Terms & Conditions

Guidelines and Responsibilities

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Understanding the Terms and Conditions


If you wish to purchase any product or service made available through the Service (“Purchase”), you may be asked to supply certain information relevant to your Purchase including, without limitation, your credit card number, the expiration date of your credit card, your billing address, and your shipping information.

You represent and warrant that: (i) you have the legal right to use any credit card(s) or other payment method(s) in connection with any Purchase; and that (ii) the information you supply to us is true, correct and complete.

By submitting such information, you grant us the right to provide the information to third parties for purposes of facilitating the completion of Purchases.

We reserve the right to refuse or cancel your order at any time for certain reasons including but not limited to: product or service availability, errors in the description or price of the product or service, error in your order or other reasons.

We reserve the right to refuse or cancel your order if fraud or an unauthorised or illegal transaction is suspected.

The Service is not designed to provide qualitative advice regarding the fitness for purpose and merchantability of any products or services. We strongly advise you to exercise caution and do your own due diligence in conducting any transactions through the Service.

Availability, Errors and Inaccuracies

We are constantly updating our offerings of products and services on the Service. The products or services available on our Service may be mispriced, described inaccurately, or unavailable, and we may experience delays in updating information on the Service and in our advertising on other web sites.

We cannot and do not guarantee the accuracy or completeness of any information, including prices, product images, specifications, availability, and services. We reserve the right to change or update information and to correct errors, inaccuracies, or omissions at any time without prior notice.

The content is provided without warranties or conditions of any kind either express or implied, including but not limited to implied warranties and conditions of merchantability, fitness for a particular purpose or non-infringement.

Intellectual Property

The Service and its original content, features and functionality are and will remain the exclusive property of Practical Systems and its licensors. The Service is protected by copyright, trademark, and other laws of both the Australia and foreign countries. Our trademarks and trade dress may not be used in connection with any product or service without the prior written consent of Practical Systems. Nothing in these Terms constitutes a transfer of any Intellectual Property rights from us to you.

Links To Other Web Sites

Our Service may contain links to third-party web sites or services that are not owned or controlled by Practical Systems.

Practical Systems has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third party web sites or services. You further acknowledge and agree that Practical Systems shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods or services available on or through any such web sites or services.

We only provide links to external websites as a convenience, and the inclusion of such a link to external websites do not imply our endorsement of those websites. You acknowledge and agree that when you access other websites on the Internet, you do so at your own risk.

We strongly advise you to read the terms and conditions and privacy policies of any third-party web sites or services that you visit.


We may terminate or suspend your access immediately, without prior notice or liability, for any reason whatsoever, including without limitation if you breach the Terms.

Upon termination, your right to use the Service will immediately cease.

All provisions of the Terms which by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, warranty disclaimers, indemnity and limitations of liability.

We shall not be liable to you or any third party for any claims or damages arising out of any termination or suspension or any other actions taken by us in connection therewith.

If applicable law requires us to provide notice of termination or cancellation, we may give prior or subsequent notice by posting it on the Service or by sending a communication to any address (email or otherwise) that we have for you in our records.


As a condition of your access to and use of the Service, you agree to indemnify us and our successors and assigns for all damages, costs, expenses and other liabilities, including but not limited to legal fees and expenses, relating to any claim arising out of or related to your access to and use of the Servuce or your breach of these Terms and any applicable law or the rights of another person or party.

This indemnification section survives the expiration of your registration, and applies to claims arising both before and after the registration ends.

Limitation Of Liability

You agree that we shall not be liable for any damages suffered as a result of using the Service.

In no event shall we be liable for any indirect, punitive, special, incidental or consequential damage (including loss of business, revenue, profits, use, privacy, data, goodwill or other economic advantage) however it arises, whether for breach of contract or in tort, even if it has been previously advised of the possibility of such damage.

In no event shall we be liable for any claims by a third party in tort or contract, or pursuant to the Competition and Consumer Act 2010 (Cth) including, but not limited, to any misleading statements made and/or incorporated into any Content provided by third parties, such as manufacturers and wholesalers, and users of the Service. It is your sole responsibility to ensure the accuracy of the data inputted.

You have sole responsibility for adequate security protection and backup of data and/or equipment used in connection with your usage of the Service and will not make a claim against for lost data, re-run time, inaccurate instruction, work delays or lost profits resulting from the use of the Service.

Without limiting the foregoing, in no event will our aggregate liability to you exceed, in total, the amounts paid by you to us.


Your use of the Service is at your sole risk. The Service is provided on an “AS IS” and “AS AVAILABLE” basis. The Service is provided without warranties of any kind, whether express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, non-infringement or course of performance.

Practical Systems its subsidiaries, affiliates, and its licensors do not warrant that a) the Service will function uninterrupted, secure or available at any particular time or location; b) any errors or defects will be corrected; c) the Service is free of viruses or other harmful components; or d) the results of using the Service will meet your requirements.

This disclaimer of liability applies to any damages or injury caused by any failure of performance, error, omission, interruption, deletion, defect, delay in operation or transmission, computer virus, communication line failure, theft, or destruction or unauthorized access or, alteration of or use of record in connection with the use or operation of the Service, whether for breach of contract, tortious behaviour, negligence or any other cause of action.

We make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the content contained on the Service for any purpose. Any reliance you place on such information is therefore strictly at your own risk. We disclaim any express or implied warranty representation or guarantee as to the effectiveness or profitability of the Service or that the operation of our Service will be uninterrupted or error-free. We are not liable for the consequences of any interruptions or error in the Service.


Some jurisdictions do not allow the exclusion of certain warranties or the exclusion or limitation of liability for consequential or incidental damages, so the limitations above may not apply to you.

Governing Law
These Terms shall be governed and construed in accordance with the laws of New South Wales, Australia, without regard to its conflict of law provisions.

Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect. These Terms constitute the entire agreement between us regarding our Service, and supersede and replace any prior agreements we might have between us regarding the Service.


We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material we will try to provide at least 30 days notice prior to any new terms taking effect.

It is your sole responsibility to periodically check these Terms for any changes. If you do not agree with any of the changes to these Terms, it is your sole responsibility to stop using the Service. Your continued use of the Service will be deemed as your acceptance thereof.

Compilation of financial statements

By engaging us to compile financial statements, you acknowledge that:

  • The reliability, accuracy and completeness of the accounting records are your responsibility; and
  • That you have disclosed to us all material and relevant information.

No statutory financial audits are conducted

You and your employees are responsible for the maintenance of the accounting systems and internal controls for all the Entities.  That includes the keeping and maintenance of all required books of account.  Our firm cannot be relied upon to disclose irregularities, including fraud, and other illegal acts and errors that may occur with regard to such matters.

Our firm is not being engaged to conduct a statutory audit of the financial records of any of your Entities and we will not express an auditor’s opinion as to the truth and fairness of the financial statements.


Before we lodge any returns on your behalf, we will forward the documents to you for approval.  We will endeavour to ensure that the returns are lodged by the due dates and will advise you when documentation should be provided to us. 

If you are late in providing information, we will do our best to meet the time limits, but we will not be responsible for any late lodgement penalties or interest charges you may incur.

Ownership of documents

The financial statements, tax returns and any other documents which we are specifically engaged to prepare, together with any original documents given to us by you, shall be your property.  Any other documents brought into existence by us, including general working papers, the general ledger and draft documents will remain our property at all times.

If our services are terminated (by either party), each client separately agrees that we shall be entitled to retain all documents owned by that client until payment in full of any outstanding fees from all members of the Group on any account.  

Additional services

The scope of our engagement is the preparation and lodgement of the accounting and taxation matters detailed above.  Any agreed fee applies only to services and advice provided within the scope of our engagement.  This fee includes checking and forwarding original assessments and payment notices that are received from the ATO and ASIC.

However, any additional services or advice that you request are outside the scope of this letter and are not included in this agreed fee.  We will separately advise you of the fee for these services, including any direct out of pocket expenses.  Please note in particular that any correspondence from the ATO or ASIC that does not relate to initial assessments or original payment notices, may be charged as additional services.

Fees and charges

Our services will be provided to you on a fee for service basis.

Unless otherwise stated in writing, any estimates which we provide to you of our anticipated fees, disbursements and charges for any work are only indicative of the amounts you can expect to be charged.

Where an estimate is given and the scope of the work changes, or if it becomes apparent that the work involves matters which were not taken into account in the estimate, we will endeavour to advise you and provide an amended estimate as soon as it is practicable to do so.

Each client in the Group is jointly and severally liable to pay our fees in respect of all work performed for all members of the Group.

If we suspend work or terminate this engagement by reason of unpaid fees, we will not be liable for any loss or damage suffered by any client in the Group as a result of the suspension or termination.

The estimated fees for this engagement are set out on the Schedule of Estimated Fees attached to this letter.

Goods and Services Tax (GST) – Professional fees

Our professional fees are inclusive of GST.  If our services are provided to Individuals or Entities that are registered for GST, then those Individuals or Entities may be able to claim a GST input tax credit for the GST they pay on our services.  However, this will not be the case if the services we provide are used by the recipient in making an input taxed supply or otherwise for a non-creditable purpose.  In this situation the GST associated with our professional fees cannot be claimed as an input tax credit. 

GST – Disbursements

In addition to our professional fees, you will be responsible for payment of any expenses which we incur on your behalf (together with the GST that we pay in relation to such expenses), such as:

  • ASIC fees
  • new company and trust deed orders
  • other specific disbursements notified from time to time


We will keep information acquired as a result of this engagement confidential and will not disclose confidential information relating to clients in the Group without permission, unless there is a legal duty to do so.  We will also not use any information acquired as a result of this engagement for our own personal advantage or for the advantage of a third party.

We may also need to disclose information relating to one client’s affairs to other clients in the Group to assist in performing our work, to persons responsible for the governance of an entity to comply with accounting standards, to the relevant parties in order to protect our professional interests in legal proceedings, to a professional or regulatory body in response to an inquiry or investigation, to the relevant parties in order to comply with technical and professional standards (including ethics requirements), or to a professional body of which we are a member, in relation to a quality review program undertaken by that body.  Each client in the Group hereby authorises us to do so when we consider it appropriate to further our performance of work for the Group, or when requested by the relevant party.

Utilising outsourced services

At this time, our firm does not use any “outsourced services” (which may include “Cloud Computing”) to assist in the performance any of the services we are engaged to provide for you. Should this policy change in the future, we will notify you of the relevant details.


Use of “Cloud Computing” (that is not an outsourced service)

From time to time, our firm may utilise “Cloud Computing” in the performance of services under this engagement which is not an “outsourced service”.

The list of “cloud computing” service providers currently used by our firm in the provision of services which are not outsourced services, to whom client information will or may be disclosed, is as follows:

  • Zoho – Business Process Platform to manage client information.
  • Now Infinity – ASIC database and associated reporting
  • Australian Taxation Office – Tax Agent Portal and associated functions
  • ASIC – Agent Portal

We will notify you of any change to this list from time to time.

Each client in the Group hereby authorises us to disclose information relating to those clients’ affairs to such “Cloud Computing” service providers as we may choose to engage.

All relevant providers use either Microsoft or Amazon based cloud storage servers located in Australia. These facilities deploy a portfolio of technologies to provide a multi-layered and highly secured environment and are governed by strict standards regarding the privacy, security and protection of client data. They use sophisticated tools to monitor system activity in real-time to identify potential malicious threats and protect data.

Non-compliance with Laws and Regulations (NOCLAR)

During the performance of our work under this engagement, we may detect conduct or a transaction that is considered to constitute NOCLAR, which has a material effect on any documents or information that might be required to be provided to a regulatory authority (RA), such as the ATO.

If we detect any NOCLAR, we may have an ethical requirement to make a disclosure to an RA.  We will follow a formal process which will include advising you of our concerns, and if necessary, seeking legal advice.

If we are required to make a disclosure to an RA, you agree to forever release us from any claim for costs or losses you incur in responding to or dealing with anything that arises from our disclosure.

Losses from unauthorised cyber-activity

We will take all reasonable precautions to ensure that any electronic data that contains your private information is securely stored and that any email transmissions are protected and are not able to be intercepted by third parties.  However, we cannot be held liable for any loss that you might incur as a consequence of any third party intervention that accesses, procures or copies any data that contains your private information from any medium or device we use to store or transmit such information.

In the event that, despite our firm having taken reasonable precautions to securely store your private information, you suffer any losses arising from unauthorised cyber-activity, you agree to forever release us from any claim for your losses.

Limitation of liability

Our firm’s liability may be limited by a scheme approved under Professional Standards legislation and applicable regulations of the Professional Body. 

At all times we hold professional indemnity insurance of at least the minimum amount prescribed by the Institute of Chartered Accountants in Australia and New Zealand (ICAANZ).

Details of services to be provided

We shall now outline the basis of our engagement in the context of the specific services to be provided.

It should be noted at the outset that, as a general proposition, we rely upon our clients to provide us with accurate and timely information to enable us to properly perform our engagement obligations. Consequently, any rectifying work performed by us on the basis of incorrect or late information or defective or incomplete records, will be work which is outside the scope of this letter and will be charged as additional services. 

BAS returns

As the BAS returns are prepared monthly or quarterly and lodged during the financial year, it may not possible for this firm to review the correctness of all the underlying financial information as part of the preparation of the BAS return.  This is because we are engaged to prepare the annual accounts, and these are prepared after the conclusion of the financial year.

Therefore, for the BAS returns, we may rely on and process the financial information provided to us without any review of the primary source documents.  In doing that, we will make the following specific assumptions:

  • The financial information provided to us is accurate.
  • The financial information correctly states the GST position. For example, all input tax credits, and GST payable amounts have been correctly recorded in the accounting records.  If you are unsure of the correct position or require advice regarding this, please contact us.
  • You have the necessary supporting documentation to satisfy the ATO for GST purposes.
  • You hold valid tax invoices/ adjustment notes for all expenditure incurred by you in respect of which an input tax credit is being claimed. Substantial penalties apply for an incorrectly prepared BAS. If you have any queries in respect to this, please contact our office for assistance.

It is possible that, when the financial accounts are prepared, some discrepancies may exist between the information disclosed in the BAS returns and in the annual financial statements. Should any such discrepancies arise, we will discuss the need to correct either the BAS returns and/or financial accounts.  Those services may involve work which is outside the scope of this letter which may be charged as additional services.

Fringe Benefits Tax (FBT) returns

This firm has also been engaged to prepare and lodge the FBT returns for your Entities.  Please note, because of the impact of GST, it is not impossible to prepare an FBT return from the information contained in the general ledger.  It may be necessary to revert to the source documentation to allow our firm to analyse the FBT implications of any transaction.

Our fee for this service includes the following:

  • Advice on how to collate the information necessary to prepare the annual FBT return;
  • An annual review of the methods available to reduce the FBT expense on the annual FBT return;
  • Telephone advice on basic FBT issues; and
  • The calculation of Reportable Fringe Benefits Tax Amounts that may be required to be included on the annual income statements or payment summaries for your employees (including family members employed in the business of any Entity).

Single Touch Payroll (STP) reports

We will prepare and lodge STP reports with the ATO for the Group as required, based on the information provided to us by you, your employees or any third party authorised by you, without reviewing or verifying the payroll calculations, any relevant wage rates or the source documents relied upon to process each STP pay event. 

We will only provide a lodgement service. We make no representations about the accuracy of the information submitted, the due date or whether it is received by the ATO.  Our firm is not being engaged to perform, or check the accuracy of, payroll calculations associated with the STP reports.  You and your employees are responsible for correctly preparing and processing each pay event, and for maintaining the necessary supporting documentation.

You and your employees are also responsible for calculating and remitting your PAYG withholding and Superannuation Guarantee liabilities with respect to each employee, for each relevant pay event.

Authorisation of ATO digital communication preferences

Each member of the Group set out in the accompanying Schedule of Clients agrees to have the following ATO communication types sent digitally to us as their registered tax agent, where applicable:  

  • Income tax
  • Superannuation
  • Study and training support loans
  • Activity statement related
  • Debt
  • Employer and business obligations

We hereby authorise Practical Systems Bookkeeping and BAS Services to change or withdraw our preferred address for service of ATO communications.

Authority to provide information

Each member of the Group set out in the accompanying Schedule of Clients agrees that from time to time and for legitimate reasons, Practical Systems Bookkeeping and BAS Services may provide relevant information (including copies of financial statements and tax returns) to the following organisations on their behalf:

  • The Australian Taxation Office
  • Australian Securities and Investment Corporation
  • The client bankers and loan providers
  • The client financial service providers
  • Centrelink or similar agency

Confirmation of engagement

There are many issues to consider in this engagement and we ask that you consider all aspects of this letter to ensure that you are satisfied with the scope of our engagement.  Please contact us if you have any queries about this letter.

Once you are satisfied with the terms of this letter, would you please have all persons sign and date in as indicated on page 7 and return to us for our records.   If this letter as supplied in digital format for electronic signing, please follow the relevant instructions to electronically sign the document

We thank you for the opportunity to provide bookkeeping and BAS services to your Group and we look forward to continuing to work with you to provide personalised, high quality and cost-effective services.

Contact Us

If you have any questions about these Terms, please contact us on 1800 624 688.