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New bookkeeping client onboarding pack

Collect formation documents, prior-year filings, accounting system access, and payroll details when you onboard a new bookkeeping or advisory client.

Begin on our free tier. Upgrade when you need more.

What this template is for

Onboarding sets the tone for data quality. This pack mirrors what experienced firms collect up front: legal entity proof, historical financials, tax filings, and how money moves through the business, so you are not reconstructing the ledger from email attachments three months in.

When to use it

  • New engagements before you touch the books.
  • Scope changes (adding payroll, new entities, or inventory).
  • Firm mergers when you inherit a client mid-year.

Tips

  • Pair with your engagement letter and data-processing wording; this list is documents only.
  • If the client uses QuickBooks Online / Xero, add a follow-up request for accountant or admin invites rather than sharing passwords here.

Checklist preview

What this template asks for

These items are cloned into your workspace when you use the template. Edit anything before you send.

8 items

  1. Entity formation documents

    Required File upload

    Articles of incorporation, LLC operating agreement, partnership agreement, or equivalent.

    PDF scans are fine. Include any amendments or ownership schedules if they exist.

  2. EIN confirmation letter (IRS CP 575 or SS-4)

    Required File upload

    If you operate as a sole prop using SSN only, upload a short note explaining that instead.

  3. Prior-year business tax returns (last 2 years if available)

    Required File upload

    Federal plus state or local filings where applicable.

  4. Most recent financial statements or management reports

    File upload

    P&L, balance sheet, and trial balance (whatever exists today).

    Skip for brand-new entities with no history.

  5. Chart of accounts export (if you have one)

    File upload

    CSV from your current system helps avoid duplicate or orphan accounts.

  6. Accounting software in use

    Required Select

    We will follow up with the right invite flow for access.

  7. Payroll provider and pay frequency

    Long answer

    Example: Gusto, biweekly, next pay date. Write “None” if no W-2 payroll.

  8. List of business bank and credit card accounts

    Required Long answer

    Institution name, last four digits, and purpose (ops, payroll, savings).

    Include accounts you have not connected to software yet.

Add this to your workspace, then send when you are ready

We save it as a template so you can adjust items, choose a client, and send like any other request.