Bookkeeping Policy

Divine Flex Bookkeeping Services

May 5th 2025

Review Frequency: Annually

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 PURPOSE 

This policy outlines the standards and procedures for recording, classifying, and managing the financial transactions of Divine Flex Bookkeeping Services. It ensures financial accuracy, accountability, and compliance with regulatory requirements.

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This policy applies to all employees, contractors, and departments involved in financial activities, recordkeeping, or bookkeeping processes for Divine Flex Bookkeeping Services.

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 ROLES AND RESPONSIBLE ​​

• Owner: Ensures financial operations and that policy is always followed

• Bookkeeper: Maintains financial records and performs reconciliations

• Employees: Provides the best service experience possible for all customer and always does their best work. 

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 FINANCIAL RECORDKEEPING PROCEDURES ​

1) Chart of Accounts

• All documents will be maintained in the company’s software (e.g., QuickBooks, Xero).

• Additions or changes must be approved by management or the designated accountant.

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2) Transaction Recording

• All your business transactions will be recorded within 5 business days of occurrence.

• Supporting documents (invoices, receipts) must be attached and titled.

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3) Bank Reconciliation

• Bank and credit card accounts must be reconciled monthly.

• Discrepancies must be investigated and corrected within 7 business days.

 CANCELLING A BOOKING ​

• Bookings can't be cancelled less than 24 hours before your appointment​​

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 REFUNDS ​

• Refunds are only applicable if you did not go to the session/appointment you paid for 

• Reimbursement requests will be refund within 1-10  business days.​

 STORING DOCUMENTS 

• Financial records will be retained for a maximum of 7 years, as required by law.

• Documents may be stored digitally or physically, with secure backups maintained.

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CONFIDENTUAL AND ACCESS CONTROL

• Financial information is confidential and accessible only to authorized personnel.

• Employees must not share or disclose financial data without written authorization from the customer.

COMPLIANCE

• Violations of this policy may result in disciplinary action, up to and including termination.

• None of our employees will be treated with disrespect, 

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This policy will be reviewed annually by management and updated as necessary.  Significant changes will be communicated to all relevant personnel.