Terms and Conditions

1. Accountancy service

Our responsibilities

We shall for the company accounting year in which you subscribe to our accountancy service, provide the following to you, subject to you confirming acceptance to these on application for the service (if you have not agreed to the specific services, then the relevant section below will not apply):

Company year end accounts

• Prepare your company year end accounts in a compliant format for your approval electronically

• File online your Abbreviated and Full accounts at Companies House

• Issue you with electronic copies of your year end accounts for your records

Corporation Tax

• Complete your Corporation Tax return (CT600)

• Prepare your Corporation Tax computations

• File online your CT600 with HMRC

• Advise you of your Corporation Tax payment

VAT

• Calculate your quarterly VAT returns for your approval

• File VAT returns online with HMRC on your behalf

• Advise you of your VAT payments

Pay As You Earn (PAYE)

• Present to you payslips for your directors and employees each period (weekly or monthly) for your review / amendment

• Real Time Information (RTI) submission of your payroll records to HMRC each period

• Advise you of your quarterly or monthly PAYE Tax and National Insurance payments

• Production of P60 for all employees / directors

• Production of P45 for leavers

• Statutory Maternity Pay (SMP) calculations

Our monthly subscriptions include payroll for up to 2 directors / employees. For 3 or more directors / employees an additional fee will be agreed in writing.

HMRC correspondence

• Maintain your records at HMRC for VAT, Corporation Tax and PAYE

• Handle day to day correspondence from HMRC on your behalf – this includes writing and speaking with HMRC where required.

• Help with penalty appeals to HMRC (excluding penalties that result from late payments or filing caused by negligence or error on your part).

• We will not assist with any HMRC enquiries, unless specifically agreed in writing and an additional fee is agreed.

Advice

Our service to you includes advice on day to day tax and accounting related topics. The advice is subject to a fair use policy. If we determine that the amount of advice has or will exceed fair use we may charge separately for ongoing advice to you.

Additional fees may apply where specialist advice is required and we will notify you of this in advance.

We are not regulated by the Financial Services Authority to offer investment advice. For such advice we recommend you seek advice from a regulated and authorised Independent Financial Advisor.

Your responsibilities

So that we can provide our services to help you meet your obligations for compliance, you agree to the following:

Appointing us

We will ask you to formally appoint us at HMRC as your tax agent. You agree to:

• Authorise us to file your returns electronically online at HMRC for VAT, Corporation Tax, PAYE and Self Assessment (where required)

• Authorise us to speak and write to HMRC on your behalf with regards to your VAT, Corporation Tax, PAYE and Self Assessment (where required)

Record keeping

Your records are entirely your responsibility and we are wholly dependent on them to provide our service to you. It is your responsibility to ensure their completeness and accuracy and that they will not be misleading or fraudulent.

So that we can prepare accounts and tax returns, you agree to regularly keep all your records up to date.

These records include but are not limited to:

• Invoices

• Business expenses

• Asset purchases

• Mileage records

• Dividends

• Payslips

• Reconciled books for all business accounts

You agree to ensure your bookkeeping records match all your business bank accounts exactly when you reach your VAT period end, company financial year end, and before you process dividend payments.

Any missing or inaccurate entries may result in your taxes being calculated incorrectly for which we cannot be held responsible for.

If you fall behind on your record keeping or if incorrect returns are submitted as a result of errors or omissions, additional fees may apply to reconcile your accounts.

VAT

You agree to review and approve your VAT returns before we submit your returns to HMRC on your behalf.

You agree to notify us if you believe your circumstances have or will change such that it affects your eligibility to use the Flat Rate Scheme or any other aspects of your VAT accounting.

PAYE and dividends

You agree to review your company payslips to ensure accuracy prior to submission via RTI. 

You agree that you will process payslips and dividends before any payments are made.

Payment of taxes

We will have no access to your bank accounts. You shall ensure that payment of all taxes are made to HMRC in time and for the full amount as per our guidance.

Companies House confirmation statement filing

It is the responsibility of the company director or secretary to ensure that a confirmation statement (CS01) is filed at Companies House each year. You agree that you will ensure this requirement is met each year.

Provision of information by you

To avoid penalties and interest charges it is important your records at HMRC and Companies House are always up to date. You will notify us of any changes to your personal details including names or addresses.

You are legally responsible for making correct returns for your tax liabilities and for making payment of the taxes on time. So that we can provide services to you to help you continue to be compliant, you agree that any information we request will be provided by you in a timely manner. Failure to meet deadlines and resultant penalties due to late supply or delays in the provision of information requested will be your responsibility.

Should you make any changes to your company structure, for example appoint shareholders or directors, you agree that you will notify us. We will ensure your records are up to date to ensure on-going compliance.

Any correspondence you receive from HMRC or Companies House, no matter how insignificant, maybe important to us in the performance of our duties. You agree to promptly forward any correspondence to us.

Additional information for established companies that have traded

The transfer of a trading company to us / the accounting software we use will be complete once we have inputted your opening balances from previous years accounts and / or in year balances. This is dependent on the provision of complete records from you and / or your previous accountant.

Professional clearance

If you previously appointed an accountant to look after your accounting requirements, we will contact them to gain Professional Clearance and to transfer your accounting records.

Past year end accounts and tax returns

Accounts production and tax returns for previous company financial year(s) are not included within our monthly subscription fee. We can assist with manual accounts production separately if required.

Should any issues be identified in previous accounts or tax returns they shall be brought to your attention. We shall await your instruction before proceeding.

Migration fees

If you appoint us part way through your company year, a migration fee may apply that we displayed in our application form when you appoint us.

Service commencement

We will commence acting as your accountant from the date that you appoint us subject to professional clearance and receipt of your accounting records. Any issues that subsequently arise that relate to errors in submissions or records predating our services to you, additional fees may apply.

Opening balances

Using the records provided by your previous accountant, we will input your company opening balances in our accounting software. We cannot be held responsible for any inaccuracies, omissions or errors within the opening balances.

If your opening balances have not been entered by the end of your company financial year that we are appointed, we will be unable to prepare your year end accounts.

2. Self Assessment Tax Return service

We will if requested by you, prepare and file Self Assessment Tax Returns for directors and shareholders of your company. Additional fees will be charged, based on our stand self assessment criteria. Fees are calculated and displayed before you submit the Self Assessment Tax Return questionnaire in our Online Application, and may vary depending on the complexity of the return and the date the questionnaire and supporting information is submitted.

We will quote you for preparation of returns based on the information you enter in our Self Assessment Tax Return questionnaire. Should upon receipt of additional information to allow us to prepare the return we find that significant additional work is required to complete the return, we may need to quote an additional fee.

On all subscriptions, questionnaires and supporting information submitted after 31 October will be subject to an additional fee. To guarantee meeting the HMRC filing deadline 31 January, your questionnaire must be submitted and supporting information provided before 31st December.

You agree to provide all the information related to personal income for the given tax year before we start to prepare tax returns. If a tax return shows that HMRC are due additional tax, we will explain how much needs to be paid to HMRC. It is the tax payers responsibility to make the payment on time from their personal bank account.

The individual whose return is prepared will be required to check their own return prior to its submissions to HMRC. If a return is prepared and approved by the individual then later found to contain errors, a repeat preparation and filing charge will be made to correct the error. If any errors result in additional payments being due to HMRC, Your Property Tax Expert cannot be held responsible and it is the tax payers responsibility to make the payment to HMRC.

We will deal with all communications relating to returns addressed to us by HMRC or passed to us by you. However, if HMRC chooses your return for a random enquiry this work may need to be the subject of a separate assignment in which case we will seek further instruction from you.

3. Bank and Bookkeeping services

Bank feeds

If you subscribe to our bank feed service we will use third party software such as Xero or Quickbooks and they will import your import your bank transactions into their application. As the data is provided by your bank, we cannot guarantee the accuracy or availability of data we receive. You must therefore ensure that you periodically check to ensure your records are accurate and complete.

Bookkeeping services

We may offer you a bookkeeping service. Using your business bank statements or bank feeds we shall reconcile your business accounts in third party software such as Xero or Quickbooks.

Due to the limited information about your transactions included on bank statements and in the absence of original receipts or invoices, you will be required to check transactions recorded for accuracy of accounting categories and VAT rates. Your Property Tax Expert shall not be held responsible for any errors or omissions. Your review and approval will be required prior to submission of any tax returns or company accounts.

5. Workplace pensions

This section only applies if your company is required to, or if you elect to voluntarily operate an employer workplace pension scheme.

Your Property Tax Expert will not advise on the suitability of any pension scheme, but will provide the necessary compliance services to support the monthly filing obligations.

General disclaimer

We will not accept responsibility if you act on advice previously given by us or anyone else without first confirming that the advice is still valid in light of any change in the law or your circumstances.

We operate a strict zero-tolerance policy on sexual harassment towards our staff. Any such behaviour will result in immediate action, which may include termination of services

We will accept no liability for losses arising from changes in the law or the interpretation thereof that occur after the date on which the advice is given.

You are responsible for keeping and retaining all the records required by law. These include:

• records about employees: e.g. name, date of birth, National Insurance number, gross earnings, contributions, gender, address, status within the pension scheme, opt-in notice and joining notice

• records about the pension scheme: e.g. employer pension scheme reference, scheme name and address and other information in respect to the specific pension scheme

Our services, as detailed in this document, are subject to the limitations of liability set out in our engagement letter and in the ‘Limitation of Liability’ section of our standard terms and conditions of Business.

You are legally responsible for:

• ensuring that your payroll and pensions records are correct and complete

• making payment of pension contributions on time

Failure to do this may lead to automatic penalties, surcharges and/or interest.

To enable us to carry out our work you agree to provide the full information necessary for dealing with your employees’ pension, we will rely on the information and documents being true, correct and completed and will not audit the information or these documents

We will process changes only if notified by authorised individuals who notify us, within reasonable time, prior to the payroll date of all transactions or events which may need to be considered in relation to automatic enrolment obligations for the period, including details of:

• all new employees and details of their remuneration packages

• all leavers and details of termination arrangements for all employees

• changes in categorisation or status of your employees

• all opt-in and opt-out requests from your employees

• all remuneration changes from all employees

• all pension scheme changes

6. General conditions

Fees and included services (all monthly subscriptions)

All fees are payable in advance and by Direct Debit.

Year end accounts preparation requires continuous fees to be paid throughout your company financial year up to your year end. Our services rely on continuous payment of monthly fees and we are unable to provide breaks in monthly subscription payments unless your subscription allows Trading Breaks.

For our continued service including the filing of your returns with HMRC, all payments must be up to date. Any additional work due to your account with us being placed on hold or canceled may incur additional charges.

Your monthly subscription may include Self Assessment Tax Return(s) and/or P11D(s). In order to qualify for these returns you must have been subscribed and be paying monthly fees on the 5th April during the tax year in which the return relates. Previous years tax returns are not included in any subscriptions however we can provide you with a quote if required.

Fees for services not included in the monthly fee will be collected by direct debit. In some cases however, we may required upfront payment before work commences.

Single nominated point of contact

For your security we operate a single, nominated point of contact for your company. This is likely to be you however you may nominate another person within your business.

All matters relating to your company or any individual within it will be communicated to by Your Property Tax Expert directly through the nominated point of contact.

Money laundering

We have a duty under section 330 of the Proceeds of Crime Act 2002 to report to the Serious Organised Crime Agency (SOCA) if we know, or have reasonable cause to suspect, that you, or anyone connected with your business, are or have been involved in money laundering. Failure on our part to make a report where we have knowledge or reasonable grounds for suspicion would constitute a criminal offence.

The offence of money laundering is defined by section 340(11) of the Proceeds of Crime Act and includes the acquisition, possession or involvement in arrangements for concealing the benefits of any activity that constitutes a criminal offence in the UK. This definition is very wide and would include:

• tax evasion through deliberate understatement of income or overstatement of expenses or stocks; or

• deliberate failure to inform the tax authorities of known underpayments.

We are obliged by law to report to SOCA without your knowledge and consent and in fact we would commit the criminal offence of tipping off under section 333 of the Proceeds of Crime Act were we to inform you of any suspicions or that a report had been made.

We are not required to undertake work for the sole purpose of identifying suspicions of money laundering.

As with other professional services firms we must identify our clients for the purposes of the UK anti-money laundering legislation. As such we are required to carry out identity verification checks before we can provide services to you.

We may request from you, and retain, such information and documentation as we require for these purposes and/or make searches of appropriate databases. In addition we may also carry out identify verification checks that will be logged on your credit file however it will not affect your credit rating in any way.

Excluded services (additional fees apply)

• Paper submission of tax returns or year end accounts

• Support with full or aspect enquiries from HMRC

• Financial projections

• Company closure services

• Interim management accounts

• Business activities separate to primary business

• Letters to support Visa applications / extensions

• Signed / stamped documents to support references or Visa applications

• Benefits in kind declarations (P11D) filing (unless included in your subscription)

• Self Assessment Tax Returns (unless included in your subscription)

• Advice on Tax Credits

• Overseas trading

Intellectual Property

The Company retains ownership and rights to all intellectual property developed or used during the provision of Services. This includes, but is not limited to, inventions, patents, trademarks, copyrights, trade secrets, business processes or systems, and any other intellectual property rights.

You agree not to infringe any IP and that this will remain in effect even after the termination of this Agreement.

Regulated Financial Services and other business services

We are not regulated by the Financial Conduct Authority to provide investment advice. Should you require investment or pension planning advice you should contact an Independent Financial Advisor. We will provide reasonable assistance where required following your agreement by providing to your advisor information they request.

We do not provide advice on the selection of banks or accounts to apply for. We may identify features of some banks to you that we consider may benefit you when using our software or services. This will not be a recommendation on a bank for your personal or business circumstances.

We have relationships with a number or firms and with your permission, we may introduce you and share information with third party service providers which in some cases we may receive payments which will be disclosed to you by them. You agree to all payments being retained by Your Property Tax Expert.

We make no guarantees about the service provided by any third party we recommend or highlight to you.

Complaints

We always aim to provide the highest levels of service possible, however, should you have a concern you should contact your account manager in the first instance. We undertake to look into any complaint carefully and promptly and do all we can to explain the position to you. We will do everything reasonable to put matters right.

Cancellation of services

Our services are subject to a 12 month minimum term. You can cease our services at any time by giving 30 days notice in writing to david@yourpropertytaxexpert.co.uk.  Notice of termination must be given in writing.

Upon cancelling our appointment we shall calculate the balance of any fees due to us for the remaining term that must be paid in full within 30 days. No refunds will be given for subscription fees already paid.

Suspension of services

We are under no obligation to continue providing services to you if our fees are not paid on time. Whilst any amounts are overdue we reserve the right to suspend all our services to you.

Should we suspend your account for any reason, a reactivation charge will apply, payable in advance.

We reserve the right to charge interest on overdue accounts at BoE base rate plus 5% and we also reserve the right to cease services for any reason by giving one months notice.

If we terminate our services then no refunds will be given and we will not be held liable for any penalties or interest from HMRC, Companies House or any other parties.

Where services are suspended, no liability is accepted by us for consequential losses, late filing penalties, interest or other charges.

Should you fail to adhere to these terms of service or if we are unable to contact you, we reserve the right to terminate our services to you. We will write to you at your last known address to confirm cessation of services.

Lien

Insofar as we are permitted to so by law, we reserve the right to exercise a lien over all funds, documents and records in our possession relating to all engagements for you until all outstanding fees are paid in full.

7. Disclaimers

Electronic communication

We will frequently communicate with you using email or by other electronic means. On rare occasions this may result in delayed or non-receipted communication or mis-direction that we cannot be held responsible for.

Internet email is not a 100% secure communications medium. We advise that you understand and observe this lack of security when communicating with us.

Although we believe our emails and any attachments are free from any virus or other defect which might affect any system into which they are opened or received, it is your responsibility to check that they are virus free and that they will in no way affect systems and data. No responsibility is accepted by us for any loss or damage arising in any way from receipt, opening or use of electronic communications.

Telephone communication

Calls may be monitored for training and quality purposes.

Retention of records

During our services to you we will collect and store records. Any original records will be retained for a maximum period of 6 years after which they will be destroyed. Where you are in possession of original records, you must retain them for the same period.

Unless you provide us with written instructions to retain your records for a longer period, we will destroy your records after 6 years.

We may convert original documents into an electronic format for retention. In such cases we may destroy the original documents that we hold earlier than 6 years.

Applicable Law

These Terms of Service shall be governed by, and construed in accordance with, English law. The Courts of England shall have exclusive jurisdiction in relation to any claim, dispute or difference concerning our terms and conditions and any matter arising from them. Each party irrevocably waives any right it may have to object to an action being brought in those Courts, to claim that the action has been brought in an inconvenient forum, or to claim that those Courts do not have jurisdiction.

Data protection act

To enable us to discharge the services agreed under this engagement, and for other related purposes including updating and enhancing client records, analysis for management purposes and statutory returns, crime prevention and legal and regulatory compliance, we may obtain, use, process and disclose personal data about you and other members of your company. You have a right of access, under data protection legislation, to the personal data that we hold about you.

We confirm when processing data on your behalf we will comply with the provisions of the General Data Protection Regulation 2016/679. For the purposes of the General Data Protection Regulation 2016/679, the Data Controller in relation to personal data supplied about you is Your Property Tax Expert Ltd, 7 Lynwood Close, Ponteland NE20 9JG.

As an employer, should you employ any persons or have additional directors or shareholders, to be compliant with the General Data Protection Regulation you must ensure that members of your company are made aware that address data will be provided to HMRC during the lifetime of their engagement. It is sufficient for you to make members of your company aware through general communications.

Limitation of Liability

The advice that we give to you is for your sole use and does not constitute advice to any third party to whom you may communicate it.

We will provide the professional services outlined in these terms with reasonable care and skill. However, we will not be responsible for any losses, penalties, surcharges, interest or additional tax liabilities arising from the supply by you or others of incorrect or incomplete information, or from the failure by you or others to supply any appropriate information or your failure to act on our advice or respond promptly to communications from us or the tax authorities.

To the maximum extent permitted by law, we exclude all liability and responsibility to you whether arising from negligence, breach of contract or otherwise for any incidental, special, indirect, exemplary, consequential or any other damages relating to the use of or inability to use our website.

The opinion we provide may vary from other opinions based upon the same information. Our assessment and opinion therefore is not subject to any guarantee, warranty or indemnity that the risk assessed by us will not be challenged by HMRC or, any subsequent tribunal that may find your status is different from that assessed by us.

You also agree that our assessment is only a guide based on current regulations and that the ultimate responsibility for the tax liabilities, interest and penalties and any other consequential costs remains yours.

Our total liability for any loss or damage relating to the provision of our services shall not exceed an amount equal to the monthly fees that you paid to us in the previous month.

You agree to hold harmless and indemnify us against any misrepresentation (intentional or unintentional) supplied to us orally or in writing in connection with this Agreement. You have agreed that you will not bring any claim in connection with services provided to you by the firm against any of our directors or staff on a personal basis.

Contracts (Rights of Third Parties) Act 1999

A person who is not party to this Agreement shall have no right under the contracts (Rights of Third Parties) Act 1999 to enforce any term of this Agreement. This clause does not affect any right or remedy of any person that exists or is available otherwise than pursuant to that Act.

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Agreement of Terms

Once agreed, these terms will remain effective until they are replaced. Either party may vary or terminate our authority to act on your behalf at any time without penalty.

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Last updated 24 November 2025