This policy explains when fees paid to Bilcas Accounting Solutions (“Bilcas,” “we,” “us,” or “our”) can be refunded, how ongoing services can be cancelled, and how your records are returned to you when an engagement ends.
At a glance
- Your signed scope of work or client agreement takes priority over this page.
- Project deposits are refundable, less costs already incurred, if you cancel before work begins.
- Ongoing record management can be cancelled with 30 days’ written notice. Service periods already underway are not refunded.
- Verified billing errors and duplicate charges are always refunded in full.
- When an engagement ends, your records and software access are handed back to you.
Your written scope comes first
Every Bilcas engagement is defined in writing before work begins, through a scope of work, client agreement or engagement letter. If that document sets its own refund, cancellation or termination terms, those terms apply instead of this page. This policy covers anything your written scope does not address.
Please read this policy together with our Terms & Conditions.
Assessments and consultations
If your initial records assessment or introductory consultation is provided at no charge, there is nothing to refund.
If a paid assessment or advisory session has been agreed in writing, you may cancel or reschedule it up to 24 hours before the scheduled start for a full refund. Sessions cancelled with less notice, or missed without notice, are not refundable, although we will try to find another time where we can.
Project engagements
Historical accounting reconstruction, bookkeeping cleanup and remediation, multi-account reconciliation, accounting software setup and conversion, and other project work are priced per project and may require a deposit or milestone payments before work starts.
- If you cancel before work begins, we refund your deposit, less any third-party costs we have already paid on your behalf.
- If you cancel after work has begun, we bill for the work completed up to the date we receive your written notice, based on the rates or milestones in your scope, and refund any unused balance.
- Milestones and projects that have been completed and delivered are not refundable.
- Delays caused by missing, incomplete or late source records do not by themselves qualify for a refund. We will adjust the timeline with you instead.
Price ranges shown on our website are illustrative only. The amount you pay is the amount set out in your written scope.
Ongoing record management and reporting
Recurring bookkeeping, record management and management reporting are billed in advance for each service period.
- You may cancel at any time by giving us 30 days’ written notice by email.
- Fees for a service period that has already begun are not refunded, because the work for that period is already scheduled and underway.
- If you prepaid for future periods, we refund any full periods that fall after your cancellation takes effect.
- We will complete the work for your final paid period unless you ask us to stop sooner.
Software subscriptions and third-party fees
Some engagements involve accounting software, payment processors or document tools such as QuickBooks Online, Xero, Bill.com or Dext. Subscriptions billed directly by those providers follow the provider’s own refund policy. Where we pass a third-party fee through to you, we can only refund it to the extent the provider refunds us.
Returns and your records
Bilcas provides professional services rather than physical products, so there is nothing to ship back. When an engagement ends, for any reason, we return what belongs to you:
- Source documents and files you provided to us.
- Reports, reconciliations and other deliverables that were paid for and delivered as part of the engagement.
- Administrative access to, or ownership of, accounting software files set up in your name.
We aim to complete this handover within 10 business days of the engagement ending. An outstanding balance will not delay the return of documents you supplied to us.
Billing errors and duplicate charges
If you were charged the wrong amount or charged more than once, let us know and we will correct it. Verified billing errors are refunded in full, regardless of anything else on this page.
How to request a refund
Email [email protected] or call (281) 407-9418 with:
- Your name and business name
- The invoice number or engagement you are asking about
- The date and amount of the payment
- The reason for your request
We will respond within 5 business days to confirm whether the request qualifies and, if it does, the amount to be refunded.
How approved refunds are paid
- Refunds are returned to the original payment method wherever possible.
- Most card and bank refunds appear within 5 to 10 business days, depending on your bank or card issuer.
- Payment processing fees that cannot be recovered from the provider may be deducted where the law allows.
Disputes and chargebacks
Please contact us before disputing a charge with your bank or card issuer, since most billing questions can be resolved quickly once we know about them. If a chargeback is filed, we may pause work on the account until it is resolved.
Changes to this policy
We may update this policy from time to time. The “Last updated” date at the top of this page shows when it last changed. Changes apply to payments made after the updated version is posted.
Contact us
Questions about refunds, cancellations or the return of your records can be sent to:
- Company
- Bilcas Accounting Solutions
- Address
- 15931 Barrow Cove, Cypress, Texas 77429
- Phone
- (281) 407-9418
- [email protected]
- Website
- bilcasaccounting.com