Standard Payment Policies
Lighthouse Ledgers does not currently provide payment terms for bookkeeping services. All invoices are Due Upon Receipt.
Our minimum rate for remote service is one hour, which we bill at the beginning of each month. Additional work beyond the first hour will be billed weekly as work is completed. In some cases, invoicing for a project may be delayed until the next month’s bill.
Flat rate bookkeeping plans will be billed at the beginning of each month automatically to the card on file. Any payment issues will result in pausing services until a new card is on file and successfully brings the account current.
On site services have a minimum one hour at the on-site rate, but may increase depending on location, time, and day. Booked time slots will be billed in advance. Receipt of payment will serve as confirmation for the appointment and is non-refundable.
QuickBooks Online (QBO) Subscriptions
QuickBooks Online subscriptions (paid through Lighthouse Ledgers) will be charged to the card on file automatically each month for the amount of the subscription plus tax.
Lighthouse Ledgers does not need to maintain the subscription to provide bookkeeping services for an active QBO account. However, when we maintain the subscription on the client’s behalf, we are able to pass along lower QBO rates.
Declined auto-payments will result in an invoice being sent out to be paid immediately and a new credit card authorization form will need to be provided. Subscriptions still past due seven (7) days after invoice was sent will result in being removed from the Lighthouse Ledgers wholesale subscription account. Once removed, we will not be able to re-establish the lower rate for the subscription and the client will be responsible for maintaining their subscription with Intuit directly. A lapse in subscription does not result in losing all financial data. Intuit currently holds the data within the account for a full year before it will delete an inactive account.
We at Lighthouse Ledgers encourage transparency and creating clear expectations between ourselves and the clients we serve. Therefore, any inquiries regarding work completed should be submitted as soon as possible upon receipt of invoice. Our process includes documenting the details of the work completed within the scope of the job. However, we can be most helpful in answering inquiries when the project had been recently completed.
Lighthouse Ledgers is a small home-based business. As such, we relate with other small businesses when it comes to managing cash flow effectively. We do our best to work with all our clients’ needs, as their success is our largest priority. In cases where a full payment may be delayed, we encourage our clients to reach out to us to communicate their payment plans. This allows Lighthouse Ledgers, as a small business, to better plan our cash flow budget in response, and limits the need for collection calls or emails interrupting the clients’ days.
We do not charge late fees. However, while there is a past due balance on an account, we are unable to provide additional services until the balance is paid in full. Promise of payment is not sufficient for resuming service, but helps us better anticipate our client’s needs and plan for any potential shortened timeframes in advance.
We provide several payment options as a service to our clients. We accept all major forms of credit cards as well as ACH payment options. We do not charge any service fees or credit card surcharges for payments.
Email – Invoices are emailed to the client’s email account we have on file. Opening the View Invoice button takes the client to a secure location to submit payment through QuickBooks Merchant services. We will not be able to process payments that are emailed to us directly and we do not encourage sending any sensitive information in the body of an email.
Client Portal – Client portals are available to view any outstanding invoices a client has on file and also allows them to make multiple payments. Client portal links are provided at the time service is established.
PayPal – Payments may also be sent directly to us through PayPal at https://www.paypal.me/LighthouseLedgers.
Phone – In some cases we can process payment over the phone, but will require a signed copy of the receipt for our records.
Checks – We do not encourage mailing checks, as they may result in a delay in services until payment is received and cleared. However, we do offer it as an option for those of our clients that prefer paying this way. In those cases, checks may be mailed to:
9792 Edmonds Way #202
Edmonds WA 98020
We ask that clients send us a quick note with the invoice # and check # when the payment is mailed so we can notate the account and reach out when the check is received. If the check is lost in the mail, the client will be responsible for any stop payments they choose to process with their bank. If lost checks are later recovered by Lighthouse Ledgers, the check will be voided and returned to the client for their disposal.