Terms & Conditions

Introduction

Majoka Accounting Ltd. is a bookkeeping and accounting support company that works with small businesses, startups, and independent professionals across Canada and the United States. We have offices in Canada, the United Arab Emirates, Pakistan, Australia, the United Kingdom, and India, which allows us to support clients across time zones while keeping day-to-day bookkeeping centered on Canadian and U.S. cross-border requirements. We help clients stay on top of their books using cloud tools like QuickBooks Online and Xero, so they can spend less time on data entry and more time running their business.

This page explains, in plain language, what you can expect from us and what we expect from you when you become a client. It also covers billing, confidentiality, and a few legal points that protect both sides of the relationship. We have tried to write it the way we would explain it in a conversation, rather than as dense legal boilerplate, because we think clients should actually be able to read and understand the terms they are agreeing to.

If anything here is unclear, we would rather you ask us directly than guess. You can reach our team using the contact details at the end of this page.

Acceptance of Terms

By using our website, requesting a quote, signing an engagement letter, or continuing to work with us after receiving a copy of these terms, you are agreeing to be bound by them. If you are accepting these terms on behalf of a company, you are confirming that you have the authority to do so on that company's behalf.

Where a signed engagement letter or services agreement exists between you and Majoka Accounting Ltd., and any part of that document conflicts with this page, the signed agreement will govern for that specific engagement. This page fills in the gaps and applies generally to all clients.

Eligibility to Use Services

Our services are intended for businesses and individuals who are at least 18 years of age and who have the legal capacity to enter into a binding agreement. We generally work with registered businesses, sole proprietors, and self-employed professionals rather than individual consumers seeking personal budgeting help.

We reserve the right to decline or discontinue a client relationship where we reasonably believe the engagement involves unlawful activity, misrepresentation of financial records, or a request that falls outside professional bookkeeping practice.

Description of Services

Majoka Accounting Ltd. provides remote bookkeeping and related support services, including monthly bookkeeping, catch-up bookkeeping, cleanup bookkeeping, payroll processing support, GST/HST filing assistance, bank and credit card reconciliation, accounts payable and receivable management, financial reporting, and year-end preparation to hand off to your accountant or tax preparer.

We also support clients on QuickBooks Online and Xero, including setup, migration, and day-to-day cloud bookkeeping. Services are delivered remotely to clients primarily based in Canada and the United States, and we maintain offices in Canada, the United Arab Emirates, Pakistan, Australia, the United Kingdom, and India. The specific scope for each client is set out in their individual engagement letter or service agreement, since not every client needs every service listed here.

Majoka Accounting Ltd. is a bookkeeping firm. We are not a chartered professional accountancy (CPA) firm, and we do not perform audits, reviews, or attestation engagements. Where a client requires an audited financial statement or a CPA's signed opinion, we recommend working with a licensed CPA, and we are happy to prepare clean, organized books that make that process easier.

Client Responsibilities

Software Access

To do bookkeeping work, we typically need access to your accounting software (such as QuickBooks Online or Xero), and in some cases read-only or limited access to bank feeds, payroll platforms, or receipt-management apps. You are responsible for granting the appropriate level of access and for promptly revoking it if the engagement ends or if your internal security policies require a review.

We only request the level of access needed to perform the agreed services, and we recommend using role-based permissions where the software allows it, rather than sharing master admin credentials.

Bookkeeping Responsibilities

Bookkeeping is a shared process. We record, categorize, and reconcile the transactions and documents you provide, but we cannot bookkeep information we never receive. You agree to provide bank statements, receipts, invoices, payroll data, and any other records we reasonably request in a timely manner, so that your books stay current.

Client Record Accuracy

You are responsible for the accuracy and completeness of the source documents and information you give us. We will flag anything that looks inconsistent or incomplete, but we rely on you to confirm details specific to your business, such as whether a deposit is a loan, an owner contribution, or revenue. Financial statements and reports we prepare are only as reliable as the underlying data supplied to us.

Communication Expectations

We aim to respond to client questions within one to two business days. Where a filing deadline or reconciliation depends on information only you can provide, delays in your response may delay the associated deliverable, and we will let you know as soon as we notice this could become an issue.

Fees and Billing

Invoices

Fees are based on the scope agreed in your quote or engagement letter and may be structured as a flat monthly rate, an hourly rate, or a project-based fee for one-time work such as catch-up or cleanup bookkeeping. Invoices are issued according to the schedule stated in your engagement letter, typically monthly in advance or upon completion of a defined project.

Payment Terms

Invoices are due within the period stated on the invoice itself, generally within seven to fifteen days of issue unless otherwise agreed in writing. Accepted payment methods will be confirmed at onboarding and may include bank transfer, credit card, or another method available in your region.

Late Payments

If an invoice remains unpaid past its due date, we may apply a reasonable late fee as disclosed in your engagement letter, and we may pause work on your file until the account is brought current. We will always contact you before pausing services, so a missed payment does not come as a surprise.

Service Suspension

We may suspend services, including access to reports or ongoing reconciliation, if an account becomes significantly overdue, if requested access to software or records is withdrawn without notice, or if we are unable to reach you for an extended period despite reasonable attempts to make contact.

Refund Policy

Because bookkeeping work is performed on an ongoing or project basis, fees for work already completed are generally non-refundable. If you believe an invoice contains an error, or that work billed was not performed to the agreed scope, please contact us and we will review the matter in good faith and correct any genuine billing mistakes.

Confidentiality

Data Security

We treat your financial records as confidential business information. We use reputable cloud accounting platforms with their own security safeguards, restrict internal access to client files on a need-to-know basis, and take reasonable administrative and technical measures to protect data from unauthorized access, loss, or disclosure.

Privacy Protection

Personal and business information you share with us is used only to deliver the agreed bookkeeping services, and is handled in a manner consistent with applicable Canadian privacy law, including principles set out under Canada's Personal Information Protection and Electronic Documents Act. We do not sell client data.

Non-Disclosure

We will not disclose your confidential financial information to third parties except where required to deliver the agreed services (for example, sharing reports with your accountant at your direction), where required by law or a valid legal process, or where you have given us written permission to do so.

Third-Party Software

QuickBooks Online

QuickBooks Online is a product of Intuit Inc. Majoka Accounting Ltd. is not affiliated with, endorsed by, or responsible for Intuit's platform, pricing, uptime, or terms of service. Your subscription to QuickBooks Online is a separate agreement between you and Intuit.

Xero

Xero is a product of Xero Limited. In the same way, our use of Xero to deliver bookkeeping services does not make us responsible for Xero's own platform performance, availability, or licensing terms, which remain governed by your agreement with Xero directly.

Cloud Applications

We may also use supporting cloud applications for tasks such as document storage, receipt capture, or payroll processing, depending on the tools already in use in your business. We select tools we consider reliable, but we cannot guarantee the uptime or performance of software owned and operated by third parties.

Client Login Responsibilities

You are responsible for keeping your own login credentials secure and for notifying us promptly if you believe an account connected to your bookkeeping has been compromised. We recommend enabling two-factor authentication wherever your software provides it.

Intellectual Property

The content, layout, and design of the Majoka Accounting Ltd. website, along with any templates, checklists, or internal processes we use to deliver services, remain our property or the property of our licensors. Financial reports and records we prepare specifically for you become yours upon full payment for the related services, though the underlying software platforms and any proprietary methodology we use to produce them remain ours.

Limitation of Liability

To the fullest extent permitted by law, Majoka Accounting Ltd's total liability for any claim arising from our services will not exceed the total fees paid by you for the specific service giving rise to the claim over the preceding three months. We are not liable for indirect, incidental, or consequential damages, including lost profits, arising from the use of our services, except where such liability cannot be excluded under applicable law.

This limitation does not apply to liability arising from our own gross negligence, willful misconduct, or fraud, and nothing in this section is intended to exclude any liability that cannot lawfully be excluded in your jurisdiction.

Professional Disclaimer

Our bookkeeping services are intended to support, not replace, professional accounting, tax, or legal advice. We record and organize your financial data with care, but the ultimate responsibility for the completeness and legal accuracy of filings submitted under your business name rests with you and, where applicable, your CPA or tax preparer.

Tax Disclaimer

Where we assist with GST/HST filing or related tasks, we do so based on the records and information available to us at the time. We are not a substitute for a tax accountant, and we recommend that clients with complex tax situations, cross-border tax exposure, or CRA/IRS audit concerns work with a qualified tax professional in addition to our bookkeeping support.

Legal Advice Disclaimer

Nothing on our website or in our communications constitutes legal advice. If a matter touches on contracts, employment law, corporate structuring, or a legal dispute, we encourage you to consult a licensed lawyer in your jurisdiction.

Force Majeure

Neither party will be held responsible for delays or failures in performance caused by events reasonably beyond their control, such as natural disasters, internet or utility outages, government action, or widespread software platform failures. The affected party will notify the other as soon as reasonably possible and resume performance once the event has passed.

Electronic Communications

You agree that we may communicate with you by email, secure client portal, or messaging platforms agreed upon during onboarding, and that these electronic communications satisfy any requirement that communication be provided in writing.

Independent Contractor Relationship

Majoka Accounting Ltd. provides services as an independent contractor. Nothing in these terms creates an employment, partnership, joint venture, or agency relationship between Majoka Accounting Ltd. and any client, and neither party has authority to bind the other beyond what is expressly agreed in writing.

Service Availability

Our services are provided remotely, and our team operates during standard business hours in the relevant time zones. While we aim for consistent availability, we do not guarantee uninterrupted service, and planned or unplanned downtime in third-party software used to deliver services is outside our control.

Changes to Services

We may update, expand, or adjust the specific services we offer over time, including introducing new service lines or retiring ones that are no longer commonly requested. Material changes affecting an active engagement will be communicated to you directly rather than only reflected on the website.

Termination

Either party may end an engagement by providing written notice, generally 30 days unless a shorter or longer period is specified in your engagement letter. We may also terminate an engagement immediately if payment remains significantly overdue, if required access is withdrawn, or if continuing the relationship would require us to act in a way that conflicts with professional or legal obligations.

Data Retention

Following termination, we retain client records for a reasonable period to meet our own professional and legal recordkeeping obligations, after which they are securely deleted or archived in accordance with our internal data retention practices.

Return of Client Records

Upon request following termination, and once any outstanding fees have been settled, we will provide you with a copy of your bookkeeping records and reports in a standard exportable format so your new bookkeeper or accountant can pick up where we left off.

Entire Agreement

These Terms & Conditions, together with any signed engagement letter or services agreement, represent the entire understanding between you and Majoka Accounting Ltd. regarding the services described, and supersede any prior verbal or written discussions on the same subject.

Severability

If any provision of these terms is found to be unenforceable by a court or tribunal of competent jurisdiction, that provision will be limited or removed to the minimum extent necessary, and the remaining provisions will continue in full force.

Waiver

If we do not enforce a particular provision of these terms on one occasion, that does not mean we are giving up our right to enforce it later. A waiver is only valid if confirmed in writing.

Assignment

You may not assign or transfer your rights or obligations under these terms without our prior written consent. We may assign these terms in connection with a merger, acquisition, or sale of substantially all of our business assets, provided the new party agrees to honor the existing terms of your engagement.

Governing Law

These terms are governed by the laws of the Province of British Columbia and the federal laws of Canada applicable within it, without regard to conflict-of-law principles, regardless of the client's own location in Canada or the United States.

Dispute Resolution

If a disagreement arises, we ask that you first raise it directly with our team so we can attempt to resolve it informally and in good faith. Most billing or scope misunderstandings can be sorted out through a direct conversation rather than a formal process.

Arbitration

If a dispute cannot be resolved informally within a reasonable period, both parties agree to attempt resolution through binding arbitration in British Columbia, Canada, under the rules of a recognized arbitration body, before pursuing court action, except where a party seeks urgent injunctive relief.

Amendments

We may update these Terms & Conditions from time to time to reflect changes in our services, technology, or legal requirements. The updated version will be posted on this page with a revised effective date, and continued use of our services after an update constitutes acceptance of the revised terms.

Contact Information

If you have questions about these Terms & Conditions, or about an active or prospective engagement with Majoka Accounting Ltd., please reach out to our team through the contact details listed on our Contact page. We are glad to walk through any section of this page in plain language before you sign an engagement letter.

Frequently Asked Questions

Is Majoka Accounting Ltd. a CPA firm?

No. Majoka Accounting Ltd. is a professional bookkeeping company, not a chartered professional accountancy firm. We do not perform audits or reviews. For audited financial statements or a CPA's signed opinion, we recommend pairing our bookkeeping work with a licensed CPA.

Do you offer bookkeeping services outside Canada?

Yes. We provide remote bookkeeping services to clients across both Canada and the United States, using cloud platforms like QuickBooks Online and Xero so location isn't a barrier to working together.

What countries does Majoka Accounting Ltd. operate in?

Majoka Accounting Ltd. is headquartered in Surrey, British Columbia, Canada, with additional offices in the United Arab Emirates, Pakistan, Australia, the United Kingdom, and India. Client-facing bookkeeping services are focused on businesses in Canada and the United States.

What happens if I pay an invoice late?

A reasonable late fee may apply, as outlined in your engagement letter, and we may pause active work until the account is current. We always reach out before pausing anything, so you're never caught off guard.

Can I cancel my bookkeeping service at any time?

You can end your engagement by giving written notice, typically 30 days unless your engagement letter specifies a different period. We'll help transition your records to a new bookkeeper or accountant once outstanding fees are settled.

Do you have access to my bank account?

We typically work through read-only bank feeds connected to your accounting software rather than direct online banking access. The specific access required depends on the services in your engagement.

Will you file my taxes?

We assist with GST/HST filing as part of our bookkeeping services, but we are not a substitute for a tax accountant for corporate or personal income tax filing. We recommend working with a qualified tax professional for those filings.

What accounting software do you support?

We primarily support QuickBooks Online and Xero, including new setup, data migration, and ongoing cloud bookkeeping for clients already using either platform.

Is my financial data kept confidential?

Yes. We treat all client financial information as confidential and only share it with third parties where necessary to deliver the agreed services, where you've given written permission, or where required by law.

What is catch-up or cleanup bookkeeping?

Catch-up bookkeeping brings outdated books current when reconciliation has fallen behind, while cleanup bookkeeping corrects errors, miscategorized transactions, or inconsistencies in existing records so your books are accurate going forward.

Do you offer refunds for bookkeeping services?

Because our work is performed on an ongoing or project basis, fees for completed work are generally non-refundable. If you believe there's a billing error, contact us and we'll review it in good faith.

How quickly do you respond to client questions?

We aim to respond within one to two business days. If something is time-sensitive, such as an upcoming filing deadline, let us know so we can prioritize accordingly.

Can you work with my existing accountant?

Absolutely. We regularly prepare clean, reconciled books and financial reports specifically so they can be handed off smoothly to your existing CPA or tax preparer at year-end or any time in between.

What industries do you work with?

We work with a range of small businesses and professional service providers, including construction companies, realtors, medical clinics, dentists, lawyers, restaurants, consultants, contractors, and e-commerce businesses.

What happens to my data if I stop working with you?

We retain records for a reasonable period to meet our own professional recordkeeping obligations, and we'll provide you a copy of your bookkeeping records in an exportable format once outstanding fees are settled.

Do I need to give you admin access to my software?

Not necessarily. We recommend using role-based permissions where your software allows it, so we only have the access needed to perform the agreed services rather than full admin control.

Are your services suitable for startups?

Yes. Many of our clients are early-stage businesses that need their books set up correctly from the start, including QuickBooks Online or Xero setup, so future filings and financing conversations are easier.