Client Terms & Payment Policies

1. Scope of Services

These Terms & Payment Policies apply to all professional services provided by Demitra N. Alexander, CPA, P.C., including but not limited to accounting, tax preparation, tax planning, advisory services, payroll, and consulting (collectively, the “Services”).

Specific services, fees, and deliverables will be outlined in a separate Engagement Letter or written agreement. In the event of a conflict, the Engagement Letter controls.

2. Fees & Billing

  • Fees are based on the scope, complexity, and time required to perform Services.

  • Fees may be fixed, hourly, or recurring, as outlined in the Engagement Letter.

  • Any services requested outside the agreed scope may result in additional fees, which will be communicated in advance when reasonably possible.

3. Payment Terms

  • Payment is due in full according to the payment schedule stated in the Engagement Letter or invoice.

  • Unless otherwise stated:

    • One-time services are due upon receipt of the invoice.

    • Recurring services are billed monthly in advance.

  • Work may be paused or withheld if payments are not current.

This clause is critical. CPAs who don’t pause work for nonpayment train clients to disrespect them.

4. Retainers & Advance Payments

  • Certain services may require a retainer or advance payment prior to the commencement of work.

  • Retainers are applied to fees unless otherwise stated.

  • Retainers are non-refundable once work has begun.

5. Refund Policy

  • Due to the professional nature of Services, fees paid are non-refundable once Services have been rendered.

  • No refunds will be issued for completed work, partially completed work, or delays caused by the Client.

6. Client Responsibilities

The Client agrees to:

  • Provide accurate, complete, and timely information required to perform Services.

  • Review all work products promptly.

  • Respond to requests for information within a reasonable timeframe.

  • Understand that delays in providing information may impact deadlines and results.

The Firm is not responsible for penalties, interest, or adverse outcomes caused by incomplete, inaccurate, or untimely information provided by the Client.

7. Tax Deadlines & Extensions

  • The Client is responsible for approving filings and making payments by applicable deadlines.

  • If information is not received in time, the Firm may recommend or file an extension.

  • Filing an extension does not extend the time to pay taxes owed.

8. No Guarantees

The Firm does not guarantee:

  • Specific tax outcomes

  • Refund amounts

  • Acceptance of filings by taxing authorities

  • Avoidance of audits, penalties, or interest

All tax positions are based on information provided by the Client and current tax law, which is subject to change.

9. Limitation of Liability

To the fullest extent permitted by Texas law:

  • The Firm’s liability for any claim related to Services shall be limited to the fees paid for the Services giving rise to the claim.

  • The Firm shall not be liable for indirect, incidental, or consequential damages.

10. Termination of Services

Either party may terminate Services with written notice.
Upon termination:

  • All outstanding invoices become immediately due.

  • The Firm may retain work product until payment is received in full.

  • The Client remains responsible for fees incurred prior to termination.

11. Confidentiality

The Firm will maintain the confidentiality of Client information in accordance with professional standards and applicable law, except as required by law or authorized by the Client.

12. Electronic Communication & Payments

  • The Client consents to electronic communication, document exchange, and electronic signatures.

  • Payments may be processed through third-party providers. The Firm is not responsible for provider errors or outages.

13. Governing Law & Venue

These Terms & Payment Policies are governed by the laws of the State of Texas.
Any dispute shall be resolved in the state or federal courts located in Travis County, Texas.

14. Acceptance of Terms

Engaging the Firm’s Services, signing an Engagement Letter, or submitting payment constitutes acceptance of these Terms & Payment Policies.

Client Acknowledgment

I acknowledge that I have read, understand, and agree to the Terms & Payment Policies of Demitra N. Alexander, CPA, P.C.