Terms & Conditions

1. Definitions

Throughout this Agreement, the following terms carry the meanings described below:

• "Agreement" means these Terms & Conditions along with any engagement letter or service proposal you accept from Maple Ledger.
• "Service" means the accounting, bookkeeping, tax preparation, or advisory services provided by Maple Ledger, as described in Section 3.
• "Client," "you," or "your" refers to the individual or business entity engaging Maple Ledger for professional services.
• "We," "us," or "our" refers to Maple Ledger, operating from 482 King Street West, Toronto, ON M5V 1K4.
• "Content" means any materials, documents, data, or information you provide to us in connection with the Services.
• "CRA" means the Canada Revenue Agency, the federal authority responsible for tax administration in Canada.
• "Engagement Letter" means the written document that outlines the specific scope, fees, and terms of a particular service engagement.

2. Acceptance of Terms

By contacting us to initiate services, signing an Engagement Letter, or using our website, you confirm that:

• You are at least 18 years of age and legally capable of entering into a binding agreement.
• If acting on behalf of a corporation or other legal entity, you have the authority to bind that entity to these terms.
• You have read, understood, and agree to be bound by these Terms & Conditions.

If you do not agree with any part of these terms, please do not engage our services.

3. Service Description

Maple Ledger provides professional accounting and tax services to small businesses and sole proprietors across Canada, including:

• Monthly Bookkeeping & Financial Reporting — transaction categorization, reconciliation, and monthly financial statement preparation.
• Annual Tax Preparation & Filing — year-end T2 or T1 returns, HST/GST filings, and related provincial submissions.
• Strategic Tax Planning & Advisory — multi-year planning sessions, compensation analysis, and written advisory reports.

The specific scope and deliverables for each engagement are outlined in your Engagement Letter. Services are available to clients across Canada, subject to provincial licensing requirements where applicable.

4. Client Accounts & Portal Access

Where applicable, we may provide you with access to a secure client portal or cloud accounting platform to exchange documents and financial data. You are responsible for:

• Maintaining the confidentiality of any login credentials issued to you.
• Ensuring that any person you authorize to access the portal acts in accordance with these terms.
• Notifying us promptly if you suspect unauthorized access to your account.

We reserve the right to suspend access if we have reason to believe that account security has been compromised or that the account is being used contrary to these terms.

5. Client Responsibilities

To enable us to deliver accurate and timely services, you agree to:

• Provide complete, accurate, and timely financial information and documentation as requested.
• Inform us of any material changes to your business structure, income sources, or personal circumstances that may affect your tax or financial position.
• Review all prepared documents and filings before authorizing submission and notify us of any discrepancies.
• Retain source documents (receipts, invoices, bank statements) for a minimum of seven years in accordance with CRA requirements.
• Use our services only for lawful purposes and in compliance with applicable Canadian tax laws and regulations.

We are not responsible for errors or delays resulting from incomplete or inaccurate information provided by you.

6. Intellectual Property

All proprietary methodologies, templates, planning frameworks, and advisory materials developed by Maple Ledger remain our intellectual property. We grant you a limited, non-transferable licence to use deliverables prepared specifically for your engagement for your own business purposes only.

You retain ownership of the financial data and source documents you provide to us. By sharing these materials, you grant us permission to use them solely for the purpose of delivering the agreed services.

You may not reproduce, distribute, or share Maple Ledger's proprietary materials with third parties without our prior written consent.

7. Payment Terms

All fees are denominated in Canadian dollars (CAD) and are outlined in your Engagement Letter. Unless otherwise agreed in writing:

• Bookkeeping services are billed monthly in advance at CAD 210 per month.
• Tax preparation services are billed upon completion at CAD 485 per engagement.
• Advisory services are billed annually at CAD 950, payable at the commencement of the engagement year.

Payment is due within 14 days of invoice date unless otherwise specified. We accept payment via Interac e-Transfer, electronic funds transfer, or credit card where available. Overdue balances may be subject to interest at 1.5% per month.

Refund Policy: Where services have not commenced, a full refund may be requested within 5 business days of payment. Once work has begun, refunds are considered on a pro-rated basis relative to the scope completed. Tax filing fees are non-refundable once a return has been filed with the CRA.

8. Service-Specific Terms

Bookkeeping: Monthly bookkeeping covers up to 250 transactions per month. Engagements exceeding this volume may be subject to adjusted pricing, which will be communicated and agreed upon before additional charges are applied.

Tax Preparation: Timely filing depends on your cooperation in providing required documents by agreed deadlines. Maple Ledger is not responsible for late-filing penalties resulting from delays caused by the client's failure to deliver documentation.

Advisory: Advisory opinions and planning reports are based on information you provide and the tax laws in effect at the time of preparation. Changes to legislation after delivery of a report are not automatically reflected in prior advice.

CRA Correspondence: If you receive correspondence from the CRA regarding a matter within the scope of our engagement, please forward it to us promptly. Responding to CRA inquiries outside the original scope may require a separate engagement.

9. Disclaimers

Our services are provided based on your representations and the information you supply. We do not independently verify source documents or the accuracy of your records. While we apply professional care and skill, we cannot warrant specific outcomes or tax results.

The content of our website is for general informational purposes only and does not constitute legal, financial, or tax advice tailored to your specific circumstances. Please consult an Engagement Letter for the scope of formal advisory services.

Tax laws change frequently. Planning strategies that are appropriate today may require revision as legislation evolves. We recommend periodic reviews of any multi-year plan.

10. Limitation of Liability

To the fullest extent permitted by Ontario law, Maple Ledger's liability for any claim arising out of or related to the services shall not exceed the total fees paid by you for the specific service giving rise to the claim during the three months preceding the event.

We shall not be liable for any indirect, incidental, consequential, or punitive damages, including lost profits, business interruption, or loss of data, even if advised of the possibility of such damages.

Nothing in these terms limits liability that cannot be excluded under applicable Canadian law, including liability for fraud or gross negligence.

11. Indemnification

You agree to indemnify, defend, and hold harmless Maple Ledger and its principals, employees, and associates from any claims, losses, damages, or expenses (including reasonable legal fees) arising from:

• Your breach of these Terms & Conditions.
• Inaccurate or incomplete information you provide to us.
• Your violation of any applicable law or third-party right in connection with your use of our services.

12. Termination

By you: You may terminate a service engagement by providing written notice of at least 30 days. Fees for services rendered up to the termination date remain payable.

By us: We may discontinue services if you fail to meet payment obligations, provide materially inaccurate information, or request that we act in a manner inconsistent with professional standards or applicable law. We will provide reasonable notice where practicable.

Effect of termination: Upon termination, we will provide you with copies of all work completed to date and your source documents. Confidentiality obligations and payment obligations for completed work survive termination.

13. Dispute Resolution

These Terms & Conditions are governed by the laws of the Province of Ontario and the applicable federal laws of Canada. The courts of Ontario shall have exclusive jurisdiction over any dispute arising from or related to these terms or our services.

Before initiating formal legal proceedings, both parties agree to attempt to resolve disputes through good-faith negotiation. If negotiation does not resolve the matter within 30 days, either party may pursue mediation through a mutually agreed mediator based in Toronto, Ontario.

Nothing in this section prevents either party from seeking urgent injunctive or interim relief from a court of competent jurisdiction.

14. General Provisions

• Entire Agreement: These Terms, together with any Engagement Letter, constitute the entire agreement between you and Maple Ledger and supersede all prior discussions or understandings.
• Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions continue in full force.
• Waiver: Failure to enforce any provision of these Terms does not constitute a waiver of that right.
• Assignment: You may not assign your rights or obligations under these Terms without our prior written consent. We may assign our obligations in connection with a business transfer or restructuring.
• Notices: Formal notices should be sent by email to [email protected] or by registered mail to our Toronto address below.

15. Changes to Terms

We may update these Terms & Conditions from time to time to reflect changes in our practices, services, or applicable law. When we do, we will revise the "Last Updated" date at the top of this page.

For active clients, material changes will be communicated by email at least 14 days before they take effect. Continued use of our services after that date constitutes acceptance of the revised terms.

16. Contact Information

For questions about these Terms & Conditions, please contact our legal correspondence address:

• Business: Maple Ledger
• Address: 482 King Street West, Toronto, ON M5V 1K4
• Email: [email protected]
• Phone: +1 (416) 839-4712