New client onboarding checklist for accountants and bookkeepers
The first few weeks with a new client set the tone for the whole relationship. If onboarding is a string of emails asking for one more thing, the client feels disorganized and you start the work late. If it is one clear list with one place to upload, the client sees a firm that has done this before. This guide covers what to collect from a new tax or bookkeeping client and a simple order to do it in.
The new client onboarding checklist
Engagement and identity
- Signed engagement letter that sets out the scope, fees, and what the client is responsible for providing.
- Government-issued photo ID for the client, or for each owner or officer of a business client.
- Signed IRS authorization forms if your engagement needs them, such as Form 8821 (tax information authorization) or Form 2848 (power of attorney).
- Contact details for anyone else involved: a spouse, business partner, office manager, or prior accountant.
Tax history
- Prior-year returns, usually the last two or three years, federal and state.
- IRS and state notices the client has received and not resolved.
- Estimated tax payments made so far this year.
For business clients
- Formation documents — articles, operating or partnership agreement, and any S corporation election.
- EIN confirmation letter from the IRS.
- Bank and credit card statements, usually the last three months to start, or the full year if you are catching up the books.
- Existing bookkeeping file export and chart of accounts, if the client already keeps books.
- Payroll reports and payroll provider details, if the business has employees.
- Sales tax registrations and recent returns, if applicable.
- Loan and lease agreements for business debt and financed equipment.
Why onboarding drags
- The client doesn't know what you need yet. They have never worked with you, so “send your documents” means nothing specific.
- Old records are with the old firm. Prior returns and bookkeeping files often have to be requested from someone else.
- Things arrive in pieces across email, text, and the occasional paper envelope, and nobody tracks what is still missing.
- Onboarding competes with deadline work, so follow-up slips exactly when you need the documents most.
A simple onboarding process
- Send the engagement letter first and start the document request as soon as it is signed.
- Send one checklist, not a series of emails. Everything you need for the first month of work, in one list.
- Split items so missing pieces are obvious. “Prior-year return (last year)” and “Prior-year return (two years ago)” as separate items beat one item for “prior returns.”
- Mark items optional when they may not apply, so the client can mark them N/A rather than leave them blank.
- Set a due date and let reminders handle the follow-up.
- Review uploads as they arrive, and send back anything unusable right away instead of at the end.
How FilesDue handles this
FilesDue includes a Bookkeeping onboarding template with: Business formation docs (articles, EIN letter); Bank statements (last 3 months); Credit card statements (last 3 months); and optional items for Prior bookkeeping / QuickBooks export, Sales tax returns, Payroll reports, and Chart of accounts. For tax clients, the Individual 1040 template includes Prior-year tax return and Photo ID. You can add items such as “Signed engagement letter” and “IRS notices” to either, or build your own checklist from scratch.
The client gets one link and uploads from a phone or computer with no account to create. Reminders go out on day 2, 5, and 9 after you create the request, then weekly, and each one lists only what is still missing. You get an email when the client uploads and when the request is complete. If a file isn't what you needed, send the item back with a short reason and the client is asked for a new one.
Tips for a smooth start
- Write one sentence in the request note explaining why you need the documents and when you plan to start.
- Tell new clients upfront that they will get automatic reminders, so the emails feel expected, not pushy.
- If prior records are with another firm, add an item for the client to upload whatever they have, and request the rest from the prior firm in parallel.
- Save your onboarding list once and reuse it for every new client.
Frequently asked questions
Do new clients need to create an account? No. They use the link you send. It is a long, unguessable link tied to that one request.
What does it cost? Solo is $15/mo with 25 active requests; Pro is $29/mo with no limit on active requests. See pricing.
Do you have a guide for ongoing bookkeeping clients? Yes. See document collection for bookkeepers.