Contract
As part of the contract we sign, our rules apply. Here you can read a summary of the rules with brief explanations.
Data authorizations
By signing the contract, you authorize us to act on your behalf, such as retrieving information from Altinn, sending reports, working with auditors, etc.
Document submission deadlines
You should send accounting documents by the 10th of the month for the previous month, and payroll for your employees by the 5th.
Service price
The price is always detailed on our website under pricing. We inform about updates with sufficient notice.
Termination of cooperation
We give ourselves and you a 3-month notice period. Depending on the situation, we can shorten this period if it's easier for both of us.
Accounting tasks
What we like most - we handle comprehensive accounting - bookkeeping, annual settlement and payroll. You are responsible for invoicing and payments.
Identity confirmation
In all cases, your identity must be confirmed by sending a document and signatures from two witnesses. This is a legal requirement.
The contract provisions were prepared based on the standard contract proposed by Regnskap Norge - the accountants' association. The contract is long because relevant laws require the inclusion of many points regarding, for example, personal data protection. We try to comply with all accounting laws.
Documents
By the 10th of each month, you should send all accounting documents issued or received in the previous month. You should send documents as scans in PDF or jpg format to the special address specified in the contract. We do not accept paper documents.
Invoices received by email
Click "forward" in your email program and forward to your individual email address invoices that suppliers send you. We automatically handle electronic documents from suppliers who send them in EHF format and outgoing invoices issued in e-faktury.no. We already have them and you don't need to send them.
One file = one document
Also remember the rule: one file corresponds to one document. If your document is on multiple pages - scan them into one PDF file. If your scanner doesn't allow this - use any tool to merge PDF files, e.g.: PDF Merge www.pdfmerge.com
What should you send to us?
You should send to us: purchase invoices and credit notes (except those you receive in EHF), all receipts that constitute a cost for you, printouts from your cash register (Z2), bank statements. In case of doubt, also correspondence from authorities.
Bank statements
By the 5th of each month, send us bank statements. You should send them to the individual email address in PDF format and one of: txt, xls, csv. Be sure to title the email Kontoutskrift - this will make it easier for us to identify such an email. Sending a bank statement in both formats is required. Don't forget to also attach the txt, xls, csv formats - ask your bank for help.
Basis for uttak/justering
If you run a construction company or have transferred goods for private purposes - you should provide us with documentation of such disposal (uttak). Also in case of change in property purpose or proportions, you should provide documentation on current use for taxable and exempt purposes (justering). Construction companies running their own projects with the intention of later sale without VAT - must provide uttak documentation using appropriate markups through internal invoicing or appropriate documentation for each two-month VAT reporting period.
Invoices from outside Norway
If you have an invoice from outside Norway for services that do not require customs clearance, you can send it in the form you received it. This may include invoices for various types of services, e.g. IT services. In case you purchase goods abroad, you should first clear them through customs each time. Customs clearance can be done at any customs office in Norway. Customs clearance is performed based on the invoice from abroad and can also be done electronically, e.g. in Excel. After clearing the goods through customs, send us as one PDF file the invoice from abroad and customs documents. You will also receive a separate invoice from the customs office - it constitutes your cost and you should send it as a separate file.
Purchase of car or use of private car
In case of purchasing a company car, we will register it as your fixed asset. All other obligations based on the registration number. The registration number should be included in the purchase agreement, if not - send it to us separately. If you add a private car you want to use for business purposes, or your employee wants to use their car for business purposes, follow the instructions. Also send us an email without attachments with the title: Ny bil and content that includes at least the registration number and information that it is your (or employee's) private car. After sending the email, you should keep a vehicle logbook and send us a summary for each month. A template for a vehicle logbook can be found here, and an example of a completed vehicle logbook can be found here.
Regular sending of documents is extremely important for maintaining reliable accounting. Therefore, we kindly ask you to send documents regularly. The document email address is active 24 hours a day - one photo and sending an email is enough.
Employees
If you want to employ a worker, you must fulfill all legal obligations, which we have briefly described below. By cooperating with us, we expect you to comply with all labor regulations. Be sure to send us all important information related to employment - conclusion of contract, changes, time off, vacation, dismissals.
Before hiring
You should check the regulations governing the employment of a worker in your industry. It may be necessary to obtain an HMS card (e.g. construction and cleaning), appropriate education (e.g. director in an insurance company) and other requirements. Also create a separate tax account at your bank (the bank will know what you mean).
Salary
Make sure to meet the statutory minimum wage, you can find it here. The salary must be in the contract. Also remember overtime supplement of minimum 40% and vacation pay.
Contract
You should conclude a written contract with each employee. We recommend using templates available here. You must send the contract to us.
HMS training
Each of your employees should undergo at least minimal health, environment and safety training. You should also maintain statutory documentation in this area. We recommend familiarizing yourself with links about HMS: www.arbeidstilsynet.no/hms/
Working hours and tasks
Remember that in your industry you have an obligation to register working hours and, for example, projects in which your employee participates or services that your employee has performed. Use an appropriate system or document hours electronically, e.g. in Excel. We recommend sending documentation in PDF to us for archiving purposes.
Payments
You should only pay salaries based on data you receive from us. By the 5th of each month, you should provide us for each employee: gross salary, number of hours worked, any supplements including overtime, private use of company car, allowances, vacation pay. We inform you how much net money should be transferred to the employee's account and how much should be transferred to the tax account.
Vacation and vacation pay
Remember that your employee has the right to vacation in accordance with contractual arrangements (minimum 25 working days - Saturday is also a working day). He/she should also be paid vacation pay in accordance with the arrangements. The employee has the right to receive all vacation and vacation pay by September 30.
Changes and dismissals
Be sure to immediately report all changes to the contract, including e.g.: change in hourly rate, working hours, position, etc. All changes must be registered. When dismissing, remember to observe the notice period and guidelines for dismissals: www.arbeidstilsynet.no/arbeidsforhold/oppsigelse/
Remember that the basis for your good business management is lawful cooperation with employees. Failure to comply with the rules set by labor law can lead to conflicts and disputes, even legal ones.
Important rules
Below is a list of rules that we couldn't include elsewhere, but which are important in general cooperation with an accountant. They are also binding.
Reply to emails
As part of our cooperation, we ask about various things related to your documents. Unfortunately, we often don't know if a transfer we sent is private. Those we are sure about we send directly - those we are not sure about we ask first. Lack of response may result in unfavorable booking of the document as a private expense.
Consult larger expenses
It's important that you know whether a given expense can be qualified as a cost. Your expense may turn out to be a private expense according to regulations, and we won't be able to qualify it as a cost. For example, a large gift to an employee will be treated this way.
Send documents regularly
Delays in sending may also result in delays in sending reports, which may expose you to government fines.
Check documentation from us
We often have to deduce that a transfer also included interest to the supplier, or that you paid a private expense from the company account. Therefore, review the documentation from us and if there are discrepancies - inform us about it.
In summary - we try to cooperate. We are flexible, but we stick to the rules :).
