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Bookkeeping Engagement Letter Template
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Bookkeeping Engagement Letter Template
This Bookkeeping Engagement Letter (the “Agreement”) is entered into as of [Effective Date] by and between:
Client: [Client Legal Name], address: [Address] (“Client”)
Bookkeeper/Firm: [Provider Legal Name], address: [Address] (“Provider”)
Business Name (If Different): [DBA]
Primary Contact: [Name/Email/Phone]
Accounting Period Covered: ☐ ongoing monthly services ☐ project/backlog cleanup for [Months/Years].
1. Scope of Services
1.1 Provider will provide bookkeeping services described below (the “Services”):
monthly transaction categorization and coding
bank and credit card reconciliations
accounts payable tracking (optional): ☐ included ☐ excluded
accounts receivable tracking (optional): ☐ included ☐ excluded
payroll coordination (optional): ☐ included ☐ excluded (provider: [__])
monthly financial reports (optional): ☐ P&L ☐ balance sheet ☐ cash flow ☐ other: [__]
sales tax tracking (optional): ☐ included ☐ excluded
year-end close support (optional): ☐ included ☐ excluded
other: [List]
1.2 Provider is not providing: tax preparation, audit/review services, legal advice, or investment advice, unless separately agreed in writing.
2. Client Responsibilities
2.1 Client will provide timely and accurate information, including:
bank/credit card access or statements
invoices, receipts, and expense details
payroll reports (if applicable)
loan statements and interest schedules
sales tax filings (if applicable)
any changes to business operations that affect bookkeeping
2.2 Document delivery deadline each month: by the [__] day of the following month (customize).
2.3 Client is responsible for final approval of books and for maintaining original source documents.
3. Systems and Access
3.1 Accounting software: [QuickBooks Online/Xero/etc.].
3.2 Supporting tools (optional): [Bill.com, Gusto, Stripe, Shopify, Expensify, etc.].
3.3 Provider access method: ☐ invite as user ☐ client shares reports ☐ other: [__].
3.4 Client will maintain admin access and credentials (Provider will not be sole account owner).
4. Deliverables and Timeline
4.1 Standard monthly deliverables (if included): reconciliations + reports delivered by [__] day each month, assuming Client submits documents on time.
4.2 If Client submits documents late, deadlines may shift accordingly.
5. Fees and Payment
5.1 Fee model (select):
☐ Monthly fixed fee: $[Amount]/month
☐ Hourly: $[Rate]/hour (estimate: [] hours/month)
☐ Cleanup project fee: $[Amount] for period []
☐ Other: [Describe]
5.2 Invoicing: ☐ monthly in advance ☐ monthly in arrears ☐ per milestone.
5.3 Payment terms: Net [] days.
5.4 Late fees (optional): [].
5.5 Out-of-scope work requires approval and is billed at: $[Rate]/hour or quoted fee.
6. Corrections, Adjustments, and Limits
6.1 Provider will use reasonable care but relies on information provided by Client and third parties.
6.2 Provider is not responsible for errors caused by incomplete or inaccurate Client information.
6.3 If corrections are needed due to Client changes or late information, additional fees may apply.
7. Confidentiality and Data Security
7.1 Provider will keep Client information confidential and use it only to perform Services.
7.2 Provider will use reasonable security practices to protect access and data.
7.3 Client authorizes Provider to access accounts only as necessary for Services.
8. Term and Termination
8.1 Term begins on the Effective Date and continues: ☐ month-to-month ☐ through [End Date] ☐ until completion of cleanup period.
8.2 Either party may terminate with [__] days’ written notice.
8.3 Upon termination, Client will pay for Services performed through the termination date.
9. Limitation of Liability (Optional)
9.1 Consequential damages: ☐ excluded ☐ not excluded.
9.2 Liability cap: ☐ none ☐ $[Amount] ☐ fees paid in last [__] months.
10. Governing Law
10.1 This Agreement is governed by the laws of [State/Country].
Signatures
Client: [Client Legal Name]
Name/Title: [Authorized Signer]
Date: [Date]
Signature: ___________________________
Provider: [Provider Legal Name]
Name/Title: [Authorized Signer]
Date: [Date]
Signature: ___________________________
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Bookkeeping Engagement Letter Template
BOOKKEEPING ENGAGEMENT LETTER TEMPLATE FAQ
What is a bookkeeping engagement letter?
A bookkeeping engagement letter is a written agreement between a bookkeeper (or firm) and a client that defines the scope of bookkeeping services, fees, responsibilities, and limits. It helps avoid misunderstandings by clarifying what the bookkeeper will do and what the client must provide.
What should be included?
Common terms include: services included (monthly bookkeeping, reconciliations, reports), what’s excluded (tax filing, audit), access to accounts, document deadlines, billing terms, confidentiality, and termination. This template includes each of these.
Is this the same as an accounting engagement letter?
Not exactly. Bookkeeping focuses on recording transactions and producing internal reports. Accounting engagement letters may cover tax preparation, reviews, compilations, or audits. This template is tailored for bookkeeping and includes a clear “not tax advice” style disclaimer.
How do you handle late documents?
Late client submissions can delay reconciliations and reports. This template includes a document delivery deadline and an option for rush fees or timeline extensions.
What software should be listed?
List the accounting system (QuickBooks, Xero, etc.), payroll provider, and expense tools used. This template includes a section for systems and access.
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