Software and subscriptions

We may procure and manage certain software licences and subscriptions on your behalf to streamline your business operations or support the delivery of our services.

The cost of these subscriptions (where agreed) will be included within your agreed monthly fees.

As part of our agreed services, we will:

• Purchase or licence specified third-party software on your behalf
• Arrange for you to access the software via account credentials or shared platforms
• Monitor renewal dates and manage licence continuity
• Recharge the subscription cost to you within your regular monthly or annual fee

Examples of commonly included software (subject to agreement) that may be included:

• Cloud accounting software (e.g. Xero, QuickBooks Online, FreeAgent)
• Expense capture apps (e.g. Apron, Dext)
• Payroll software
• VAT filing or MTD-compliant bridging software

Please note: this list is not exhaustive. Any work not specifically listed under "Included work" is deemed outside the scope of this engagement unless we have expressly agreed otherwise in writing.

Where additional work is required, we will advise you of the scope, our proposed fee, and obtain your agreement before proceeding.

Please note: the exact software provided will be agreed with you at the outset and updated from time to time.

The following are outside the scope of this service:

• Costs of any software not agreed in writing or outside the specified packages
• Custom software development or significant configuration work
• Legal or contractual advice in relation to third-party software providers
• Data migration, system integration, or historical bookkeeping cleanup
• Software troubleshooting beyond first-line support
• Licensing costs for additional users beyond the agreed scope
• Any upgrades or add-ons not expressly included in the monthly fee (these will be recharged accordingly)
• Basic support or training in the use of the software

Please note: this list is not exhaustive. Any work not specifically listed under "Included work" is deemed outside the scope of this engagement unless we have expressly agreed otherwise in writing.

Where additional work is required, we will advise you of the scope, our proposed fee, and obtain your agreement before proceeding.

You agree to:

• Use the software in accordance with any applicable software licence terms
• Provide timely and accurate information for setup or data entry
• Maintain appropriate data security and password confidentiality
• Notify us of any issues, changes to business needs, or requests for additional users or features
• Accept responsibility for the quality and completeness of any data input by you or your staff

Please note: where software is used for compliance purposes (e.g. VAT returns, payroll), you remain responsible for the underlying accuracy of the data unless we are separately engaged to prepare or review it.

We agree to:

• Arrange and maintain the agreed software subscriptions on your behalf
• Provide you with reasonable access and support to use the software as agreed
• Include the subscription cost within your monthly invoice
• Inform you of any material changes to pricing or service terms

Please note: we act only as an administrator or facilitator of these subscriptions; we do not control the functionality, uptime, or security of the software provided by third-party suppliers.