Terms of Service
Mindful Finance Solutions LLC
Effective Date: 09/02/2026
By using our online payment system or engaging our services, you agree to the following Terms of Service (“Terms”). These Terms apply to all bookkeeping and related services provided by Mindful Finance Solutions LLC (“MFS”).
1. Eligibility
You must be at least 18 years of age and authorized to make payments and enter agreements on behalf of the business or entity using our services.
2. Services Covered
These Terms apply to the following services:
• Monthly bookkeeping packages (Basic, Standard, and Premium)
• Payroll bookkeeping support, full payroll processing, and quarterly payroll report filing — including payroll tax deposits and filings (e.g., Form 941 and state unemployment reports)
• Year-end payroll reconciliation and prior-year payroll reconciliation cleanup
• Catch-up bookkeeping, and the year-end CPA-ready package
• Sales tax filing, additional account reconciliation, additional custom reports, software setup or troubleshooting, and software & systems administration
• Accounts payable check-writing and accounts receivable invoicing & collections
• Vendor & compliance document management
• Business advisory support
MFS processes payroll and files related payroll tax deposits and reports (for example, Form 941 and state unemployment filings) as part of its payroll services. MFS does not provide income tax return preparation or filing, tax planning, tax legal advice, or attest services (see Sections 10 and 14).
3. Consultations and Assessments
New clients begin with a free Discovery Call.
Project work (including catch-up bookkeeping, payroll reconciliation cleanup, and other one-time projects) begins with a $175 Scoping Assessment. The $175 fee itself is never charged as a cancellation penalty — it is only ever applied as a credit toward the client's project, on the estimate provided after the assessment.
Appointments may be canceled or rescheduled without charge with at least 24 hours’ notice. MFS does not charge cancellation or no-show fees.
4. Billing and Payment
Monthly bookkeeping fees are invoiced on the 25th of each month for the following month's service and are due within 14 days of the invoice date. Clients may pay by check or by credit or debit card. Clients who elect automatic card payment authorize recurring billing for the agreed-upon services and confirm they are legally authorized to use the payment method provided. Payment is due by the invoice due date regardless of the payment method chosen.
5. Project and One-Time Work
Project-based and one-time services are invoiced separately from monthly fees and are due within 15 days of the invoice date. Payment may be made by check or by credit or debit card. MFS will communicate the nature and estimated cost of any such work in advance, and no separately invoiced work will proceed without the client's knowledge.
6. Late or Failed Payments
Overdue invoices are subject to a late fee of $25 or 1.5% per month, whichever is greater, applied to the outstanding balance. If a payment fails, you are responsible for promptly updating your payment method to avoid service disruption. Failure to make timely payments may result in a pause or termination of services.
7. Cancellation and No-Show Policy
If you need to cancel or reschedule, you may do so at no cost.
Please provide at least 24 hours notice to cancel or reschedule.
However, repeated late cancellations or missed appointments may result in MFS declining to schedule future appointments or enter into an engagement, at its sole discretion.
8. Refund Policy
Due to the nature of professional services, payments are non-refundable once work has commenced. If you believe you have been billed in error, please contact us within 7 business days of the charge or invoice.
9. Confidentiality and Data Security
All financial and personal data shared with MFS is treated as confidential and is not disclosed to third parties except as strictly necessary to perform your services or as required by law. Payments are processed through secure, PCI-compliant payment systems that use industry-standard SSL encryption. Client records are stored securely and accessible only to authorized personnel.
10. Scope of Services
MFS provides bookkeeping, financial recordkeeping, payroll processing and filing, and advisory support services. MFS is not a licensed CPA firm and does not provide income tax return preparation or filing, tax planning, tax legal advice, or attest services. Where helpful, MFS prepares clean, organized records for handoff to the client's CPA or tax professional.
11. Client Responsibilities and Reliance on Information
Client is solely responsible for the accuracy and completeness of all financial records, receipts, invoices, and other information provided to MFS. MFS performs its services in reliance on the information Client provides, in good faith, and is not responsible for errors, omissions, or losses resulting from inaccurate, incomplete, or untimely information supplied by Client.
12. Independent Contractor Status
MFS provides services as an independent contractor and not as an employee, partner, joint venturer, or agent of Client. Nothing in these Terms creates an employment, partnership, or agency relationship between MFS and Client.
13. Intellectual Property / Work Product Ownership
Client retains ownership of all underlying financial data and records provided to MFS. Upon full payment for services rendered, Client owns the finished work product (for example, financial statements and reports) prepared specifically for Client. MFS retains ownership of its proprietary methods, templates, checklists, and internal processes used to deliver its services, which are not transferred to Client.
14. Limitation of Liability
The client is responsible for all final decisions regarding their business and finances. MFS's liability is limited to the fees paid in the month in which any error or omission occurred. In no event will MFS be liable for indirect, incidental, consequential, special, or punitive damages — including lost profits, lost revenue, or loss of business opportunity — even if MFS has been advised of the possibility of such damages.
15. Indemnification
Client agrees to indemnify and hold harmless MFS, its owner, employees, and contractors from and against any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising out of or related to: (a) Client's breach of these Terms; (b) inaccurate or incomplete information provided by Client; or (c) Client's misuse of the services.
16. Termination of Services
Either party may terminate services by providing 30 days written notice. MFS reserves the right to terminate services for non payment, misuse, or breach of these Terms. Outstanding balances remain due upon termination, and termination does not relieve the client of obligations for work already completed or in progress.
Upon termination, MFS will revoke its access to Client's third-party accounting, payroll, and financial software accounts (including QuickBooks Online and any connected payroll platforms) within 5 business days of the termination date, except as necessary to complete an agreed-upon transition of records or as otherwise required by law.
17. Dispute Resolution
If you dispute a charge, please contact us at service@mindfulfinancesolutionsllc.com before initiating a chargeback. We will work to resolve the issue promptly.
18. Governing Law
These Terms are governed by the laws of the Commonwealth of Pennsylvania, without regard to its conflict-of-law provisions.
19. Force Majeure
MFS is not liable for any delay or failure to perform its obligations under these Terms resulting from causes beyond its reasonable control, including natural disasters, acts of government, internet or utility outages, or other events of force majeure.
20. Severability
If any provision of these Terms is found invalid or unenforceable, the remaining provisions will continue in full force and effect.
21. Changes to These Terms
MFS may revise these Terms at any time. For changes that materially affect fees, cancellation policies, or client obligations, MFS will provide at least 15 days' advance notice by email before the changes take effect. Continued use of our services or payment system after a revision's effective date indicates your agreement to the updated Terms.
22. Contact
Questions about these Terms or your payments can be directed to:
Mindful Finance Solutions LLC
PO Box 87, Leeper, PA 16233
service@mindfulfinancesolutionsllc.com
814-564-2032