Why does having an Onboarding Process important?
Finding a new bookkeeping customer for your organization can be very exciting. However, for your new clients to stay, you must provide them with a positive experience. And this begins with the onboarding process. 68% of consumers believe that the onboarding process determines whether or not they become long-term customers. However, even with an effective bookkeeper onboarding checklist, a smooth and productive onboarding process may require a significant amount of effort. .
A smooth onboarding process consists of several steps, including understanding the client's needs, drafting contracts, and managing expectations.
Let's look at how you can simplify bookkeeper onboarding with a customized checklist and free templates.
TL;DR Bookkeeping Onboarding Checklist
- Initial Meeting: Have an initial meeting with the client to discuss the client's business goals and expectations.
- Written Contract: Provide a written contract that details the scope of services, costs, terms, and confidentiality agreements.
- Welcome Package: Mail a welcome package that gives details about your company, and outlines your offerings.
- Client Information Collection: Gather essential details such as business name, address, contact information, and business structure.
- Access to Existing Systems: Obtain access to any existing accounting systems or software the client uses.
- Accounts and Invoice History: Review the client’s past accounts and invoice history.
- Software and Tools Integration: Set up or review the client’s accounting software.
- Tax History: Tax History: Gather information on previous tax returns, present tax obligations, and outstanding tax difficulties.
- Communication Channels: Create explicit communication guidelines, such as how frequently updates will be supplied and the preferred channels of contact.
- Review and Feedback: After the first setup, go over all systems and processes to confirm they are in place.
Free Downloadable Bookkeeping Onboarding Checklist
A successful bookkeeping relationship depends on getting off to a good start with new clients. But creating a checklist from scratch, and wondering about all the things to include can be tiring. That's why we developed a Free Bookkeeping Onboarding Checklist to help you shorten the process and avoid mistakes.
This bookkeeper onboarding checklist includes everything from acquiring consumer information to implementing accounting systems and building effective communication strategies. It's intended to save you time while making the onboarding process simpler and less stressful for both you and your clients.
Pro Tip: Want to see more free checklists and templates? Visit the Cone website and download templates such as the Free Bookkeeping Proposal Template and the Free Bookkeeping Pricing Template for free!
What Is The Bookkeeping Onboarding Checklist?
A bookkeeping onboarding checklist is a set of organized lists of duties that bookkeepers use to conduct onboarding a new customer. The checklist guarantees that all necessary steps are completed to properly set up and manage the client's accounts from the beginning.
It typically includes
- Gathering essential information
- Setting up accounts
- Understanding the client's financial needs and
- Establishing communication protocols
Bookkeepers can ensure a successful onboarding process by following this checklist to satisfy the client's expectations and build a framework for long-term success.
Key elements of a Bookkeeping Onboarding Checklist
An effective customer onboarding process can help establish a long-term and fruitful connection. The process lets you gather all the important information related to your client. An effective client onboarding experience will include certain key elements:
Signed Contract: A written contract defines the scope of services, prices, terms, and confidentiality agreements. It functions as a legal document, protecting both you and the customer.
Welcome Packet: This package contains an introduction to your company, essential contacts, a summary of services, and an outline of what the client can expect during the onboarding process.
Basic Client Information and Documentation: Details such as the client's business name, address, contact information, and structure will be collected.
Access to Previous or Existing Accounting Systems: All clients would have different financial setups.It is critical to understand the setup for a smooth transition. Obtain access to their present accounting software, such as QuickBooks or Xero, to better understand their operations.
Accounts and Invoice History: Reviewing historical accounts and invoice history provides a comprehensive picture of the client's financial situation. This involves reviewing overdue invoices, recurring payments, and payment histories.
Software and Tools Integration: Set up or review the client’s accounting software (e.g., QuickBooks, Xero). Integrate or review the payroll system and confirm employee details. Ensure invoicing systems and payment gateways are set up and integrated with accounting software.
Tax History: Gather information on past tax returns, current tax obligations, and any outstanding tax issues or audits.
Fix Pricing: While in the onboarding stage itself, it is better to have the cost details in place so that there won't be any misunderstanding in the future. You can go through this guide for bookkeeping services to help you with this step.
Communication Channels: A clear and consistent communication channel is critical to a successful relationship with your client. Set expectations for communication frequency, response time, and update and meeting schedules.
Learn more about how to start a bookkeeping business. Also, it might be helpful to learn about creative accounting firm names if you are setting up a new one.
How To Onboard A New Bookkeeping Client? (Step-by-step Approach)
Onboarding a client is an important process of an accounting firm, Here are a few steps to get to do it right.
Step 1: Decide On A Client Meeting
Set up a meeting to discuss the client's business goals and bookkeeping requirements. Discuss the client's present financial procedures, pain spots, and expectations for your services. Clearly outline your services, fees, and the scope of work during this discussion.
Step 2: Send Proposal and Engagement Letter
Based on the initial consultation, create a complete proposal explaining the services you will offer, including pricing and terms. Create a bookkeeping service agreement template that formally defines the scope of work, payment terms, confidentiality agreements, and duties of both parties. Send the proposal and bookkeeping engagement letter, and make sure both documents are signed before proceeding.
Step 3: Gather Client Information
Once the missing information can hold up future steps. So keep a bookkeeping onboarding checklist and request access to bank and credit card accounts, including online banking details and statements. Collect necessary documents like
- Bank statements
- Tax identification numbers
- Incorporation certificates
- Previous financial statements and
- Tax returns
You can use tools such as Google Forms or Typeform to collect everything they need at once.
Step 4: Prepare Workflow Systems
Once the client has signed the contract and is about to onboard, start preparing your workflow systems. Your client onboarding system is best determined by the tools you use to drive it. You can create a client profile in a practice management software such as Cone Accountancy Practice Management or you can find a system that works for you.
Pro Tip: Read more about what is an accounting workflow and best practices around them.
Step 5: Integrate Financial Tools and Systems
Ensure payroll systems are integrated with the accounting software, including employee details and tax information. Set up invoice automation systems and link them to the accounting software for seamless payment processing. Integrate expense tracking tools if needed, and train the client on how to use them.
Step 6: Set Up Communication Channels
Bookkeepers should explain their billing procedures and current records. Discuss with the customer what financial reports they require (e.g., monthly profit and loss statement, balance sheet) and how frequently they want them Set up an accounting calendar with the customer, including deadlines for monthly reports, payroll processing, tax filings, and other regular chores.
Step 7: Review and Launch
Double-check all systems, processes, and documents to ensure everything is correctly set up. Officially begin providing the agreed-upon bookkeeping services, and maintaining regular communication with the client as a part of client management strategies. After the first month, ask the client for feedback to refine your processes and ensure their satisfaction.
Also Read: 20+ Custom Apps for Accounting Firms in 2024
Best Practices for a Smooth Onboarding of New Bookkeeping Clients
Have A Bookkeeping Onboarding Checklist: Create a precise checklist that covers all onboarding stages, from document gathering to software installation. Share this checklist with your customer to set clear expectations and timelines.
Use Automation For Routine Tasks: Automate repetitive tasks like data entry and document requests during client onboarding. You'll be able to speed up the process and reduce errors, so the process is smoother.
Simplify Document Collection: Use secure cloud-based technologies to collect and manage financial documents. Provide clients with clear instructions and a straightforward way to upload their files.
Break Down The Onboarding Process Into Phases: Divide the onboarding process into manageable stages, such as document collection, software configuration, and initial review. This method helps to avoid overloading the customer and allows for a more planned progression.
Use a Client Portal: Offer a client portal where they can securely upload documents, track progress, and communicate with you. This keeps everything in one place and makes their experience seamless. Here are some project management software with client portals you can consider trying.
Pro Tip: Learn about different client accounting software options to determine the best fit for your needs.
Why Is Cone Perfect For You?
Cone Practice Management Software
An all-in-one tool that makes proposals, invoicing, and payments easy for bookkeepers, Cone Practice management software offers a free bookkeeping contract template and streamlines the entire process, saving you time and effort. Here’s why it’s the perfect tool for creating your bookkeeping contracts:
Cost-Effective Solution: Unlike competitors which range from $70-$100 per user/month, Cone offers its comprehensive services at just $5 per user/month. This pricing model makes Cone an accessible choice for small accounting firms looking to enhance their operations without breaking the bank.
Flexible Proposal Editor: Cone stands out with its flexible proposal editor, letting accountants create proposals just the way they want.
Billing and Invoicing: Cone has an integrated system that handles billing and provides invoice automation. It supports various payment methods, allowing businesses to use their current payment processors without incurring extra fees. If you’re billing a client for the first time, there is no better place to start than Cone.
Affordability: Addressing the budget constraints of small businesses, Cone offers a cost-effective solution that integrates proposal, billing, and invoicing capabilities, eliminating the need for multiple costlier software options.
User-Friendly Interface: Cone is easy to use, allowing teams to start quickly with minimal learning time.
Pricing
- Starter: $5 or 4£ per user/month
- Essentials: $10 or 8£ per user/month
- Growth: $15 or 12£ per user/month
Sign up today!
The Bottom Line
Onboarding new clients is a checklist of activities; it's the first step toward establishing a strong, long-term connection. The more effective your onboarding, the stronger your client connections will be. Use tools like the Free Bookkeeping Onboarding Checklist and Cone software to make the process easy and professional. Whether your client is a small business or a bigger company, a smooth start will make them glad they chose you as their bookkeeper.
So, don’t wait—improve your onboarding today and see your client relationships thrive from day one.
FAQs
- How do I onboard a new bookkeeper?
Onboarding a new bookkeeper will involve a teaching curve. It involves an introduction to the company’s processes, software, and clients. It also involves the collection of necessary documents and a training period. Set goals and integrate them into a team.
- What is onboarding in accounting?
Onboarding involves getting new clients or employees familiar with the firm's procedures, systems, and requirements, ensuring a smooth transition. It entails acquiring important financial data, implementing accounting software, and establishing clear communication routes.
- What questions to ask a new bookkeeping client?
Ask new bookkeeping clients about their business type, financial goals, existing accounting systems, and any current challenges they face. It’s also important to inquire about their preferred communication methods and reporting needs.
- What information does a bookkeeper need from their clients?
A bookkeeper would mostly need bank statements, invoices, and tax returns from clients, as well as knowledge on their business operations and accounting systems. Clarity on financial expectations would be a plus.
- How can I ensure client satisfaction during the onboarding process?
To ensure client satisfaction during onboarding, maintain clear and consistent communication. Providing timely updates, personalizing the experience and setting realistic expectations can also go a long way.