Terms of engagement — Charity Annual Pack

Version 1.2 — last updated 13 September 2026. These terms apply to the Charity Annual Pack we prepare for Australian registered charities. Plain English on purpose; if anything here is unclear, email [email protected] and ask before you pay.

1. Who we are and what this is

Deplexify prepares an Annual Information Statement pack for charities registered with the Australian Charities and Not-for-profits Commission. You give us your figures through a questionnaire; we give you back three documents and a working sheet, prepared from those figures.

2. What this is not — please read this one

This is not an audit, a review, or any other assurance engagement. We examine nothing, we verify nothing, and we express no opinion or conclusion on your figures or your financial position. We would not audit or review what we prepared, and we are not offering to.

It is also not legal advice, tax advice, or financial product advice. Where your circumstances are unusual — a wind-up, a merger, a dispute about who the Responsible People are, a substituted accounting period — take proper advice.

We say this once, here. You will not find it repeated on every page of your pack, because a document that spends its space disclaiming itself is harder to use.

3. You approve it, you declare it, you submit it

We do not submit anything to the ACNC on your behalf and we never ask for your Charity Portal login. Your charity reviews the pack, an authorised person completes the declaration in the portal — confirming the information is true, correct and complete — and your charity submits it.

That declaration is yours. Everything we prepare is a draft for you to check.

4. What you get

• Annual Information Statement — prepared answers. Every answer the statement asks, in the form's own order and with its own question numbers, as a PDF and an editable Word file.
• Financial summary. Your figures with every total's arithmetic shown. If you are a medium or large charity this is instead either your annual financial report, where you have bought one, or a note setting out what that report must contain and who may sign it.
• Compliance calendar. Your due date and where it comes from, what your size obliges, the notification clock, your state position, and what late costs.
• Outstanding items. A working sheet of anything we still need. It is not part of what you submit.

5. We never invent a figure

Anything you have not given us is listed on the outstanding-items sheet. It is never defaulted to zero, and it is never guessed. Zero is a claim about your charity's affairs and it would go into something you declare to be true.

It follows that the pack is only as good as the figures you give us. We do not check them against your bank statements, your ledgers or anything else.

6. Not an ACNC-registered charity? We are the wrong product and we will say so

If your organisation is not registered with the ACNC, this pack is not for you and we will refund you in full. A not-for-profit with an active ABN that self-assesses as income tax exempt generally owes the ATO an NFP self-review return by 31 October instead. We do not prepare that return.

7. Your state regulator

If your charity is an incorporated association, the pack tells you what your state or territory still expects — the AGM, and changes of name, rules and committee. In every state and territory an ACNC-registered association is relieved of some or all of its separate state financial lodgement, but every one of those arrangements has conditions, and in the Northern Territory it is not automatic at all. The calendar sets out your state's position. Meeting those conditions is your charity's responsibility, not ours.

8. Fees

AU$295 for the Annual Information Statement pack, whatever size your charity is, and AU$195 for each additional year where you are catching up. Paid up front. The ACNC charges no fee to submit the statement.

The annual financial report is a separate product at AU$1,000, and only a medium or large charity needs one. It is the accrual financial statements, the notes and the responsible entities' declaration that the ACNC requires alongside your statement. If you buy it we prepare all three; you approve them, your responsible entities sign the declaration, and you give the finished report to whoever reviews or audits it.

We do not review or audit that report, and we will not arrange the reviewer for you. A medium charity's report must be reviewed or audited and a large charity's must be audited — that is a separate engagement with someone independent, and it is yours to appoint. The pack tells you what the ACNC requires and who is eligible to sign it.

9. Timing

We deliver within one working day of receiving your completed questionnaire — not of payment, because we cannot start without your figures. Working days are Monday to Friday, Australian Eastern time, excluding national public holidays.

10. Refunds

Full refund if you are not an ACNC-registered charity, if we cannot produce your pack, or if you change your mind before we start work. After delivery we will fix anything we got wrong from the information you gave us, at no charge and without argument. We do not refund because the answers were not the ones you hoped for.

11. Your responsibilities

• Give us accurate and complete figures, and tell us if something changes.
• Read the pack before you submit anything.
• Make the declaration yourself, and submit it yourself.
• Keep your own records — the ACNC requires financial and operational records to be kept for seven years.
• Tell the ACNC within 60 days (28 if you are medium or large) about changes to your legal name, Address For Service, Responsible People, governing document, or a material error in something already lodged.

12. Liability

Nothing in these terms excludes any right you have under the Australian Consumer Law. Apart from that, our liability for any claim connected with this engagement is limited to the fee you paid us.

We are not liable for a penalty, a notice on the Charity Register, or any other consequence arising from figures you gave us that were wrong, from a submission you made late, or from something you did not tell us.

13. Your information

We use what you give us to prepare your pack and to contact you about it. We do not sell it and we do not pass it to anyone else except where we have to by law. You can ask for a copy of what we hold, or ask us to delete it, at [email protected].

14. General

These terms are governed by the law of New Zealand, where Deplexify is based, and you and we submit to the non-exclusive jurisdiction of its courts. If any part of these terms cannot be enforced, the rest still stands. The version in force is the one published here on the day you pay.