Terms of Service

1. About these terms

PracticeBooks is web-based accounting software for accounting practices. “We” and “us” means the provider of PracticeBooks. “You” and “your firm” means the accounting firm that has a PracticeBooks organisation, and everyone the firm gives an account to.

By using PracticeBooks your firm agrees to these terms. If you do not agree, do not use the service. The person who agrees for the firm confirms that they are allowed to bind it.

2. Accounts and who can sign in

• We set up your firm’s organisation and its first administrator. Your administrator adds staff and client companies and decides who can see which companies.
• Each account is for one person. Do not share sign-in details. Administrators and accountants must use a second factor (an authenticator app or a passkey).
• You are responsible for what is done under your firm’s accounts, for removing people who should no longer have access, and for telling us straight away at [email protected] if you think an account has been misused.

3. Your data

• The books, documents and other records your firm puts into PracticeBooks belong to your firm (or to its clients). We do not claim ownership of them.
• You allow us to store, back up, copy and process that data only as needed to run, secure, support and improve the service for you. We do not sell it and we do not use it for advertising.
• You are responsible for having the right to put your clients’ information into PracticeBooks — for example under your engagement letters and your professional obligations — and for the accuracy of what is entered.
• You can export your records (statements, journals and other reports) at any time while your organisation is active.

How we handle personal information is explained in our Privacy Policy.

4. Confidentiality

We treat your firm’s data as confidential. Our people look at it only when that is needed to provide, secure or support the service — for example to investigate a fault you report — and we disclose it to others only as described in the Privacy Policy or when the law requires it.

5. Accounting and tax figures

PracticeBooks is a tool for keeping books; it is not accounting, tax or legal advice. Built-in material such as FRCS depreciation rates and VAT, FNPF and PAYE steps is provided to help you and may change or contain mistakes. Your firm remains responsible for checking figures, statements and returns before relying on or filing them.

6. Fees and payment

• Fees are those agreed with your firm for its plan. Charges are raised for each billing period and are due by the date shown.
• If a charge stays unpaid after we have reminded you, we may restrict or suspend your organisation until it is paid. Your data is not deleted because of a suspension.
• Fees do not include taxes unless we say so.

7. Acceptable use

Do not use PracticeBooks for anything unlawful; try to get into accounts, companies or data you have not been given; probe, overload or interfere with the service or its security; or copy, resell or reverse-engineer the software. We may suspend access that puts the service or other firms at risk.

8. Availability and backups

We work to keep PracticeBooks available and to back it up regularly, but we cannot promise it will always be available or free of errors. We may need to take it offline for maintenance, usually outside business hours. Keep your own copies of records you could not do without.

9. Optional features

Some features, such as the AI assistant, are optional and may be switched off. Answers from the AI assistant can be wrong and must be checked before you rely on them. When it is used, the question and the figures needed to answer it are sent to an outside AI provider, as described in the Privacy Policy.

10. Ending the service

• Your firm can stop using PracticeBooks at any time by telling us at [email protected]. Fees already due remain payable.
• We may end or suspend the service for a firm that seriously or repeatedly breaks these terms, or doesn’t pay, and we will give notice where it is reasonable to do so.
• Before an organisation is closed, export anything you need. After closure we keep and then delete data as described in the Privacy Policy, including any records we must keep by law.

11. Liability

As far as the law allows: the service is provided as it is; we are not liable for indirect or consequential loss, such as lost profits, penalties or lost opportunities; and our total liability to your firm for any claim is limited to the fees your firm paid us in the twelve months before the claim arose. Nothing in these terms limits liability that cannot lawfully be limited.

12. Changes to these terms

We may update these terms, for example when we add features or the law changes. The date below shows the current version. When the terms change, your firm’s administrator is asked to agree to the new version the next time they sign in, before using the service again.

13. Governing law

These terms are governed by the laws of the Republic of Fiji, and the courts of Fiji have jurisdiction over any dispute about them.

14. Contact

Questions about these terms: [email protected].