Summary of the System
As part of our Standard System & Procedures (SSAPs), the Avar Team need to carry out certain required formalities to complete the client setup process.
This document will take you through the various stages and processes that will happen during the initial Setup and Engagement process.
Before we set you up as a Client, you will be invited to join the “Avar Club” as a Guest Client.
This enables you to experience the unique way in which the Avar team operate making life easy for our clients.
Avar request that you sign up to Telegram instant messaging system so that we can communicate quickly and easily with you.
Once the initial legal and professional obligations have been carried out, all our services will be Free of Charge for three months at which time you would have either become a full client or simply have benefitted from being a Guest Client only.
You may only become a Guest Client once, after which our services become chargeable.
Once we have completed the Statutory Verification Formalities, collected your Database Information and the results verified, you will become a Guest Client.
We are required by law to carry out Anti Money Laundering clearance checks for all clients prior to engagement.
You will need to provide the necessary information outlined on the form in order for the team to complete these checks.
In addition, we will require a copy of your passport or drivers licence and two other forms of ID verification, such as a utility, council tax or telephone bill. Note, all proofs of ID must be less than three months old and the name, address and post code must be correct.
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This phase involves collecting the basic contact and database details for either the company or you as an individual, or both.
The process can be split into the following categories
This phase involves the Avar Team writing to your previous advisors requesting certain essential accounting and tax information.
This is part of the hand over process and helps us determine the current position in terms of the company and personal affairs.
We will also be writing to them requesting professional clearance, which is a requirement by the Institute of Chartered Accountants in England & Wales (ICAEW), prior to any client sign-up.
We will conduct our Client Risk Assessment based on professional clearance and the results from the Statutory Verification Formalities.
We will setup your own personal space on the Avar Portal and provide you with your unique username and password. This will be advised via SMS and/or email.
We use a variety of different software and applications that enable us to service you at the lowest possible cost, benefitting both you and Avar. The following applications will require installation, as part of our service agreement:
All software that is required to be installed on your mobile and PC, Laptop or Tablet must be carried out by you, under our instruction and/or guidance. Avar do not accept any liability for software or hardware malfunctions that may occur.
We will request Online Authorisation Codes from HMRC and request an Authentication Code from Companies House.
We will ask you to sign Form 64-8 (authorising your agent), which upon signing will be forwarded to HMRC.
Once the setup process is complete a meeting will be arranged to discuss the substantive work that is required to be done.
The cost of the setup is free of charge, however, if for some reason the engagement does not go ahead, there will be a fee for all the work carried out by Avar to that date.
It is at this point we will ask you to agree and sign our Terms and Conditions, located in the Avar Business Guide. The main features of the business guide can be found here.
We will assess your eligibility for the Avar Business Development Grant and setup a monthly standing order once the substantive work has been agreed.
We have implemented new Standard Systems & Procedures (SSAP) for communication, making it easier and faster to get in touch with us and for the team to stay in constant contact with our clients.
To achieve this new level of efficiency we have introduced an instant messaging system called Telegram for all clients and preferred partners.
This, combined with our existing technologies such as SMS and Telephone Conversation Recordings (TCR), allows for faster communication thus enabling us to focus on the substantive work with the ability to deal with pressing matters promptly.
By now you will have already been setup by our IT team to use Telegram on your mobile, PC, Laptop or Tablet.
It is a requirement of our Terms of Business that all clients be setup on Telegram.
All files transferred will be annotated with “For Your Information”, however, if there is action required, more detailed comments will be sent by voice mail or telephone.
For more information on Telegram, click on this link.
We will use a Telegram Channel entitled “Reflections” to “broadcast” key news and events to all clients to ensure that they keep updated on any changes in accounting, tax, finance and any other important news.
Avar will send all responses and transfer of files via Telegram. In addition, all attachments will be sent by email for safekeeping.
This is a primary method of communication and will be used when Telegram is not appropriate.
All telephone calls are recorded and links to Telephone Conversation Recordings (TCR) will be sent to you at the discretion of Avar or upon request by you. Note, there will be a charge of £50 + VAT for each TCR requested subsequently or outside your standing instructions.
This is slowly being phased out with the introduction of instant messaging via Telegram, but we may still use SMS communication in certain events or during the client initial setup stage.
This article outlines Avar’s working practices and the rationale behind our Standard System & Procedures (SSAP) employed in our working methodology.
Our Clients are generally separated into two distinct categories:
These categories form the basis of the type of work we undertake and this further determines the dates by which we require information for execution of specified assignments.
We offer online bookkeeping services Free of Charge to our clients. For those clients who do not wish to use this service, a template called “Boomerang” can be used to enter information as an alternative.
We encourage clients to use these services as this will minimise the cost and does not require hard copy documents, such as invoices, vouchers and bank statements to be sent to us.
As we deal with Companies House and HMRC deadlines, information must be provided in a timely manner. The assignment will not commence until all information is received complete in its entirety.
The services we offer can also be split into two categories:
Advisory work is charged at a higher fee, as this involves detailed accounting, tax analysis, financial planning and advice. Execution does not include this service and we will only file end of year accounts and tax returns, without involving future planning and advice.
If you choose to opt for “Execution Only” services, it is your responsibility to take precautionary measures to protect your tax and/or accounting position going forward.
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