Terms of Service

Welcome to Ledgify! We're excited to partner with you. These Terms of Service govern the engagement between you ("the Client") and Ledgify Inc. (Pty) Ltd ("Ledgify," "we," "us"). By accepting a quote and submitting your onboarding information, you agree to these terms. This document forms our official service agreement.

1. Scope of Services

Ledgify will provide the accounting, tax, and compliance services as mutually agreed upon and detailed in your specific quote or service package. These services may include, but are not limited to:

• Monthly Bookkeeping & Bank Reconciliations
• Preparation of Annual Financial Statements (Compilation)
• Annual & Provisional Income Tax Returns (for Individuals and Companies)
• VAT Return Submissions
• Payroll Processing & all related SARS returns (EMP201, EMP501)
• CIPC Annual Return & Beneficial Ownership Filing
• Workmens Compensation (COIDA) Return of Earnings

Any services not explicitly listed in your confirmed package are considered out of scope and will be quoted for separately before any work is undertaken.

2. Fees & Payment Terms

• Fees: Your service fee will be a fixed monthly amount as agreed upon, exclusive of VAT. This fee is subject to review if the scope or complexity of your business changes significantly (e.g., a sustained change in transaction volume over a 3-month period). We will always discuss and agree upon any fee changes with you in advance.
• Payment: All monthly fees are payable in arrears for the preceding month's work, processed via a secure debit order system. You will be sent a link to set this up during onboarding. Payment for any once-off work (like historical bookkeeping catch-up) is due upon presentation of the invoice.
• Late Payments: We reserve the right to suspend services and charge interest on overdue accounts.

3. Our Responsibilities (Our Promise to You)

• We will perform all services with professional care, skill, and diligence in accordance with applicable professional standards.
• We will act with the utmost integrity and treat all your information as strictly confidential.
• We will keep you informed of all critical compliance deadlines.
• We'll talk to you in plain English, not accountant-speak.

4. Your Responsibilities (What We Need From You)

• You are responsible for providing all necessary information (e.g., bank statements, invoices, payroll details) in a timely and organised manner to allow us to perform our services.
• You warrant that all information provided to us is accurate and complete. Ledgify is not responsible for any penalties or interest incurred due to inaccurate or incomplete information provided by you.
• You are responsible for retaining all original documents for the period required by law.

5. Confidentiality & POPIA

We are committed to protecting your privacy. All your personal and business information will be handled in strict compliance with the Protection of Personal Information Act (POPIA). Your information will only be used for the purpose of providing the agreed-upon services and will not be disclosed to any third party without your prior consent, except as required by law or regulatory bodies.

6. Limitation of Liability

Ledgify is committed to providing high-quality service. However, to maintain our affordable pricing structure, our professional liability is limited. Ledgify’s total liability for any loss or damage arising from our services will not exceed the total fees paid by you to us in the past six (6) months, except in cases of our own gross negligence or intentional misconduct.

7. Cancellation & Termination

Our engagement is on a month-to-month basis. There are no long-term lock-in contracts. Either party may terminate this agreement by providing 30 days' written notice to the other party. Upon termination, all outstanding fees for services performed up to the termination date will become immediately due and payable. We will ensure a professional and complete handover of all your records.

8. Governing Law & Dispute Resolution

This agreement is governed by the laws of the Republic of South Africa. Should any dispute arise between us, we both agree to first attempt to resolve it amicably through direct discussion. If that doesn't work, the matter will be referred to mediation before any legal action is pursued.