Switching accountants without disrupting your business
Changing accountants involves more than transferring a set of files. You need to know who is handling the work already underway, what information the new adviser needs and how the business will keep running during the handover. A clear plan helps prevent tasks being missed or completed twice.
Be clear about the support you need
Before arranging a change, write down what you want from the new relationship. You may need more regular information, a clearer communication process or support as the business becomes more complex. Distinguish those needs from the services you already receive.
Review the proposed scope, fees and responsibilities before accepting an engagement. Ask how queries will be handled, who your main contact will be and what you are expected to provide. A shared understanding at the outset makes the day-to-day relationship easier.
Butler Cook’s accounting services include annual accounts and management reporting. Discuss the support appropriate to your business rather than assuming every service is automatically included in a new appointment.
Agree who is completing the current work
List the work in progress and the next important deadlines. Include accounts, tax returns, bookkeeping, VAT and payroll where relevant. Confirm with both firms who will complete each task and when responsibility transfers.
Check the terms of your existing engagement and give clear notice of the proposed change. Your incoming accountant will normally seek professional information from the previous firm, with your permission. This enquiry supports their decision about accepting the appointment and helps establish the information needed.
Keep a written record of the handover arrangements. If a deadline is close, ask the advisers to confirm a practical approach rather than assuming the new firm can take over immediately.
Prepare an organised information handover
Agree a secure route for sharing records. Useful information may include previous accounts and returns, current bookkeeping, outstanding queries and details of the systems you use. Let the accountants confirm the precise documents required.
- Identify accounting software and who controls the subscription
- Confirm how the new adviser will receive authorised access
- List unresolved transactions and missing documents
- Identify regular reports, payroll dates and scheduled work
- Keep copies of engagement and handover correspondence
Use the access controls available in your software rather than emailing shared passwords. Confirm when the previous adviser’s access should end, after the agreed handover work is complete. Check that your own access remains available throughout.
A current set of records makes the process easier. Our monthly bookkeeping checklist explains a routine for organising documents, reconciling balances and keeping outstanding items visible.
Set expectations for the first few months
Arrange an initial review once the new adviser has the relevant information. Talk through the business, significant transactions and any issues carried over from the previous engagement. Explain how information moves between your team and external providers.
Agree a realistic reporting timetable and a process for answering queries. The new accountant may need clarification about earlier entries before they can provide reliable current information, so give those questions a named contact.
Review the handover after the first cycle of work. Confirm that access is working, responsibilities are understood and the next deadlines are recorded. Address any uncertainty early, while the details are still easy to trace.
If you are considering a change of accountant, send Butler Cook an enquiry using the form alongside this article to discuss your needs and a practical handover.
