Fulfillment Policy

Fulfillment Policy for Intertrade Group LLC (Company):

1. Service Offerings

1.1. The Company offers a comprehensive range of professional accounting services, including:

Bookkeeping: Accurate and up-to-date recording of financial transactions, including accounts payable and receivable, bank reconciliations, and general ledger maintenance.
Financial Statement Preparation: Preparation of periodic financial statements, including balance sheets, income statements, and cash flow statements, in compliance with applicable accounting principles and standards.
Tax Preparation and Planning: Expert preparation and filing of tax returns for individuals, businesses, and organizations, along with proactive tax planning to minimize liabilities and maximize tax benefits.
Payroll Services: Accurate calculation of employee wages, tax withholdings, and benefits, timely filing of payroll tax returns, and assistance with payroll compliance.
Advisory Services: Professional guidance and strategic advice on financial management, budgeting, forecasting, business planning, and other accounting-related matters.

1.2. The firm is committed to providing high-quality services, employing qualified professionals with expertise in various industries, and staying up-to-date with the latest accounting regulations and practices.

2. Client Engagement

2.1. Clients engaging the Company’s services will enter into a formal engagement agreement or contract that outlines the following:

Scope of Services: A detailed description of the services to be provided, including specific tasks and deliverables.
Responsibilities: Clear delineation of the responsibilities of both the firm and the client, such as providing necessary documents, timely responses to inquiries, and access to relevant systems or software.
Fees and Payment Terms: Transparent fee structure, including hourly rates, fixed fees, or a combination, as well as payment terms and accepted forms of payment.
Confidentiality: Assurance of confidentiality and protection of client information, as governed by applicable privacy laws and professional standards.
Termination Conditions: Procedures and notice periods for terminating the engagement.

2.2. The firm will assign qualified professionals based on the specific requirements of each client engagement, taking into consideration industry expertise and workload management.

2.3. Regular communication channels will be established, including in-person meetings, phone calls, email correspondence, and a dedicated client portal for secure document exchange and collaboration.

3. Data and Information

3.1. Clients are responsible for providing accurate and complete information necessary for the firm to perform its services effectively. This may include financial records, invoices, receipts, bank statements, and other relevant documents.

3.2. The firm is committed to maintaining the confidentiality and security of client data and will implement appropriate safeguards, including:

Secure Storage: Data will be stored on encrypted servers and access will be restricted to authorized personnel only.
Data Transmission: Client information will be transmitted securely using encryption protocols and secure file transfer methods.
Privacy Compliance: The firm will comply with all applicable privacy laws and regulations, including data protection and confidentiality requirements.

4. Timelines and Deadlines

4.1. The firm will establish agreed-upon timelines and deadlines for the completion of specific services or deliverables, considering the complexity and volume of work.
4.2. Clients are responsible for providing all necessary information and documentation within the agreed-upon timeframes to ensure timely service delivery. Delays caused by late or incomplete information may affect the completion of services.

4.3. In the event of unforeseen circumstances or factors beyond the firm’s control that may impact service delivery timelines, the firm will promptly communicate with the client, discuss revised timelines, and take necessary actions to mitigate delays.

5. Fees and Payment

5.1. The firm will provide clients with a clear and transparent fee structure, tailored to the specific services rendered. The fee structure may include:

Hourly Rates: Rates are based on the time spent on a particular task or engagement.
Fixed Fees: Pre-determined fees for specific services or engagements.
Project-Based Fees: Fees based on the scope and complexity of a particular project.
Retainer Fees: Prepaid fees to secure ongoing services on a regular basis.

5.2. Detailed invoices will be provided to clients, specifying the services rendered, applicable fees, and any expenses incurred. Invoices will be sent according to the agreed-upon frequency, such as monthly, quarterly, or upon completion of a project.

5.3. Clients are expected to remit payment within the specified timeframe outlined in the engagement agreement or contract. Accepted forms of payment may include checks, electronic transfers, or online payment platforms.

5.4. Late payments may be subject to penalties or interest charges, as outlined in the engagement agreement or contract.

6. Quality Assurance

6.1. The firm is committed to delivering services of the highest quality and maintaining professional standards. Quality assurance measures include:

Peer Reviews: Periodic reviews of work performed by qualified professionals to ensure accuracy and compliance with relevant accounting principles and standards.
Continuing Education: Ongoing training and professional development programs to keep staff members up-to-date with industry trends and regulatory changes.
Internal Controls: Implementation of internal controls to minimize errors, ensure consistency, and maintain the integrity of financial data.
Feedback and Improvement: Encouragement of client feedback to continuously improve service delivery and address any concerns or issues promptly.

7. Termination of Services

7.1. Either party may terminate the engagement in accordance with the termination provisions outlined in the engagement agreement or contract. Termination conditions may include:

Notice Period: The length of notice required by either party to terminate the engagement.
Outstanding Fees: Settlement of any outstanding fees or expenses incurred up to the termination date.

7.2. Upon termination, the firm will provide the client with a final invoice for services rendered up to the termination date and facilitate the transfer of client records or documents as required.

8. Limitation of Liability

8.1. The firm’s liability, if any, for any claims arising from the provision of its services will be limited to the fees paid by the client for those specific services.
8.2. The firm will not be liable for any indirect, consequential, or incidental damages arising from the services provided, including loss of profits, revenue, data, or business opportunities.

9. Amendments to the Fulfillment Policy

9.1. This Fulfillment Policy may be updated or amended from time to time by the Company. Clients will be notified of any material changes to the policy via email, through the firm’s website, or by other appropriate means.

10. Refunds and Cancellation Policies

10.1. Refunds:

Refund requests for services rendered by the Company will be evaluated on a case-by-case basis.
Clients must submit a written refund request, specifying the reasons for the refund and providing any supporting documentation.
Refunds may be considered in the following situations:

Duplicate Payments: If a client inadvertently makes duplicate payments for the same services, the excess payment will be refunded.
Non-Performance of Services: If the firm fails to provide the agreed-upon services or fails to meet the service standards outlined in the engagement agreement or contract, a refund may be issued.
Overpayment: If a client has overpaid for services beyond the scope of work or the agreed-upon fee, the excess payment will be refunded.

The firm will review refund requests within a reasonable timeframe and notify the client of the decision.
If a refund is approved, the firm will issue the refund within a reasonable timeframe, typically within 30 days of approval.
The firm reserves the right to deduct any costs or expenses incurred in providing the services up to the point of cancellation from the refund amount.

10.2. Cancellation:

Clients may request the cancellation of services by providing written notice to the Company.
The cancellation request will be processed based on the terms outlined in the engagement agreement or contract.
If a cancellation request is received before the engagement has commenced or within a specified cancellation period, the client may be eligible for a full or partial refund of any prepaid fees.
If a cancellation request is received after the engagement has commenced, the firm reserves the right to bill for services rendered up to the cancellation date.
The specific cancellation terms, including any applicable cancellation fees or penalties, will be outlined in the engagement agreement or contract.

10.3. Disengagement:

The Company may disengage from providing services to a client under certain circumstances, including but not limited to:

Breach of the Engagement Agreement: If the client fails to fulfill their obligations as outlined in the engagement agreement or contract, the firm may disengage from providing further services.
Non-Payment: If the client fails to make timely payments for services rendered, the firm may disengage from the engagement after providing proper notice as outlined in the engagement agreement or contract.
Conflict of Interest: If a conflict of interest arises that prevents the firm from providing services objectively and ethically, the firm may disengage from the engagement.
The firm will provide written notice to the client stating the reasons for disengagement and any outstanding fees or expenses.
The client will be billed for services rendered up to the disengagement date, and any prepaid fees for services not yet rendered may be eligible for a refund as per the firm’s refund policy (as mentioned in section 10.1).
The firm will cooperate in facilitating the transfer of client records and information to the client or a new service provider, subject to any outstanding fees or expenses.