What documents should a bookkeeper collect from a new client?

Entity formation documents and tax ID, the most recent tax return, bank and credit card statements for the catch-up period, payroll details if applicable, and access to the accounting software. Collecting them through secure upload in one flow beats email attachments on both speed and security.

How should clients share accounting software access?

Through the platform's accountant-invite feature — QuickBooks, Xero, and most others support inviting an accountant by email with appropriate permissions. Never via shared passwords, which are both a security and a compliance problem.

Why use an engagement letter?

It defines exactly what's included (and what isn't), the period covered, fees, and each side's responsibilities. For accounting work it's also a professional-standards expectation — and the onboarding flow is the natural moment to get it signed.

Accounting

Bookkeeping & Accounting Onboarding

Entity details, accounting software access, bank and document collection, engagement letter, and first payment — a compliant, complete handover.

4 steps15questions & requests~30 min for your client

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Bookkeeping onboarding is a document-collection problem wearing a meeting's clothes. Entity documents, prior-year returns, software access, statement access — until the pile is complete, the books can't be touched.

This template turns the pile into a checklist the client can actually complete: structured questions, secure uploads, an access handover, the engagement letter, and payment in one flow.

Who it's for: Bookkeepers, accountants, and fractional CFO practices onboarding monthly or annual clients.

What's inside

The full flow your client walks through, step by step. Everything is editable in the builder before you send it.

Step 1 of 4

Welcome & Contact

Welcome! This onboarding collects your business details, documents, and software access so we can get your books in order quickly. Everything you upload here is stored securely.

Your full name
TextRequired
Best email for project updates
EmailRequired
Company / business name
TextRequired
Phone number (optional, for quick questions)
Phone

Step 2 of 4

Business & Books

Business entity type
Sole proprietorship · LLC · S-Corp · C-Corp · Partnership · Nonprofit
Single choiceRequired
What accounting software do you use today?
QuickBooks Online · Xero · Wave · Spreadsheets · Nothing yet · Other
Single choiceRequired
How far behind are the books?
Up to date · 1–3 months · 4–12 months · More than a year · Honestly, not sure
Single choiceRequired
How many bank and credit card accounts does the business use?
NumberRequired
Anything unusual we should know about?
Long answer

Step 3 of 4

Documents & Access

Entity documents and tax ID (formation docs, EIN letter)
File uploadRequired
Most recent tax return
File uploadRequired
Bank and credit card statements for the catch-up period
File upload
Software access: we'll send an accountant invite — which email should we use, and who manages your account?
Long answerRequired

Step 4 of 4

Engagement Letter & Payment

Service agreement
E-signatureRequired
Project deposit
PaymentRequired

Why this template works

Document checklist covers entity docs, prior returns, and statements
Software access handled via accountant-invite, not shared passwords
Engagement letter signed and first payment collected in the same sitting

Frequently asked questions

What documents should a bookkeeper collect from a new client?: Entity formation documents and tax ID, the most recent tax return, bank and credit card statements for the catch-up period, payroll details if applicable, and access to the accounting software. Collecting them through secure upload in one flow beats email attachments on both speed and security.
How should clients share accounting software access?: Through the platform's accountant-invite feature — QuickBooks, Xero, and most others support inviting an accountant by email with appropriate permissions. Never via shared passwords, which are both a security and a compliance problem.
Why use an engagement letter?: It defines exactly what's included (and what isn't), the period covered, fees, and each side's responsibilities. For accounting work it's also a professional-standards expectation — and the onboarding flow is the natural moment to get it signed.