Solutions Ltd acts as Data Processor for bookkeeping, payroll, and CIS accounting services.
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Secure Data Handling:
We use secure accounting systems to protect sensitive financial and payroll data for sole traders and businesses.
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Confidentiality:
Your financial data will never be sold or shared, except where required by HMRC or UK law.
7. Limitation of Liability
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Liability Limit:
Our liability is limited to the total fees paid by you in the last 12 months.
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HMRC Penalties:
We are not responsible for fines or penalties caused by incorrect, incomplete, or late information supplied by the client.
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Legal Protections:
Nothing in these Terms excludes liability for fraud or any liability that cannot be excluded under UK law.
8. Termination of Services
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Notice Period:
Either party may terminate services with 30 days’ written notice.
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Immediate Termination:
We may suspend or terminate services for non-payment, AML non-compliance, or breach of UK tax obligations.
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Handover of Records:
Financial records will be transferred once all outstanding invoices are settled.
9. Governing Law
These Terms are governed by the laws of England and Wales. Any disputes will be handled exclusively by the courts of England and Wales.
10. Contact Information
For bookkeeping, payroll, or CIS subcontractor accounting enquiries, contact TaxMates Solutions Ltd: