HCCA

​

Accounting • Bookkeeping • Business Support • Consulting

TERMS & CONDITIONS

Effective Date: September 2026

​

Welcome to HCCA.

​

These Terms & Conditions establish the general terms under which HCCA provides accounting, bookkeeping, business support, consulting, administrative, and related services to clients.

​

By requesting or engaging HCCA for services, the client acknowledges that they have read, understood, and agreed to these Terms & Conditions.

​

1. SERVICES

HCCA provides services based on the client's individual needs and the scope of work agreed upon between HCCA and the client.

Services may include, but are not limited to:

• Bookkeeping and accounting support

• QuickBooks Online (QBO) setup, cleanup, and ongoing support

• Accounts Payable and Accounts Receivable

• Bank and credit card reconciliations

• Job costing and budget tracking

• Chart of Accounts review, organization, and cleanup

• Invoice coding and review

• AIA and progress billing support

• Time & Material (T&M) billing support

• Certified Payroll administrative support

• Prevailing Wage and Fringe Benefit documentation support

• W-9 and 1099 administrative support

• Vendor and subcontractor file organization

• Certificates of Insurance (COIs)

• Lien waiver administration

• Payroll administrative support

• Employee file organization and administrative compliance reviews

• Employee onboarding and insurance enrollment assistance

• Administrative and project coordination

• Records cleanup and bookkeeping catch-up

• General business administrative support and consulting

​

Not every service is appropriate for every client. Services will be determined by the client's needs and the agreed scope of work.

​

2. SCOPE OF WORK

Before beginning a project, HCCA may establish the services to be performed, applicable fees, estimated completion time, and information or documentation required from the client.

​

Work outside the agreed scope may require additional fees or a separate agreement.

​

3. CLIENT RESPONSIBILITIES

The client is responsible for providing HCCA with complete, accurate, and timely information and documentation necessary to perform the requested services.

​

This may include:

• Bank and credit card statements

• Invoices and receipts

• Vendor and subcontractor information

• Payroll records

• Employee information

• W-9s

• Certificates of Insurance

• Lien waivers

• Contracts and project documentation

• Prior accounting records

• Access to accounting software

• Other information reasonably necessary to complete the work

​

HCCA is not responsible for delays, errors, or incomplete work resulting from inaccurate, incomplete, missing, or delayed information provided by the client.

​

4. RECORDS CLEANUP AND CATCH-UP SERVICES

HCCA may provide one-time bookkeeping cleanup, records organization, reconciliation, and catch-up services.

Cleanup services are based on the records and information available to HCCA.

​

HCCA does not guarantee that historical records can be completely reconstructed when supporting documentation is missing, inaccurate, unavailable, or incomplete.

​

Additional work discovered during a cleanup project may require a revised scope of work and additional fees.

 

5. QUICKBOOKS ONLINE

HCCA specializes in QuickBooks Online (QBO) support and may assist with setup, organization, cleanup, transaction review, reconciliations, and ongoing bookkeeping.

​

The client remains responsible for the accuracy of their business information, transactions, financial decisions, and accounting records.

​

HCCA does not guarantee the accuracy of information originally entered by the client or another service provider.

 

6. CONSTRUCTION ACCOUNTING SUPPORT

HCCA provides administrative and accounting support for construction businesses, including job costing, billing, subcontractor documentation, lien waivers, W-9s, COIs, certified payroll documentation, and related processes.

​

HCCA may identify missing information, inconsistencies, or potential administrative issues. However, identifying an issue is not the same as providing legal or regulatory advice.

​

Clients remain responsible for determining and maintaining compliance with applicable laws, regulations, contracts, project requirements, and government requirements.

​

7. PAYROLL AND HR SUPPORT

HCCA may provide administrative assistance relating to payroll, employee onboarding, employee files, insurance enrollment, and general HR administration.

​

HCCA does not act as the client's attorney, employment-law advisor, insurance broker, or benefits administrator unless separately licensed and contracted to provide such services.

​

Clients remain responsible for employment decisions and compliance with applicable federal, state, and local laws.

 

8. OSHA AND SAFETY ADMINISTRATION

HCCA may assist with administrative organization and documentation related to OSHA safety meetings, records, forms, and other safety-related administrative requirements.

​

HCCA does not provide OSHA legal advice, certify workplace compliance, perform official OSHA inspections, or guarantee compliance with OSHA requirements.

​

The client remains responsible for workplace safety and regulatory compliance.

​

9. TAX SERVICES

HCCA may organize accounting records and provide bookkeeping information that may be useful to the client's tax professional.

​

Unless specifically stated otherwise in writing, HCCA does not provide legal or tax advice, prepare tax returns, represent clients before taxing authorities, or provide tax opinions.

​

Clients should consult their CPA, enrolled agent, tax attorney, or other qualified tax professional regarding tax matters.

 

10. LEGAL SERVICES

HCCA does not provide legal advice or legal representation.

Clients should consult a qualified attorney regarding contracts, employment law, disputes, collections, regulatory matters, litigation, or other legal issues.

​

11. CONFIDENTIALITY

HCCA will make reasonable efforts to protect confidential business and financial information provided by clients.  HCCA will not intentionally disclose confidential client information except as authorized by the client, required to perform the requested services, or required by law.

​

12. DATA AND ACCOUNT ACCESS

When clients provide access to accounting software, payroll systems, financial institutions, cloud storage, or other business systems, the client authorizes HCCA to access the information reasonably necessary to perform the agreed services.

​

Clients remain responsible for maintaining appropriate passwords, user permissions, and security practices.

 

13. FEES AND PAYMENT

Fees will be established based on the services requested, scope of work, complexity, records condition, and estimated time involved.

​

Unless otherwise agreed in writing, payment is due according to the invoice or payment terms provided by HCCA.

Additional work outside the agreed scope may be billed separately.

​

14. CLIENT APPROVAL

For projects involving significant cleanup, restructuring, or changes to accounting records, HCCA may request client approval before making certain adjustments.

​

The client remains responsible for reviewing and approving financial information and accounting decisions affecting their business.

​

15. NO GUARANTEE OF BUSINESS RESULTS

HCCA provides professional support and recommendations based on the information available at the time of service.

 

HCCA does not guarantee specific financial results, tax savings, business growth, profitability, regulatory outcomes, or other business results.

​

16. THIRD-PARTY SERVICES

HCCA may identify third-party services or professionals that may be useful to a client.

​

Any third-party provider is independent of HCCA. The client is responsible for evaluating and selecting third-party providers and entering into any separate agreement with them.

​

17. RIGHT TO REFUSE OR TERMINATE SERVICES

HCCA reserves the right to decline or terminate services when:

• Information provided appears intentionally false or misleading

• Requested work would require HCCA to violate applicable law

• The requested service falls outside HCCA's qualifications or agreed services

• The client engages in abusive, threatening, or inappropriate conduct

• Required documentation or information is repeatedly withheld

• The client fails to make required payments

• Continuing the engagement creates an unreasonable professional or business risk

​

18. CLIENT DEADLINES

Clients are responsible for providing information early enough to meet their own deadlines.

​

HCCA is not responsible for missed deadlines caused by late, incomplete, inaccurate, or missing client information.

 

19. ELECTRONIC COMMUNICATION

Clients authorize HCCA to communicate regarding services by email, telephone, text message, or other agreed electronic methods.

​

Clients should avoid sending highly sensitive information through unsecured communication methods unless specifically instructed by HCCA.

​

20. LIMITATION OF LIABILITY

HCCA will perform agreed services in good faith and with reasonable care.

​

To the extent permitted by applicable law, HCCA shall not be responsible for losses resulting from inaccurate or incomplete information supplied by the client, actions taken by the client or third parties, system failures, or circumstances outside HCCA's reasonable control.

​

21. CHANGES TO TERMS

HCCA may update these Terms & Conditions from time to time. The version in effect at the time services are requested will generally apply unless otherwise agreed in writing.

​

22. ACCEPTANCE

By engaging HCCA for services, submitting information for a service request, or approving a proposal or scope of work, the client acknowledges that they have read, understood, and agreed to these Terms & Conditions.