The Terms of Working With Us

The agreement that governs your use of our website and the outsourced accounting services we provide.

Last updated: 15 May 2025

These Terms and Conditions govern your access to our website, apexkpo.com, and the services provided by APEX KPO ("APEX KPO", "we", "us", or "our"). By visiting our website, requesting a consultation, or engaging our services, you agree to these Terms. If you do not agree with them, please do not use our website or services.

About These Terms

In these Terms, "you" and "your" refer to the accountancy practice, business, or individual using our website or engaging our services, and "services" refers to the outsourced accounting support we provide. These Terms apply alongside any separate engagement letter or written agreement we enter into with you. Where a signed engagement letter conflicts with these Terms, the engagement letter takes precedence for that engagement.

Our Services

APEX KPO provides outsourced accounting support to UK and US accountancy practices, working as an extension of your in-house team. Depending on your engagement, our services may include:

• Bookkeeping and reconciliations
• VAT and MTD compliance
• MTD ITSA, self-assessment, and corporation tax preparation
• US tax preparation support
• Payroll processing and RTI submissions
• Year-end and management accounts preparation
• Management reporting

The specific scope, deliverables, timelines, and fees for your engagement are set out in your engagement letter or written quote. Unless expressly agreed in writing, our work is prepared for your review and does not constitute final sign-off, regulated advice, or the filing of returns on your behalf.

Engagement and Scope of Work

Work begins once we have confirmed your engagement in writing and received the information and access we need to start. Any work outside the agreed scope will be treated as a separate engagement and quoted in advance. We may decline or pause work where doing so would breach any legal, regulatory, or professional obligation.

Your Responsibilities

To allow us to deliver our services accurately and on time, you agree to:

• Provide complete, accurate, and timely records, information, and access to the relevant software
• Ensure you have the authority and any client consents required for us to process the data you share with us
• Review the work we deliver and remain responsible for final approval, sign-off, and any regulatory filing
• Keep your account login details and shared credentials secure

We are not responsible for errors, delays, or losses arising from incomplete, inaccurate, or late information provided to us.

Fees and Payment

Fees are set out in your engagement letter or quote and are based on the scope agreed with you. Unless stated otherwise, invoices are payable within the period specified on the invoice. We reserve the right to pause services where invoices remain unpaid beyond their due date. Fees may be reviewed and updated for future periods with reasonable notice to you.

Third-Party Software

We work within third-party platforms such as Xero, QuickBooks, Sage, FreeAgent, and other accounting, tax, and payroll software. Your use of those platforms is subject to their own terms and licensing. We are not responsible for the availability, performance, pricing, or data handling of third-party software, and you are responsible for maintaining any licences required for us to work in your systems.

Confidentiality and Data Protection

We treat client information as confidential and handle personal data in line with applicable data protection laws, including the UK Data Protection Act 1998 and the General Data Protection Regulation (GDPR). Details of how we collect, use, and protect personal data are set out in our Privacy Policy, which forms part of these Terms. You agree to keep any confidential information you receive from us equally secure.

Intellectual Property

All content on our website, including text, graphics, logos, and design, is owned by or licensed to APEX KPO and is protected by intellectual property laws. You may not copy, reproduce, or reuse our website content without our prior written permission. Any templates, working papers, or materials we create in the course of delivering our services remain our intellectual property unless your engagement letter states otherwise.

Acceptable Use of Our Website

You agree to use apexkpo.com lawfully and not to misuse it, including by attempting to gain unauthorised access, introducing malicious code, or disrupting the website's operation. We may suspend or restrict access to the website where we reasonably believe it is being misused.

External Website Links

Our website may contain links to third-party websites. We are not responsible for the content, security, or privacy practices of those sites, and a link does not imply our endorsement. We encourage you to review the terms and privacy policies of any external site you visit.

Term and Termination

Either party may end an engagement in line with the notice terms set out in the relevant engagement letter. On termination, any fees for work completed up to the termination date remain payable. We will return or securely handle your records in accordance with our data retention policy and applicable law.

Governing Law

These Terms are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales, unless a separate engagement letter specifies otherwise.

Changes to These Terms

We may update these Terms from time to time. Updates will be posted on this page with a revised "Last updated" date. Your continued use of our website or services after any change means you accept the updated Terms.