Harrowby Ledger executes high-accuracy purchase invoice processing, three-way PO matching, and supplier statement reconciliations directly inside your existing accounting or ERP platform—protected by Mutual NDA.
We eliminate uncoded invoice backlogs, duplicate postings, and month-end supplier disputes so your Finance Director focuses on cash flow rather than data entry.
Accurate nominal coding, UK VAT verification, and three-way matching against purchase orders and goods-received notes inside your existing accounting software.
Systematic line-by-line reconciliation of key supplier statements prior to every payment run to surface missing credit notes and prevent overpayment.
Structured BACS payment schedules prepared on your weekly or monthly cadence, paired with strict out-of-band bank detail change flags before you release funds.
We work natively inside the accounting software or ERP your business already runs—zero migration or software change required.
Start with a risk-free 48-hour £350 ledger diagnostic or transition directly into a capped weekly or monthly processing cadence.
* Diagnostic Audit refund or £350 credit applies once per registered UK Companies House number; audit credit applies exclusively to Monthly Retainers (Options B & C).
Before we ever view a single invoice or log into your accounting software, your business is legally protected under binding England & Wales agreements.
Every engagement starts with an executed Mutual NDA covering your supplier pricing, banking details, payroll/overhead ledgers, and customer records in perpetuity.
Clear England & Wales commercial contract defining exact turnaround SLAs, fee caps, notice terms, and UK GDPR / Data Protection Act 2018 compliance.
We operate strictly on role-based AP clerk permissions. Harrowby Ledger never holds client funds, bank tokens, or outbound BACS release authority.
Everything Finance Directors and business owners ask before onboarding with Harrowby Ledger.
Rendered preview of your racing-green and warm-gold HL crest signature for contact@harrowbyledger.co.uk. Paste the HTML code into Zoho Mail (Settings → Signatures → Insert HTML).
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HARROWBY LEDGER
Commercial Accounts Payable Operations
Purchase Ledger Control • Supplier Reconciliations • England & Wales
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MASTER ACCOUNTS PAYABLE SERVICE AGREEMENT (v3)
Provider: Harrowby Ledger (harrowbyledger.co.uk | contact@harrowbyledger.co.uk)
Governing Law: England & Wales | Currency: GBP (£)
1. CONTRACTING PARTIES & OFFICER VERIFICATION
This Master Service Agreement ("Agreement") is entered into between Harrowby Ledger ("Provider") and the Client corporate entity ("Client"). The signatory executing this Agreement on behalf of Client warrants that they are an active statutory director or duly authorised officer recorded at UK Companies House with full authority to bind Client to commercial contracts and BACS Direct Debit mandates.
2. SCOPE OF ACCOUNTS PAYABLE SERVICES & TURNAROUND STANDARDS
2.1 Managed Ledger Operations: Provider delivers remote, structured accounts payable (AP) processing, purchase invoice coding, three-way PO matching, supplier statement reconciliations, exception logging, and payment-run schedule preparation.
2.2 Supported Accounting & ERP Platforms: Services are delivered natively inside Client's existing accounting or ERP environment—including Xero, Sage (Intacct / Sage 50 / Sage 200), QuickBooks Online, FreeAgent, NetSuite, Microsoft Dynamics 365, SAP, Oracle, Access, Pegasus Opera, and comparable cloud or on-premise finance systems—using dedicated role-based user credentials provisioned by Client.
2.3 Operational Turnaround Targets: Diagnostic AP Audits are completed and delivered within 48 hours of cleared upfront payment and read-only system access. During active weekly or monthly retainers, routine purchase invoices submitted during UK business hours are coded and posted within 24 business hours.
2.4 Client Payment Control: Provider prepares payment batches and remittance schedules only. Final banking authorisation and release of outbound funds remain 100% under Client's dual-control banking authority.
3. COMMERCIAL PACKAGES, DIAGNOSTIC GUARANTEE & FEE SCHEDULE
- Diagnostic AP Audit (£350 one-off): Delivered within 48h of payment. 100% refunded if under £350 in unrecovered supplier credits, duplicate postings, or recoverable invoice discrepancies are found, OR full £350 credited toward Option B or Option C (Monthly packages only). Strictly limited to one (1) engagement per registered UK Companies House number.
- Option A · Weekly Run (£300 / week): Up to 50 purchase invoices/week, billed weekly in advance (overage at £5.50/invoice). Zero lock-in: cancel anytime in writing prior to the next weekly billing cycle.
- Option B · Monthly Retainer (£1,000 / month): Up to 200 purchase invoices/month, full supplier statement reconciliations, Net 30 (due 1st of month), £500 refundable deposit, and 14-day written cancellation notice.
- Option C · Hybrid Start (£350 + £1,000 / month): Full £350 Diagnostic Audit within 48h transitioning directly into 200 invoices/month. Full £350 audit fee credited on Month 2 (billing Month 2 at £650). Month 1 is committed and paid in full (non-cancellable during Month 1); 14-day written cancellation notice applies from Month 2 onward.
4. PAYMENT TERMS, BACS DIRECT DEBIT & LATE PAYMENT REMEDIES
4.1 Net 30 & Payment Date: Monthly retainer invoices (Options B and C) are issued on the 1st day of each calendar month on Net 30 terms, payable via an active UK BACS Direct Debit mandate maintained by Client throughout the Term. Weekly invoices (Option A) are payable weekly in advance.
4.2 Deposit (Options B & C): Prior to onboarding onto a Monthly Retainer, Client shall pay a £500 security deposit, held against unpaid fees or unreturned notice periods and refunded within 14 days of clean contract termination.
4.3 Late Payment Interest & Statutory Recovery: Overdue balances accrue late payment interest at 12% per annum calculated daily from the due date until cleared, together with fixed statutory debt recovery compensation under the Late Payment of Commercial Debts (Interest) Act 1998 (£40 for invoices up to £999.99; £70 for invoices between £1,000 and £9,999.99; £100 for invoices of £10,000 or more), plus reasonable collection costs.
4.4 Suspension: Provider may suspend ledger processing upon written notice if any invoice remains unpaid 7 days past its due date.
5. CLIENT RESPONSIBILITIES & OUT-OF-BAND BANK VERIFICATION
Client is solely responsible for the authenticity, HMRC VAT validity, and commercial approval of all source invoices and purchase orders. Provider flags supplier bank-account amendments for review, but Client bears sole responsibility for independently verifying supplier bank detail changes via out-of-band telephone confirmation prior to releasing funds.
6. LIMITATION OF LIABILITY
To the maximum extent permitted under the laws of England and Wales, Provider's total aggregate liability arising out of or in connection with this Agreement (whether in contract, tort, negligence, or breach of statutory duty) shall be strictly capped at 100% of the fees actually paid by Client for the specific weekly or monthly billing cycle in which the alleged act or omission occurred. Provider shall have zero liability for indirect or consequential loss, loss of profit, or unauthorised bank transfers released by Client signatories.
7. CONFIDENTIALITY, UK GDPR & PACKAGE-SPECIFIC CANCELLATION
7.1 Confidentiality & Data Protection: Both parties shall maintain strict commercial confidentiality and comply with UK GDPR and the Data Protection Act 2018.
7.2 Cancellation Terms:
(a) Option A (Weekly Run): No minimum lock-in or notice period; cancel anytime prior to the next weekly billing cycle.
(b) Option B (Monthly Retainer): Either party may terminate by serving at least fourteen (14) calendar days' prior written notice to contact@harrowbyledger.co.uk.
(c) Option C (Hybrid Start): Client commits to Month 1 in full and may not cancel during Month 1. From Month 2 onward (after Month 1 is paid in full and the £350 audit credit is applied to Month 2), either party may terminate by serving at least fourteen (14) calendar days' prior written notice.
8. EXECUTION
Signed for and on behalf of Harrowby Ledger: ___________________________ Date: ______________
Signed for and on behalf of Client (Director): _________________________ Date: ______________