Payment and refund policy

This policy serves as a clarity statement; to ensure that clients understand all there is to know about our billing and payment terms. Firstly, we must receive your signed engagement letter and non-disclosure agreement before commencing any job. The letter of engagement will state comprehensive details of the services we will be providing, the agreed one-off payments for services or periodic fees. Other salient conditions of the engagement will be included.

Installment and final payment

For all engagements, an initial deposit of 60% of the agreed fee is payable before the project commences, which is matched with the client’s account. While the final payment of 40% is due to be paid once the job is completed. Fees relating to tax remittances, subscriptions and other such statutory collections on behalf of another party are to be paid fully at start of the project. Out-of-pocket expenses incurred while acting as agents of the client are reimbursable at the completion of the project; this cost is not included in the 40% final payment.

Cost Tracking and Invoicing

A client is billed strictly on agreed fees and reimbursable costs incurred on your behalf. There is no time charge, except for instances where a project takes unexpected longer time to complete due to client delays; we may need to agree an extra charge. We will require your express consent before incurring any reimbursable expenses and forward invoices at various stages of payment for your project, also for the periodic fee invoice. Please note that all invoices will include 5% VAT in compliance with tax laws and receipt for payment will be issued to the client.

Payments and Refunds

All payments are via bank transfers/deposits; our bank account details will be stated in the invoices for each project. Cash payments and splitting payments beyond two installments are not allowed. The client also has the option of 100% payment before the job commences. We have a 25-day refund policy on terminations and dissatisfactions. We are keen on maintaining a working relationship with you and will not want disengagement for any reason. Let us know how we can serve you better.
To process a refund for paid accounting services, you need to send an email request to info@virtualaccountant.ng. Please note that our 25-day refund policy is only for our invoice fee charge, and does not cover refunds on tax remittances, out-of-pocket reimbursable, bank charges and any other similar expenses.

Cancellation and Termination of Services

Our services have a 30 day termination policy which must be submitted to us in writing or via email. Terminations received less than 30 days to termination date will not be binding and the next monthly retainer fee will be paid by the client.

Privacy policy

This policy covers our use of your personal information; we ensure proper safeguarding of your personal information and are committed to protecting your privacy. We collect information that is basically required to provide your services and job tasks and let you know how to modify or update your information details.

Information received

This is specific to the choice service, support and inquiry you opt for. It usually includes your; name, address, telephone number, email address, business description, accounting issues of your business, types and dates of service rendered, payment history, amounts paid and mode of payment, date of payments or other payment information. This financial information will be used to bill you for the services you contracted. In the meantime, payments for our services are only by bank transfers/deposits. However, if we establish an online payment option and payment is made with a credit or debit card, this information may be forwarded to your card service provider. All sensitive information is transferred through a secure server with a security icon appearing on your browser.

The use of your information

Information gathered is used for billing and to carry out projects, although we can go a step further to anticipate our clients’ needs and propose a service to attend to such needs for our clients. We take due preventive measures to avoid unauthorised access to this information, while we may require you to provide additional forms of identity if you wish to obtain information about your account details. We may email our service and other updates to the contact email you provided, with the flexibility of you opting out as you deem fit. When you require that we update your information or you no longer want to keep your personal details and other information, please contact us at info@virtualaccountant.ng.

Changes to this Policy

Changes made to our Privacy Policy will be updated here and will overrule this version of our Policy, while we will ensure to notify you of any changes in our Policy. Please, endeavour to read this policy document each time you use the website to ascertain that it is still in line with your preferences.

Information disclosure and Compliance with Laws Enforcement

We may also disclose needed information based on data collected from users to our affiliates, potential business and verified third parties. We go through due diligence to select affiliates and service providers who are ethical and professional, and share our customer privacy values. We do not make any representations about the practices and policies about these companies.
We cooperate with law enforcement agents and government officials to enforce legal compliance. We have a duty to disclose any information about users upon valid request by the government or law officials, as we reserve the discretion that is appropriate to respond to claims and legal process (including without limitation subpoenas), to protect your property and rights, or the property and rights of a third party, to protect the safety of the public or any person, or stop activity we consider illegal or unethical.


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Contacting us

Kindly forward your enquiries about our Privacy Policy and other related issues to info@virtualaccountant.ng

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