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New Client Onboarding Checklist

A step-by-step checklist covering everything from engagement letters to first-month reconciliations — so nothing falls through the cracks when you take on a new client.

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1.Pre-Engagement

  • Send engagement letter and terms of businessIgnition
  • Complete AML/KYC identity verification
  • Agree fee structure and payment termsIgnition
  • Obtain signed letter of authority (64-8) for HMRC
  • Run conflict of interest check

2.Client Setup

  • Create client record in practice management softwareKarbonSenta
  • Set up client folder structure in cloud storage
  • Add key dates to compliance calendar (year-end, VAT quarters, etc.)
  • Record client contact details and key personnel
  • Assign account manager and team members

3.Software & Access

  • Create or transfer Xero/QBO organisationXeroQuickBooks Online
  • Set up bank feeds and connect bank accounts
  • Configure chart of accounts and VAT scheme
  • Invite client as user with appropriate permissions
  • Set up Dext or HubDoc for receipt captureDextHubDoc

4.Document & Data Gathering

  • Request previous year accounts and tax returns
  • Obtain latest management accounts or trial balance
  • Collect Companies House login credentials
  • Gather VAT registration details and history
  • Request payroll records if applicable

5.Communication Setup

  • Send welcome email with key contacts and processes
  • Set up regular meeting cadence (monthly/quarterly)
  • Share client portal access and document upload instructions
  • Provide emergency contact procedure
  • Schedule kickoff call to walk through tools and workflows

6.First Month Actions

  • Complete opening balance entry
  • Process first month transactions
  • Run initial bank reconciliation
  • Review and categorise historical transactions
  • Send first progress update to client

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New Client Onboarding Checklist for Accounting Firms | NerdNumbers