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Renewal, Rescoping, And Offboarding

How Graphite Keeps the Partnership Aligned at Every Stage

Graphite's renewal and cancellation process is designed to keep the engagement running smoothly, support adjustments as your business scales, and make the lifecycle feel professional on both ends.

How Renewals Work

Automatic continuity Contracts renew automatically at the end of each term for the same duration and terms — 6 months for core services, 12 months for tax. Clients don't have to do anything for service to continue uninterrupted.

Rescoping at renewal Ahead of renewal, the CSS reviews the account to confirm the current scope still fits the client’s business. If volume, complexity, or service needs have shifted meaningfully, the agreement is rescoped to reflect where the business is now. Any adjustments — including pricing — are communicated in advance, per the service agreement.

Multiple agreements If a client has more than one agreement with Graphite, each runs on its own term and renews independently. The CSS keeps the overall account aligned across them.

For more on how renewal-driven pricing changes are communicated and when they take effect, see How Pricing and Billing Work.

Adding Services Mid-Term

If a client wants to add a new service between renewal periods — moving from accounting into full tax support, for example — reach out to the CSS. New services can often be integrated into an existing term, or added through a supplemental agreement that starts immediately.

Cancellation

If a client decides to end an engagement, here's how the process works.

Notice. Written notice is required at least 60 days prior to the renewal date. An email to the CSS is sufficient — no formal document required.

Tax services exception. Because tax work spans the full year and the fee is amortized across 12 months, tax cancellations follow a different timeline. To cancel tax services for the following year, notice is required by October 31.

The CSS confirms receipt of the client’s notice, coordinates the end-of-service date with the client, and makes sure everything is in place for a clean transition.

How Offboarding Works

Offboarding is handled with the same structure and care as onboarding. Once an end date is set, the process runs on a defined track:

  1. End date coordination. The CSS works with the client to set a definitive last day of service that aligns with the client’s transition needs.
  2. Task completion. The service team wraps up all open work and confirms everything in scope is complete by the end date.
  3. Records and handover. The CSS identifies what needs to be transitioned — supporting schedules, reconciliations, filings, reference documentation — and coordinates the handover to the client or the new provider. For accounting engagements, providing supporting schedules is typically sufficient for the receiving team.
  4. System access. Graphite revokes access to its internal systems, and the client team does the same for access to theirs. All access changes are logged as part of Graphite's standard data handling practices. See How We Protect Your Data for more on how access is controlled throughout the engagement.

Extended transition support

If a client needs more than a standard handover — cross-training an in-house hire, continuity support past the contract end, or help onboarding a new provider directly — Graphite offers extended transition services for an additional fee. Talk to the CSS about what’s needed, and we'll provide a quote for review.

If Questions Come Up

Renewals and cancellations are normal parts of the business lifecycle, and the CSS is the right person to bring questions to — whether it’s thinking about scope for the next term, weighing a transition, or just talking through what's ahead.

For how to raise specific requests, see How to Submit Requests.

Closing the Loop

A clean exit matters. The relationship may close, but the records, the reporting, and the handover should carry forward so the next chapter for a client’s business starts without friction. That's the standard Graphite holds for offboarding, and it's the same standard we hold for every other moment in the engagement.