Client Rights and Responsibilities
Polymath Client Bill of Rights
- You have the right to courteous service – from your bookkeepers, consultants, and all other associates of our firm. You have the right to open, consistent communication and to have information presented in clear and understandable terms.
- You have the right to select and work with a trustworthy bookkeeper who is professionally competent, personally dedicated, and who communicates with you on a regular basis about your business needs. You may request information about your bookkeeper’s work history and background.
- You have the right to expect financial recommendations based solely upon your unique needs and goals, consistent with the objective of enhancing your financial well-being. While the performance of your business may not always meet your expectations, recommendations should be based upon the goal of attaining superior performance in light of the facts known at the time of assessment.
- You have the right to your financial data. You are the sole owner of your company’s financial records, and you should be able to access that data at any time, whether or not we are available to assist you. If at any time you choose to discontinue services with us, primary access to your software and apps will be transferred to you within fifteen (15) days.
- You have the right to reasonable, achievable projections of results, understanding that many unforeseen factors may affect those expectations and could result in losses, particularly in the short term.
- You have the right to reasonable customization alternatives based on your individual objectives and presented with full disclosure of risks and benefits.
- You have the right to know all costs and commissions associated with our services, as well as fees our firm charges for services.
- You have a right to be frustrated with technology. Software will always have occasional issues in one form or another. Technology is constantly evolving, and with each new time-saving miracle program also comes a learning curve for both you and our team. You are allowed to be frustrated, stressed, and discouraged. We will always do our best to make any software we utilize as easy for you to use as possible.
- You have the right to have any errors corrected fully and any complaints addressed promptly. If a problem is not resolved to your satisfaction, you may contact an owner of Polymath to discuss resolution.
- You have the right to strict confidentiality, complete discretion and full protection of your personal and financial information. We do not sell your information to anyone. The Company understands and acknowledges that Polymath may use your business name, testimonial(s), and other non-financial information for networking and referral purposes. Polymath will not share any financial or industry-sensitive information, except by your clear request or permission. Polymath only provides information to external organizations when required by law or regulation or when necessary to provide the services you have requested. Unless you specify otherwise, Polymath may share your information within your organization, including any other contracted team members you have told us about, to provide informed, efficient service.
Polymath Client Responsibilities
- You have the responsibility to share your current financial situation, needs and objectives, as well as changes in your financial and personal circumstances, with our team so that appropriate recommendations can be made. This includes timely responses to all correspondence from Polymath as well as requests for documents and other information. You should make time to meet with your bookkeeper on a regular basis, at least annually, to review and revise your company finances and business plan as needed based upon changing circumstances.
- You have the responsibility to understand and acknowledge that all business decisions have some degree of risk and it is possible to lose money based upon those decisions. Polymath is being retained by you for service and advisory purposes. Polymath will not be held responsible for business decisions and/or the consequences thereof.
- You have the responsibility to not disclose Polymath personal or business contact information for matters pertaining to your business without prior discussion with us. We will not discuss any matters pertaining to your business with your vendors, customers, or employees without clear written instruction. Polymath is not responsible for and should not be named for payments due to any of your vendors (including, but not limited to government tax agencies), employees, or subcontractors. Polymath information can be given to third parties for business referral purposes only.
- You have the responsibility to review all statements, reports, and correspondence in their entirety. You should ensure that you understand all risks and costs and seek clarification prior to making a decision, that your instructions are carried out as expected, and that you report any potential errors to our team.
- You have the responsibility to make timely payment for Polymath services. An advance deposit of funds may be required for some projects. All payments on fixed price contracts are due in advance. All other invoices are due upon receipt. All payments must be made by ACH, check, or via your bank’s online bill payment tools. Polymath does not currently accept payment by cash or credit card. A $25.00 service fee will be assessed for all returned checks.
- You have the responsibility to understand that, if you have chosen to participate in a fixed-price relationship – in which you pay a pre-determined price for the advice and services provided by Polymath, then the price is independent of the level to which you use these services. This price may be higher or lower than the cost of other service providers in the management accounting field. You should ensure your satisfaction with the price given for the services provided.
- You have the responsibility to seek the advice of a tax professional, CPA or attorney, as appropriate. Financial matters inherently involve potential tax and legal implications. The Polymath team members do not practice as lawyers or CPAs and cannot give specific legal or tax advice.
- You have the responsibility to protect your Polymath and management accounting information, including statements, login names, and account passwords, in order to ensure the security of your financial and personal data. Polymath may, on occasion, require software passwords for the purposes of technical support, and in that situation we encourage you to change your password to a temporary one for support access. However, Polymath associates will never ask you for any passwords that may provide access to your funds, and you should not give this information to anyone you do not want to have access to your account.
- You have the responsibility to be considerate of our time and workplace. We require one (1) full business day notice for cancellation of any scheduled appointment with Polymath, keeping in mind holidays and our regular business hours of Monday through Thursday from 9:00 AM to 5:00 PM. Cancellations of scheduled appointments by you or any member of your team within one (1) full business day of the appointment start time will be charged a cancellation fee of $75.00. We also respectfully ask that children and pets are not brought to our office. Please arrange your schedule in advance so that we can work together with undivided attention. If children or pets are brought to an appointment at our office, the appointment will be considered cancelled by you without notice, and the $75 cancellation fee will be assessed.
- You have the responsibility to maintain accessible records of financial data and business continuation planning, to a family member or other trusted individual. We recommend you prepare and maintain annual legal business planning and continuation documents.