Frequently Asked Questions

Terms and Conditions
Last Updated 4 years ago

VtaxP: the Virtual Tax Partner tax consulting and support service

Terms and conditions
This is a summary of our standard terms and conditions: they set out the basis of our working relationship including how we charge for advice.

This Virtual Tax Partner ® (VtaxP ®) service is owned and run by Ross Martin Tax Consultancy Limited (RMTC), a company registered in England and Wales, Company registration no: 03497104, Registered office: Castlelee, Ryall, Dorset, DT6 4PF (UK).
We are an ICAEW member firm. Our Professional Indemnity Insurer is Markel International Insurance Company Limited.

We (RMTC), through this VtaxP service aim to provide you with tax, accounting or company secretarial assistance, on a pay-as-you-go basis.
  • To ask a question open an account and create a support ticket with this Virtual Tax Partner (VtaxP) service
  • We are acting for you and not for any third party.
  • This engagement commences when you tick the box to say that you confirm our terms and conditions.
Important points
  • We are a virtual firm: all our staff work remotely. VtaxP is staffed by a mixture of our employees and third party contractors.
  • We are human. We take holidays and days off: it is not always possible to respond to a query within 24 hours.
  • We do not operate a telephone helpline.
  • We ask you to ensure that you set out your requirements clearly, in writing via this portal. This is to ensure that we manage risks and it reduces misunderstandings.

Basis of charging

We won't charge you a fee until we have agreed an estimate with you, alternatively you can save time by asking a question on a fixed fee basis, as indicated in the query heading.

When we agree to charge you a fee, the minimum charge for a 15 minute query is £60 (subscriber rate) or £80 (non-subscriber rate). We charge a minimum charge on a 15 minute query because of the costs of administration of a short query outweigh any financial reward this end and we have to cover basic costs.

Extra time is charged as follows:
  • Paid subscribers to the www.rossmartin.co.uk practical online tax service, who are accountants or lawyers working in commerce or practice are charged on a scale between £25 to £75 per 15 minutes of our time.
  • If you are not a paid subscriber to www.rossmartin.co.uk, you are charged on a scale of £35 to £95 per 15 minutes (paid subscribers receive a 25% discount, as above).
  • Our lower fee rate may apply if you are requiring assistance with something that is technically of low risk and is straightforward to answer.
  • Where there is high risk or complexity, our fee quote will include time for peer review.
Our minimum charge is a quarter of an hour of time:

  • You will be billed once a query is resolved.
  • If you have further queries open a new ticket.
  • We don't bill you until you agree an estimate or a fixed quote unless you have used a fixed price ticket and we have agreed to answer for that fee.
  • We cannot act for you until we have confirmed your ID for anti-money laundering purposes.
How to obtain a price: types of ticket

1. Quote required

When you submit a query "Quote required" we will endeavour to provide an estimate of an approximate fee for a particular assignment at the outset.

  • If you require a fixed fee, please state this. It may be impossible to agree a fixed fee if there is an element of uncertainty as to how long a job will take. In these cases a fixed fee may not be appropriate and it may be more expensive for you to agree a fixed fee.
  • For any extras or time based billing our fees are charged in units of a quarter of an hour, with a minimum charge of a quarter of an hour.
2. Short chargeable query: fixed fee (budget selected)

  • If you have a short query and you wish to avoid the time delay of extra emails you may select one of the fixed fee options. These list fees by time/cost.
  • If we can answer the query within the time that allows we will then go ahead and answer it and you will be billed automatically with the response.
  • If we cannot answer the query within that budget we will notify you and advise you how long we estimate.

Miscellaneous billing issues

  • All fees are subject to VAT at standard rate unless you are outside of the EU.
  • Any disbursements we incur on your behalf, and expenses incurred in the course of carrying out our work for you, will be added to our invoices where appropriate.
  • If you do not accept that an invoiced fee is fair and reasonable you must notify us within 14 days of receipt, failing which you will be deemed to have accepted that payment is due.
  • If a client company, trust or other entity is unable or unwilling to settle our fees we reserve the right to seek payment from the individual (or parent company) who has given us instructions on behalf of that client. You agree that we shall be entitled to enforce any sums due against the Group Company or individual nominated to act for you.
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