TERMS & CONDITIONS
FOR INDIVIDUAL CLIENTS
These Terms and Conditions ("Terms") govern your use of the services provided by Richard Colins, Inc. ("Company", "we", "our", "us"). By accessing and using our services, you ("Client", "you", "your") agree to be legally bound by these Terms. If you do not agree with these Terms, do not continue using our services.
SERVICES PROVIDED
Richard Colins, Inc. provides professional tax related and financial services, including but not limited to:
Individual & Corporate Tax Return Preparation
Business Tax Advisory & Strategic Tax Planning
Individual Income & Investment Tax Strategies
Estimated Tax Projections
IRS & FTB Audit Correspondence & Representation
Bookkeeping - Coaching, Monthly & Cleanup Services
Fractional CFO Services
The specific scope of services applicable to you will be detailed in an individual engagement letter, contract, or service agreement.
CLIENT RESPONSIBILITIES
Clients agree to provide accurate, complete, and timely information, including all necessary documentation, financial records, and responses to correspondence. Failure to comply may result in delays, additional fees, or compromised service accuracy.
QUALITY CONTROL & TAX FILING DEADLINES
To ensure accurate bookkeeping and timely tax filings, clients must adhere to our internal deadlines. If a client fails to submit required information or respond after our RC Review & Quality control deadline, we cannot guarantee that their bookkeeping or tax filing will be completed on time. Expedited fees may be available for rush services. For a detailed breakdown of tax filing & internal Firm quality control deadlines visit our website https://www.richardcolins.com/important-dates.
SCHEDULING, RESCHEDULING, & CANCELLATIONS
Last minute reschedules and no shows fall into a low priority client queue* for future appointments.
Tax Return Appointments
Clients must upload documents within 72 hours of booking their tax return appointment and/or after comprehensive tax appointment.A 750 nonrefundable deposit is required starting 2026. Applied as credit upon completion. Any unused deposit after the services have been delivered and completed may then be credited to other services for the same calendar year or refunded upon request.
Other Services
Reschedules or cancellations made less than 24 hours in advance, or no-shows are considered fully utilized sessions deducted from the agreement due to the time that was reserved specifically for you; consequently, results in the loss of session(s) & meeting time allowed per agreement. The aforementioned session(s) cannot be refunded, credited, or rescheduled unless otherwise permitted under applicable law or at company discretion.Low Priority Queue (Definition)*
Missed appointments, late document submissions, or failure to respond to two consecutive communications per relevant matter may result in Low Priority Queue* status. This status results in:
Delayed scheduling for future appointments
Reduced service prioritization
Limited eligibility for rush or last-minute requests
Deprioritization in active case work or review
Placement in this queue is determined at the discretion of Richard Colins, Inc. and is intended to ensure that our time and resources are focused on clients who comply with our established service deadlines, communicate proactively, and adhere to our engagement guidelines. Clients may return to regular service scheduling at our discretion by demonstrating reliable, consistent, and timely cooperation.
FEES, PAYMENTS & DEPOSITS
General Policy
All fees for services provided by Richard Colins, Inc. are subject to periodic review and may be adjusted as needed to reflect changes in inflation, labor costs, value add, or operational expenses. Certain engagements may require premium pricing due to their complexity, urgency, or the elevated level of expertise required. Fees are generally nonrefundable due to the significant amount of time, resources, and preparation allocated upon the commencement of service. However, exceptions may be considered at the sole discretion of the firm and in compliance with applicable state or federal consumer protection laws.Tax Return Services
Payments for services specifically rendered to ‘Tax Return Filings’ are required to be paid before the signing of tax documents. We will not accept any signatures prior to payment, due to time constraints from IRS Code of Ethics for tax professionals on the filing of a tax return.2.1 Paper Filing: There are circumstances where an e-file is rejected, in this case there will be a fee for paper filing per return. The handling fee per paper file return is 275; federal and each state billed separately. If you opt out of e-filing and choose to paper file voluntarily, the paper processing fee per return is 675; federal and each state billed separately. Confirmation delivery and shipping costs are covered. We are not liable for lost mail or incorrect addresses. Visit our website for Tax Season Rates.
*There may be additional forms that are uncommon to the usual tax return. Additional forms fees or additional client correspondence hourly rate is applied in those circumstances.
*For services where forms are not filed through a tax return, the Additional Services will be outlined in a new engagement letter or as agreed upon prior to service commencement.
*Hourly rates for our time and expertise apply even if you choose not to file a tax return with us for reasons specifically associated with our rates that you had already agreed to prior to scheduling your own appointment.Advisory, Audit, Tax Planning
Our fees for services will be outlined in the engagement letter or as agreed upon prior to service commencement. Payment for services is due within the grace period stated of duly executed agreement or as otherwise specified in your agreement. Payments for services specifically rendered to ‘Tax Return Filings’ are required to be paid before the signing of tax documents. We will not accept any signatures prior to payment, due to time constraints from IRS Code of Ethics for tax professionals on the filing of a tax return.3.1 IRS and FTB Audit Services. If applicable, the owner of the portal shall pay our firm an initial minimum retainer in the equivalent of 8 hours plus any premium fee assessed or as agreed upon to start the services discussed in the assessment together. A new 8 hour retainer plus any premium fee assessed or as agreed upon must be fulfilled after the depletion of the prior retainer for the continuation of services. Any portion of the retainer unused is reimbursed after the completion of services.
3.2 Individual/Corporate Maintenance, Tax Planning, Strategies, and Advisory. A concise outline of year round milestones and fees are agreed upon per contract and paid upfront before the commencement of any job. The client holds the responsibility to execute all steps advised by our professionals within an appropriate timeline. All contracts expire by the end of each calendar year of its original signature date and are automatically renewed under continuous rebilling for the new calendar year. Rate changes are notified electronically through emails and newsletters. Client forfeits any remaining credits or unused hours upon expiration of contract; unused credits do not carry over to the next calendar year. If strategies and advisory requires additional scopes with new discoveries and correspondences, a new outlined retainer is required.
3.3 Quarterly Estimated Tax Projections. All retainers and invoices due immediately in full. If Tax Projections require additional scopes that may include Tax Planning & Advisory requiring new discoveries and correspondences, a new outlined retainer is required.
Bookkeeping Services
Our fees for services will be outlined in the engagement letter or as agreed upon prior to service commencement. Payment for services is due upon agreement of contract. Fees are nonrefundable. All rates are subject to change at our discretion to accommodate inflation and growing cost of operations. 4.1 Non-payment & Outstanding Payments. If payment for the month (monthly service contract) is not received or rebilling is declined by the first day of that month to initiate work, services will be:Legacy Clients: immediately paused until a 3 month security deposit plus current month is fully paid, and the “Legacy” status expires. Any future outstanding payments are automatically deducted from the security deposit until fully depleted; work is paused until security deposit is replenished plus current month is paid in full. See ‘Annual & Monthly Deposit & Prepayment Terms’.
Standard Clients: continued and outstanding payments are automatically deducted from the security deposit until fully depleted; work is paused until security deposit is replenished plus current month is paid in full. If outstanding payments are a common occurrence, we may reserve the right to terminate the contract without any refund and refuse further services to the client.
4.2 Monthly/Annual Bookkeeping Retainer
The retainer serves as a financial safeguard to cover any catch-up work, additional tasks caused by client delays, or unforeseen bookkeeping needs that fall outside the standard monthly scope. In the event of non-payment, work will be paused after a defined grace period. If any portion of the retainer is used during the service period, the client may be asked to replenish it to maintain uninterrupted service. Any remaining security deposit may be refunded upon written request after and only after:
The client has completed their full service term;
All monthly payments are up to date;
No catch-up or additional work is outstanding; and
The client is in good financial standing with no unpaid balances.
4.3 Use & Refund of 3-Month security deposit
Once the client is current with payments and no outstanding work is pending, the deposit may be refunded upon request or applied to future services. The deposit may be applied toward:
Additional Bookkeeping Services
Additional Follow-ups for Bookkeeping related questions
4.4 Bookkeeping Cleanup. Cleanup work is no longer billed hourly. Instead, a flat fee upfront retainer will be required. If the project exceeds the scope, additional hours will only be billed with prior approval and a new retainer will be required.
4.5 Recurring Payments requirement. Clients must set up and maintain recurring payments directly through their QuickBooks Online (QBO) account to avoid service disruption and ensure timely processing. Clients on monthly recurring payments are committed to a calendar engagement to maintain the consistent prior period cleanup rate.
4.6 Renewals & Re-engagement After Initial Term. At the end of an initial annual calendar year engagement, the client is automatically locked in to the “special rates” for the following year. If the client chooses to opt out, there is no guarantee the “special rates” will remain in effect and standard rates may apply.
To maintain continuity and special rates, clients are expected to renew their annual engagement by September 15, of the current calendar year for the upcoming year. To avoid any disruption in service and maintain current rates, clients must ensure there is no lapse in service and payments remain current.
‘Catch-up’ Reinstatement Fee. If a client fails to upload required bank or credit card statements for two consecutive months or more, a reinstatement ‘catch-up’ fee of $600 will be applied per month. This fee may be waived on the first offense and only the first offense as a courtesy. Repeated delays may result in additional fees or termination of service due client breach of contract without refund and without recourse.
Annual & Monthly Deposit & Prepayment Terms. Clients on monthly engagement are required to pay the first month plus three (3) months as a security deposit. Clients engaged on an annual agreement are required to pay the full retainer amount upfront, along with an additional three (3) months security deposit. If statements are not uploaded for two (2) or more months, or if payment is late, we reserve the right to use the security deposit to cover hourly catch-up work, aforementioned “catch-up” reinstatement fee, and additional client correspondence. Once the security deposit is depleted, all work will pause. To resume services, the next payment will be applied to both replenish the required 3-month security deposit and cover the current month’s fees. Work will continue once both are received.
Prepayment each month refers to payment for services for that month, including any past due balances and catch-up work as needed.
4.6.1 Annual & Monthly Plans. Clients may opt for a special rate annual plan to lock in their current rate. Monthly plans are priced higher and require a calendar year commitment.
Clients who sign up for monthly payments or prepay annually are committing to a calendar year contract. Early termination does not void the contractual obligation. If a client wishes to end services before the contract concludes, no refunds will be issued, and any outstanding balances must be settled.
Interest and Collections on Late Payments. Clients have until 14 calendar days after the initial invoice is sent to pay the balance in full for services completely rendered that were not previously retained on a contract; after 14 calendar days it is considered a late payment and will incur an additional charge of 1% interest per month and any collection fees.
Premiums apply to special scenarios that require extra levels of experience and execution. All premium fees are specially outlined in client contracts. Refer to our website for Regular and Off Season Hourly Rates.
ADDITIONAL FEES
Convenience Fees
Convenience fees apply to delay in services due to client tardiness of providing all pertinent documents prior to deadlines. Cut off dates for data and document uploads to our regular fee schedule is transparent and outlined via important dates of the calendar year on our website. By booking your appointment with Richard Colins, Inc., you are agreeing to the terms of our rates as stated on our website. We keep our rates fair, transparent, and competitive within our industry. Convenience and Expedite fees apply for urgent requests throughout the year. Due to the rigorous demand of attention and the extensive bandwidth required of our team to execute last minute requests towards the end of tax season, a Deadline Premium Convenience Fee is applied to the final invoice as outlined transparently on our website RC Rates Menu. You have the option to file an extension. Our team can assist you with that.
Missing Documentation/Information
Missing documents and missing information that requires additional correspondences from the original appointment are invoiced a flat management fee of 550 per separate topic and matter. These terms require consent when booking your appointment.
We have noticed many clients, through the years, were not prepared for their original appointment even though we have concise instructions upon scheduling, proper tools, like our highly comprehensive checklists, expense spreadsheets, and a solid team to make saving money and filing tax returns convenient. Although we have very specific instructions on how a client must upload their documents and data, we can organize your files for you upon request for a flat convenience fee of 325 per 15 documents added to the final tax return filing invoice.
To ensure quality of service to our clients/regulars, appointment requests are canceled without notice if we conclude that we may still be missing information and documents from the client, and/or if we do not get a response from the client from our follow ups regarding potentially missing documents and data. All additional pertinent tax documents and data that were not originally submitted upon the scheduling of appointment is required to be submitted within 3 business days before the scheduled appointment to give our team ample time to prepare the tax return for discussion and adjustments with the client. Otherwise, the client may reschedule when everything is submitted and ready for our team to prepare and review.
When it takes us additional time and follow ups to finish a return due to incomplete information, it diverts resources that could have otherwise been allocated to other scheduled client services. In the additional time spent together, we still pay a full team of staff their personal hourly to operate. Therefore, we invoice a convenience fee for any additional discoveries and correspondences that fall outside the original preparation guidelines.
DOCUMENT SUBMISSION & ACCURACY
It is the client’s responsibility to ensure that all documents uploaded are correct, complete, and legible. We are not liable for any issues, delays, or errors arising from the incorrect, incomplete, or illegible documents submitted. We recommend reviewing all files carefully before submission to minimize the risk of errors and to ensure that no important documents are missed. All additional fees due to “late submission” or rescheduling is disclosed in advance whenever possible and is billed separately or added to the final invoice, at the firm’s discretion. These fees reflect the additional time and resources required to reorganize work in progress, adjust scheduling, and maintain compliance standards.For purposes of this engagement, “late submission” is a non-negotiable and defined as:
After Work Has Commenced
If documentation is submitted after our team has begun work on your file, any new or missing item is considered late; additional review and revision fees apply.Within Five (5) Business Days of a Scheduled Engagement
If documentation is submitted less than five (5) business days before a scheduled engagement (e.g., a meeting, tax deadline, filing submission, or deliverable due date), it is considered late and may impact our ability to meet the deadline or complete work without rush fees.
Failure to submit documents by the specified time may result in:
Additional service fees at our prevailing hourly or rush rate
Delays in the delivery or completion of your work
Postponement or rescheduling of your meeting or filing
Statement Uploads. Clients are required to provide access to their QuickBooks Online (QBO), and all relevant bank statements must be uploaded in PDF and CSV format. If login credentials are provided, we may assist in retrieving bank statements and converting them to usable formats. Technical work will not begin until all necessary documentation has been received. This applies to both monthly and cleanup services.
No Mail-In Documents. We do not accept documents submitted via mail, fax, or other physical means. All documents must be uploaded through our secure online portal to ensure proper processing and minimize the risk of loss or misplacement.
REFUNDS, RATES & ADJUSTMENTS
All rates are subject to change at the discretion of our firm to accommodate inflation, added value, and growing cost of operations. All service fees are nonrefundable due to the time, expertise, and resources involved. Exceptions may be made at our discretion in compliance with applicable laws. All services require time, expertise, and resources to execute, which incur costs regardless if a client decides to continue working with our firm. The quality of services, such as, but not limited to, Client Setup & Onboarding, Tax Returns, Bookkeeping, IRS Audits, and Advisory provided can be highly subjective from a professional viewpoint vs an untrained civilian viewpoint. Therefore, we do not negotiate refunds. You may also refer to ‘TAX FILING ACCURACY’.CORRESPONDENCES
We limit the number of follow-up communications to a maximum of two follow-up correspondences per outstanding tax matter for each client to ensure effective and efficient communication. After two unsuccessful follow-ups, the client is moved off of priority queue and our team will cease to continue any further follow-ups until the client has reached out in response to our most recent communications. Convenience fees are applied to any additional and necessary correspondences outside of the normal scope of service maintained throughout our Terms and Conditions. It is the client’s responsibility to reply promptly. This policy helps manage resources by preventing excessive time and effort from being spent on any single case, allowing for broader client engagement. Additionally, limiting follow-ups encourages clients to take timely action on their tax matters, fostering a sense of responsibility and urgency. This approach also helps avoid overburdening the client, ensuring that attention can be focused on resolution. By maintaining a clear limit, we promote professionalism, reduce confusion, and improve the overall client experience.We strive to respond to client communications within up to three (3) business days. Please note that during peak periods, including but not limited to tax season deadlines, response times may be extended to approximately five (5) to seven (7) business days. Unforeseen circumstances may also result in additional delays.
If a response is not received within 14 calendar days, the matter will be taken off the queue. When communication has been reestablished, the specific corresponding matter is placed at the end of the current queue for further processing.
TAX FILING ACCURACY
While we make every effort to ensure that our tax filings are accurate and comply with relevant laws, it is ultimately the client’s responsibility to ensure that the information provided and reported on the tax return is accurate as stated in the closing instructions of each client’s tax return. We are not responsible for any penalties, fines, or additional taxes resulting from incorrect or incomplete information provided by and signed off by the client. Our firm provides a Post-Tax Appointment Checklist and clear instructions on how to review a tax return thoroughly for clients to follow before signing your tax return. Certain premium tax return packages include “Professional Peer to Peer Review” and “Courtesy Adjustments” to reduce chances of inaccuracies from the client’s personal obligatory review of their own tax return. Inaccuracies and amendments required due to any incorrect advice from our team is complimentary; penalties and interests are covered by our team as a credit back to you. Clear and convincing proof of incorrect advice provided by our team is required for the coverage. In some cases, our insurance will cover the penalties and interests inflicted specifically by our firm. In the event that the tax authorities require adjustments, we will assist you in resolving the matter, but for this form of occurrence we are not responsible for any financial consequences. Refer to the Terms and Conditions section ‘IRS and FTB Audit Services’. Richard Colins Audit Assurance Policy or ‘RAAP’ service see ‘RICHARD COLINS AUDIT ASSURANCE POLICY’RICHARD COLINS AUDIT ASSURANCE POLICY (RAAP)
The Richard Colins Audit Assurance Policy includes a range of valuable support services in the event of an IRS or FTB audit related to the applicable tax return. Clients enrolled in RAAP are entitled to unlimited initial reviews ("first looks") of any IRS or FTB letter connected to the covered tax year, even if the audit or notice results from the client’s own error or negligence. These reviews include professional analysis of the letter, along with general guidance and clear instructions on how the client should respond. For rates without RAAP coverage, visit our Rates page for ‘IRS & Audits Menu’.In addition, RAAP includes support for one discovery process and full case assessment per tax year. This process is designed to evaluate and respond to a single proposed audit case. For individual tax returns, this coverage includes services valued between $4,050 and $5,400; for business and corporate returns, it covers services up to $10,000. These services encompass the initial case review, gathering and analysis of supporting documents, review of all proposed adjustments, discussion of potential outcomes, evaluation of strategic response options, Power of Attorney, and the initial phone call to the IRS or FTB to discuss the scope and intent of the audit.
Please note that services rendered beyond the initial discovery phase and initial contact with the IRS or FTB are not included under the RAAP policy. Additional services will require a separate agreement and retainer.
‘RAAP’ service is available only in connection with a filed tax return. Clients may opt into RAAP of their tax return being filed and accepted by the appropriate tax authorities (IRS or FTB). For individual tax returns filed on or before April 30th of the current year, the final deadline to enroll in RAAP is June 10th of the same year. This policy provides valuable protection by covering specific services in the event of an IRS or FTB audit. For returns filed between May 1st and October 15 of the current year, clients have until November 30th to add the RAAP service. RAAP does not cover audits with an origination date that predates the payment for the RAAP service.
Disclaimer: Any references to service value or estimated cost savings are illustrative and do not imply a guaranteed result, refund, or entitlement. All services are subject to the scope, availability, and discretion of Richard Colins, Inc.
DISCOUNTS
Our rates are not negotiable and there are no discounts. A client is not merely paying just for our time. A client is paying for our expertise, combined 40+ years of team experience, serviced over 40,000 federal and state tax returns, hundreds of hours of case studies and classes yearly, the research, interpretation of the IRS Sec. Codes, convenience, white glove assembly line we have finely tuned since 2007, and more. Our rates are appropriately structured to give you the best service we are meant to provide, saving you the most money we possibly can and assisting you as we meticulously design your roadmap to financial freedom. Your time and money is important to you, so it is important to us.REFERRAL FEES
Although we do not offer referral fees due to a conflict of interest in the Tax Professional IRS Code of Ethics, we can work out a valuable and consistent relationship and set up something special together.CONFIDENTIALITY & DATA SECURITY
We are committed to protecting the confidentiality of your personal and financial information. Like all providers of personal financial services, tax professionals are required by law to inform clients of their policies regarding the privacy of client information. Our firm adheres to professional standards of confidentiality that are even more stringent than those required by law, all software that holds client data IRS compliant. The only nonpublic personal information we collect is information that you provide to us or information that we obtained with your authorization.
We will not disclose your information to third parties without your consent, except as required by law or as necessary to perform the services requested. Permitted disclosures might include providing information to our employees or, in limited situations, to unrelated third parties that need the information to assist us in serving you. In all situations, we stress the confidential nature of the information being shared. We employ appropriate physical, technical, and administrative safeguards to protect your data. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee the absolute security of your information.LIMITATION OF LIABILITY
Except to the extent prohibited by applicable law, our liability for any claim arising from our services is limited to the total fees paid by you for the specific services giving rise to the claim. In no event shall we be liable for any indirect, incidental, special, or consequential damages arising out of or in connection with the use of our services. You acknowledge that you are solely responsible for the accuracy and completeness of the information you provide, and that any errors or omissions in the information may lead to inaccurate or incomplete tax filings or advice.INTELLECTUAL PROPERTY
The content provided by Richard Colins, Inc., including but not limited to tax resources, templates, forms, and other materials, is protected by intellectual property laws and is the property of Richard Colins, Inc. or its licensors. You may not use, copy, distribute, or modify such content without our express written permission.AMENDMENTS TO TERMS AND CONDITIONS
We reserve the right to update these Terms. Updates will be posted at https://www.richardcolins.com. Continued use of services implies acceptance. We recommend reviewing these Terms periodically to stay informed of any changes.TERMINATION
Either party may terminate the relationship at any time, with or without cause, by providing written notice to the other party. Upon termination, you will be responsible for paying for services rendered up to the date of termination. Our firm can terminate this agreement in the event of your material breach, including failure to pay sums when due, unless resolved within ten (10) business days of notice of breach or nonpayment. Our firm has the right to immediately terminate this agreement, without notice, upon client’s breach of confidentiality obligations or proprietary rights. In addition, and without limiting its termination rights, our firm may suspend client access to the services in the event of a breach.Upon termination of services for any reason, we will retain client records for 30 calendar days for the client's convenience to download or request. After this period, records may be securely destroyed in accordance with our document retention policy.
We will return to the client any original documents or records provided to us by the client, regardless of account balance, in accordance with IRS Circular 230 and applicable professional standards. Work products prepared by our firm (including tax returns, analyses, schedules, and advisory documents) may be withheld until all outstanding invoices are paid in full, to the extent permitted by law.
Clients may request copies of retained records in writing during the retention period. If we determine that immediate transmission of certain documents is required for compliance with IRS or state regulatory rules, we may transmit those documents directly to the client using a secure delivery method.
To ensure a smooth transition, clients will need to complete the following steps:
Log in to your client portal.
Navigate to the "Documents" tab.
Select and download all relevant files, including tax returns, statements, and any other pertinent documents.
FORCE MAJEURE
We shall not be liable for any failure or delay in the performance of our obligations under these Terms if such failure or delay is caused by circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, strikes, or government actions.SEVERABILITY
If any provision of these Terms and Conditions is determined to be invalid, illegal, or unenforceable, the remaining provisions will remain in full force and effect.WARRANTIES
You warrant to our firm that you have full power and authority to enter into this agreement and to perform your obligations herein and that you will comply with all applicable laws, rules, and regulations including those relating to professional ethics, conduct, and advertising. You represent and warrant that the provision and use of content provided by you does not and will not violate any copyrights, trade secrets or other proprietary rights of any third party, or create any liability to any third party. You acknowledge that any breach of your representations and warranties is a material breach of this agreement.VIP & MEMBERSHIP RATES
Special individual and corporate tax return rates may be available to clients whom:Are part of our membership and livestream program.
Are on certain auto rebilling and auto renew annual services but not limited to Tax Planning, Tax Advisory, Tax Projections, Bookkeeping, etc.
Click here for more information on becoming a VIP or our being a part of our Membership Program.
CONTACT INFORMATION
If you have any questions regarding these Terms, or if you need to contact us for any reason, please use the following contact information:
Richard Colins, Inc.
Email: guestservices@richardcolins.com
Phone 1: (415) 926-1800
Phone 2: (415) 298-8880GLOSSARY
Engagement Letter – The specific agreement that sets your scope, fees, and timeline; controls over any conflicting general terms.
Client Portal – Your secure online account where documents are shared, signed, and stored.
IRS Code of Ethics – IRS Circular 230 and IRS e-file rules. IRS regulations that govern tax practitioners’ conduct.
e-File – Electronic filing of returns with the IRS/FTB.
Paper Filing – Mailing a physical return when e-file is unavailable or declined.
Retainer – Upfront amount held to cover future services/time; unused portions may be refunded subject to the contract.
Security Deposit – Amount held to cover non-payment/catch-up work; may need replenishment if used.
Reinstatement (“Catch-up”) Fee – Fee applied when required statements weren’t uploaded for consecutive months, to bring books current.
Convenience Fee – Additional charge for late/incomplete submissions or last-minute requests requiring extra resources.
Expedite/Deadline Premium Fee – Additional charge to prioritize urgent work near deadlines.
Low Priority Queue – A lower scheduling tier applied when clients miss appointments or communications.
Legacy Client – A long-standing client who began services prior to changes in the firm's pricing or service structure and may be under prior terms.
Continuous Rebilling / Auto-Renewal – Automatic charges for recurring services unless canceled.
Grace Period – Extra time to pay or deliver items before penalties apply.
Late Fee/Interest – Extra amount charged on overdue invoices (e.g., 1% per month).
Scope of Services – What work is and is not included in your engagement.
Additional Scope – New or changed work requiring a revised fee or new retainer.
Professional Peer Review – A second-preparer review included in certain premium packages.
Courtesy Adjustments – Non-obligatory corrections or tweaks provided as a customer service.
RAAP (Richard Colins Audit Assurance Policy) – A service plan that covers defined audit-related professional services up to stated caps; not insurance.
Audit Correspondence – Communications with IRS/FTB relating to a return.
Power of Attorney (POA) – Written authorization allowing your firm to communicate with tax authorities on a client’s behalf.
Confidential Information – Non-public data the firm receives from the client.
Service Providers / Subprocessors – Third parties the firm uses (e.g., portal, cloud, payments) under confidentiality/security obligations.
Records Retention – How long documents are kept before secure destruction.
Force Majeure – Events beyond a party’s control (e.g., disasters) that excuse performance.
Severability – If one clause is invalid, the rest still apply.
By using our services, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.