Terms of Service

Effective Date: August 20, 2026

These Terms of Service (the “Terms of Service”) are incorporated into and form part of each Ledgerly.com, LLC Association Services Agreement (the “Agreement”) under Section 8.1 of that Agreement. Capitalized terms not defined here have the meanings given in the Agreement. Ledgerly.com, LLC (“Agent”) may amend these Terms of Service from time to time to ensure compliance with changing Laws and the evolution of Agent’s business practices; the version posted here controls, and the Association’s continued receipt of Services after a revised version is posted constitutes acceptance of it.

These Terms of Service govern client accounting engagements. They are separate from our Terms of Use, which govern use of this website and our SMS/text messaging program.

1. Personnel and On-Site Staffing

1.1 The Association is hiring Agent as a company, not any specific personnel.

1.2 The Parties acknowledge and agree that no on-site, exclusive, or dedicated staffing services are included under the Agreement. The Services are limited to accounting and financial bookkeeping only. No site-based personnel, payroll coordination for Association employees, or on-site operational staffing are provided by Agent.

1.3 Any additions of dedicated staffing must be requested in writing by the Board and are subject to the charges of the Agreement or any new Exhibit executed by the Parties. Any future inclusion of on-site staffing services must be expressly agreed to in writing by the Parties and set forth in a written amendment to the Agreement.

1.4 If additionally contracted by the Association, Agent shall coordinate with a payroll processing service or other entity for site-based (exclusive) staff to pay, as needed, all payroll and file the necessary forms for employment insurance, withholding, and social security taxes and all other forms relating to employment of dedicated Association employees required by federal, state, or municipal authorities. This paragraph relates only to direct employees of the Association, not to employees of Agent who provide services to the Association.

2. Business Hours and Holiday Schedule

2.1 Agent and any staff will provide services within the following parameters, subject to the Emergency Services, Holiday Schedule, and Time-Off provisions of these Terms of Service. Agent’s business hours are 8:30 A.M. to 5:00 P.M., Monday through Friday. Staffing business hours may vary for on-site staff and must be approved by both Parties.

2.2 Services will not be received during Agent’s published Holiday Calendar. Staffing holidays, if staffing is included or added, may vary for staff and any such variations must be approved by both Parties. If a staff member is required to work on a paid holiday, holiday pay will apply.

3. Association Acknowledgments

The Association understands, represents, warrants, and covenants that:

3.1 The Association is run by the Board Members, as delineated in the By-Laws, Articles of Incorporation, and Declaration or CCRs. The Board Members have a fiduciary duty to the membership, must understand their roles and duties under the Governing Documents, and must read the Governing Documents.

3.2 Board Members need additional guidance, instruction, and advice from trusted advisors to make the best decisions for the Association, and all Board Members will participate in Board Certification classes and continuing education classes as required under the Law.

3.3 Agent provides services to the Board and the Association. Agent does not provide support to committees, owner groups, or other bodies within the Association unless specifically requested by the Board and approved in writing. Any support for committees or other designated groups will be billed as additional services as outlined in the Agreement.

3.4 Certain matters may require additional Agent billing to handle Association business in a timely manner. Additional services must be approved in writing prior to commencement by the Board or its designated representative. Delay in completion of matters not approved for additional billing will not be cause for termination of the Agreement.

4. Association Duties and Communication

4.1 The Association will communicate with Agent as necessary for Agent to perform the accounting and other services under the Agreement.

4.2 THE ASSOCIATION HEREBY ACKNOWLEDGES THAT ANY AND ALL WRITTEN COMMUNICATIONS WITH AGENT ARE OFFICIAL ASSOCIATION RECORDS THAT MUST BE MAINTAINED UNDER THE LAW. The Association agrees that certain parameters should be placed on communication to ensure effective use of Agent’s time chargeable to the Association, and agrees to the following:

• The Association will not provide Agent with conflicting instructions and will not give Agent instructions that are contrary to the Governing Documents or the Law.
• The Association will not hold Agent liable for not proceeding with instructions from the Board that appear to conflict with the Governing Documents or the Law without the Association’s attorney’s approval.
• The Association will only give directives to Agent via designated board member(s) or the “Board Designee” for an issue. The Board Designee must be appointed by a majority of the Board of Directors. Absent other designations, the President of the Board is the Board Designee.
• The Association will not interfere, nor permit, allow, or cause any officers, directors, or members to interfere with Agent in the performance of its duties or the exercise of any of its powers.
• The Association will approve the upcoming year’s budget no later than October 31 of each year, unless the Governing Documents require different timing or the Association’s year-end is other than December 31.
• The Association will review and approve or reject invoices within three (3) business days of the date the invoices are forwarded to the Board.
• If the Board believes Agent is not performing any duties required under the Agreement, the Board will deliver to Agent a written Request to Perform detailing all performance failures or breaches, agree to meet and discuss the issues, and provide at least thirty (30) days for Agent to cure any performance failure, make diligent efforts to cure any breach, or provide proof that performance is being made per the requirements of the Agreement.

5. Additional Services

Additional accounting services available under Section 1.9 of the Agreement include, but are not limited to, assistance with annual reports of receipts and disbursements; customized statements of account; cash accounting; filing or updates of corporate annual status reports; 1099 research and preparation of IRS transmittals; tax returns; support with legal matters; collections; resolving issues with State of Florida agencies; special accounting projects in conjunction with special assessments; assistance and support with audits; manual maintenance fee deposits; loan applications; and additional financial and administrative services or special accounting projects. All are subject to billing in accordance with Exhibit A or Exhibit B of the Agreement.

6. Excused Delay

Any delays in the performance of any duties under the Agreement will be excused to the extent that such delays are caused by war, national emergencies, natural disasters, strikes, labor disputes, utility failures, government regulations, riots, adverse weather, death of designated staff, and other similar causes not within the control of Agent, and any time required for performance will be extended as reasonably required to overcome such delay.

7. Notices and Delivery

All notices required under the Agreement or these Terms of Service must be in writing and will have an effective date when deposited in the U.S. Mail, with proper postage paid, certified mail; or delivered via reputable national overnight courier, addressed as designated in the Agreement. Such notice will be deemed received on the date of actual delivery or refusal thereof by the receiving Party.

8. Construction, Severability, and Further Assurances

8.1 The language in all parts of the Agreement and these Terms of Service will be construed as a whole according to its fair meaning, strictly neither for nor against any Party, and without implying a presumption that the terms will be more strictly construed against the Party who drafted the document, it being acknowledged and agreed that representatives of both Parties have participated in the preparation hereof.

8.2 If any provision is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way.

8.3 The Parties will from time to time, upon the reasonable request of the other Party and without additional consideration, execute, acknowledge, and deliver all such agreements, endorsements, assignments, and transfers as may be required in conformity with the Agreement.

9. Disclosure

Agent, through its affiliated, related, or business partner companies or divisions, offers certain goods or services to community associations. Agent and its current affiliated or related companies providing services in Florida are listed on Exhibit C to the Agreement, which is published from time to time by Agent.

10. Contact

For questions about these Terms of Service, contact us at:

Email: support@ledgerly.com
Mailing Address: Ledgerly, 570 Carillon Pkwy # 210A, St Petersburg, FL 33716