Terms and Conditions

1. General Use and Acceptance

By accessing this website, scheduling an appointment, purchasing a digital product, or subscribing to a service with Pachira Financials, LLC (“Pachira Financials,” “we,” “our,” or “us”), you agree to be bound by these Terms and Conditions (“Terms”).

All content provided on the Website, including free resources and downloads, is for educational and informational purposes only. It does not constitute legal, medical, health, or specific professional advice. Use of the Website does not create a CPA-client relationship; such a relationship is only formed upon the signing of a formal agreement.

Eligibility: By using our services, you represent that you are at least 18 years of age and possess the legal authority to enter into this agreement.

Modifications: We reserve the right to update these Terms at any time. Continued use of our services following changes constitutes acceptance of the revised Terms.

2. Service-Specific Terms

2.1 Tax Preparation Services

  • Reliance on Client Data: We depend on the information you provide. We will not audit or otherwise verify the data you submit. You are responsible for the accuracy and completeness of your records.

  • Scope of Work: Our work is limited to the review, revision, or preparation of tax returns. It is not designed to disclose errors, fraud, misappropriated funds, or illegal acts. We will notify you of any material errors or fraud we discover.

  • Unclear Tax Law: Should we encounter potential conflicts in legal interpretation, we will outline reasonable courses of action and risks. We will adopt the alternative you select.

  • E-Filing & Final Filing: If you have not selected to e-file with our office, you are solely responsible for filing returns with the appropriate authorities. Review all documents carefully before signing.

  • Records: We will return original records to you at the end of the engagement. We will retain copies for seven (7) years, after which they will be destroyed.

  • Documentation: Clients must provide accurate information. For timely filing, documents must be submitted 10 business days prior to standard deadlines (or 21 business days for complex returns involving self-employment or real estate).

  • Payment & Filing: No return will be submitted to the IRS or state agencies until all fees are paid in full and the client provides express written or electronic approval.

  • Guarantees: We do not guarantee specific refunds or audit outcomes. We are not liable for penalties resulting from inaccurate or omitted data provided by the client.

  • Amendments: A $175 fee applies per return for client-side errors. Errors made by Pachira Financials will be corrected at no cost if reported within three (3) years.

  • Post-Filing Support: IRS/State notice responses and audit support are not included in standard prep fees and require a separate engagement.

2.2 Common Cents Bookkeeping Subscription

  • Scope: Designed for solo entrepreneurs or small businesses (typically <$200k revenue). We reserve the right to refer complex entities to custom solutions.

  • Onboarding: Must be completed within 45 days of signup. The onboarding fee is non-refundable.

  • Client Duties: Clients must maintain active QuickBooks Online (QBO) access and respond to clarification requests within 5 business days.

  • Deliverables: Reports are typically delivered by the 15th of the following month, contingent on timely client data.

  • Quarterly Meetings: Includes one (1) quarterly meeting. Missed meetings are forfeited and may be rebooked the following quarter.

2.3 One-on-One Appointments & Strategy Sessions

  • Nature of Service: Sessions are for educational purposes. Booking a session does not create an ongoing CPA-client relationship; a separate agreement is required for formal representation.

  • Attendance: Sessions are virtual (Zoom). Late arrivals (15+ minutes) may be marked as a no-show. Sessions will not be extended past the scheduled end time.

2.4 Digital Products & Downloads

  • License: Purchased products are licensed for personal or internal business use only. Reselling, sharing, or redistributing content is strictly prohibited.

  • Refunds: Due to the nature of digital assets, all sales are final and non-refundable.

3. Scheduling, Cancellations, & Inactivity

3.1 Booking & Rescheduling

  • General Appointments: 48-hour notice required to reschedule.

  • Tax Prep Appointments: 72-hour notice required to reschedule.

  • Window: Once a cancellation is made within the allowed window, you have 7 days to reschedule, or the payment is forfeited.

3.2 Inactivity & Abandonment Policy

To maintain firm capacity and accuracy, the following "Inactivity" rules apply:

  • Tax Prep: Services inactive for 90 days (due to client non-responsiveness) will be terminated and deposits forfeited.

  • Bookkeeping Onboarding: Failure to engage for 60 days results in forfeiture of the onboarding fee.

  • Strategy Sessions: Failure to attend or provide documents for 60 days results in abandonment and forfeiture of fees.

4. Payment & Financial Terms

  • Non-Refundable: All payments—including deposits, subscription fees, and digital products—are non-refundable unless otherwise stated at management's discretion.

  • Late Fees: Invoices are due upon receipt. A 5% late fee may be applied to balances unpaid after 7 days.

  • Chargebacks: Initiating a chargeback without contacting us first may result in immediate termination of all services and potential legal/administrative fees.

  • Subscriptions: Billed in advance. Rates are subject to change with 14 days’ notice.

5. Communication & Conduct

  • Channels: Official business is conducted via Email, Zoom, or Secure Portal. We do not use social media DMs or text for client business.

  • Response Times: We aim to respond within 2–5 business days (extended during peak tax season).

  • Professionalism: We maintain a zero-tolerance policy for abusive or disrespectful behavior. We reserve the right to terminate service immediately if this policy is violated.

6. Privacy, Data, & Intellectual Property

  • Confidentiality: We use encrypted, cloud-based software (QBO, Gusto, etc.). We do not sell your data.

  • Retention: We retain tax records for three (3) years. It is the client’s responsibility to maintain their own permanent records.

  • Ownership: All templates, toolkits, and website content are the intellectual property of Pachira Financials, LLC.

  • License: You are granted a non-exclusive, non-transferable, revocable license to use our Website and resources for personal or internal business use only.

  • Prohibited Acts: You may not modify, publish, transmit, reverse engineer, or participate in the transfer or sale of our content. You may not create derivative works or offer competing products based on our Free Resources or paid content.

  • Trademarks: Use of "Pachira Financials," our logos, slogans, and trademarks are prohibited without written permission.

7. Limitation of Liability

  • General Disclaimer: All guidance is for informational purposes. Clients are responsible for final financial decisions.

  • Maximum Liability: To the fullest extent permitted by law, our total liability for any claim shall not exceed the amount paid for the specific service in question.

  • Third-Party Tools: We are not responsible for the performance or security of third-party platforms (Stripe, Zoom, QBO, etc.).

  • "As Is" Basis: The Website and services are provided without warranties of any kind. We are not liable for inaccuracies or typographical errors.

  • Liability Cap: To the maximum extent permitted by law, Pachira Financials and its suppliers shall not be liable for any direct, indirect, punitive, or consequential damages. If you are dissatisfied, your sole remedy is to discontinue using the Website.

  • Personal Responsibility: You accept full responsibility for any harm or damage you suffer as a result of the use, or non-use, of the information available on this Website.

8. Termination of Services

  • By Client: Monthly subscriptions require 14 days’ notice prior to the next billing cycle.

  • By Pachira Financials: We may terminate services for non-payment, non-responsiveness, or if the business needs exceed our scope.

  • Post-Termination: Outstanding invoices remain due. Access to portals and final deliverables may be restricted until the balance is zero.

9. Legal, Jurisdiction, & Dispute Resolution

9.1 Governing Law

These Terms and any dispute arising out of your use of our Website, services, or products shall be governed by and construed in accordance with the laws of the District of Columbia, without regard to its conflict of law principles.

9.2 Jurisdiction

You consent to the exclusive jurisdiction and venue of the state and federal courts located in Washington, D.C. for the resolution of any disputes. You waive any objection to such venue based on inconvenient forum or lack of personal jurisdiction.

9.3 Dispute Resolution & Mediation

Before pursuing formal legal action, both parties agree to make a good faith effort to resolve any dispute through direct communication. If unresolved, the parties agree to mediation or arbitration in Washington, D.C., conducted in English under the rules of the American Arbitration Association (AAA).

9.4 No Class Actions

You agree to bring any claim or dispute individually and not as part of a class, consolidated, or representative action.

9.5 Severability & Entire Agreement

If any provision of these Terms is found to be unenforceable, the remaining provisions remain in full effect. This agreement, along with our Privacy Policy, constitutes the entire agreement between the user and the Company.

10. Contact Us

If you have questions regarding these Terms, please contact us at: Email: admin@pachirafinancials.com

Last Updated: December 30, 2025