Change Orders for Out-of-Scope Requests

Ensuring Fair, Transparent, and Accurate Billing for Additional Work

When you enroll in one of our programs, we rely on the information provided during onboarding to estimate the level of work your account requires. However, as we begin processing your books, we may discover that your actual volume, complexity, or number of accounts is greater than originally disclosed. In these situations, change orders help ensure your books are completed accurately without delaying your service.

Change orders are issued when work falls outside the agreed-upon scope, and they allow us to properly allocate additional time, staff, and resources as needed.

When Change Orders Occur

You may receive a change order invoice if we find:

• More accounts than originally reported

• Higher transaction volume

• Greater complexity, such as multiple business entities or unusual financial activity

• Additional tasks necessary to bring your books up to standard

If your current service level consistently falls short of what your books require, we will recommend upgrading to a higher program. After the first or second change order, we typically pause service until you move into a plan that better fits your business needs. In some cases, a change order may be tied to a particularly busy month or year, if things return to normal levels, you may continue with your current program.

How Change Orders Are Billed

Your service agreement outlines the hourly rate for each role on our team. These rates are used to calculate the cost of any additional work.

Key billing details:

• Change orders are issued as standalone invoices, separate from your recurring automatic payments.

• You are provided 30-day payment terms.

• You may request for us to manually charge your payment method on file, or you may pay using your preferred bill payment processor with your existing approvals workflow.

• If a change order invoice goes unpaid past the 30-day term, we reserve the right to pause your services and charge your payment method on file to clear the outstanding balance before resuming work.

This ensures fairness, continuity, and transparency for both parties.

Key Takeaway / Bottom Line

Change orders protect your business and ours by ensuring additional work beyond your plan’s scope is handled promptly, accurately, and transparently. If your account consistently requires more time than your current program allows, we’ll guide you toward the right service level to keep your books running smoothly without interruption.