# How to onboard a new bookkeeping client: A full checklist

Omid G  May 30, 2024

You just found a client and they’re ready to start working with you.  
Now, you have a bunch of things going on in your head.  
How do I provide an amazing experience so my client wants to work with me for many years to come? How do I make sure I get paid for my services on time? How do I keep everything organized and secure so I can keep track of everything and no sensitive information gets leaked?

Well, in this article, I’m going to address all of these.  
I’m going to show you a six-step bookkeeping [client onboarding checklist](/content/blog/client-onboarding-checklist/index.html) that will allow you to onboard clients with ease. We’ll go over everything you need to think about to create a 5-star onboarding experience. And we’ll also go over how you can automate many aspects of your onboarding process so you can create a repeatable system that is free from errors.

Alright, let’s get started.

## What does a bookkeeper need from their clients?

When going through your bookkeeping client onboarding checklist, it’s important to make a list of things you need from your clients. This can look different depending on the types of services you offer and the industry your clients are in.

We’ll get more into this in step four when we talk about [intake forms](/content/blog/client-intake-form-examples/index.html). But to get straight to the point, this typically includes:

- **Bank and credit card statements:** Your clients should give you access to their bank and credit card accounts or send regular statements to their bookkeeper. This allows the bookkeeper to reconcile transactions and make sure that all financial activity is recorded.
- **Receipts and invoices:** Your client should provide copies of all receipts and invoices related to their business expenses. This helps the bookkeeper categorize expenses and prepare accurate financial statements.
- **Payroll information:** If the bookkeeper is responsible for managing payroll, they will need access to employee information, pay rates, and hours worked. Clients should provide this information on a regular basis and notify the bookkeeper of any changes.
- **Sales data:** For businesses that generate revenue, clients should provide detailed sales data, including customer information, product or service details, revenue numbers, and transaction amounts. This helps the bookkeeper track income and prepare accurate tax filings.
- **Loan and investment documentation:** If your client has any business loans or investments, they should provide you (the bookkeeper) with relevant documentation, such as loan agreements, interest statements, and investment account statements.
- **Previous financial records:** If your client has worked with other bookkeepers in the past, it’s important that they give you their previous years' tax returns, financial statements, and any other relevant historical financial data. This helps you get a better picture of your client's financial history and helps you create a plan of action moving forward.

It's important for you as a bookkeeper to communicate these needs clearly to your clients and to set up secure channels for sharing sensitive financial information (which we will get into in step one below).

## 6 steps to onboarding a new bookkeeping client

Here is a standard bookkeeping client onboarding checklist:

1. [Get your client portal ready](/content/blog/bookkeeping-client-onboarding-checklist#get-your-client-portal-ready/index.html)
2. [Send a contract to be e-signed](/content/blog/bookkeeping-client-onboarding-checklist#send-a-contract/index.html)
3. [Send an invoice or start a subscription](/content/blog/bookkeeping-client-onboarding-checklist#send-an-invoice/index.html)
4. [Send a client intake form](/content/blog/bookkeeping-client-onboarding-checklist#send-a-client-intake-form/index.html)
5. [Personalize your client's workspace](/content/blog/bookkeeping-client-onboarding-checklist#personalize-your-clients-workspace/index.html)
6. [Have a kickoff meeting to set expectations](/content/blog/bookkeeping-client-onboarding-checklist#have-a-kickoff-meeting/index.html)

Alright, let’s get into the good stuff.

### 1. Get your client portal ready

The first step in your onboarding checklist actually starts _before_ you get your client involved in the onboarding process.  
Consider this part of your onboarding, step 0. In step 0, we want to set the stage so our professionalism and client experience blows away our client.  
One way to stand out from other accounting firms and CPAs providing bookkeeping services is to leverage technology to create a “tech-enabled” approach. Not only will this impress our clients when they first start working with us, but this will actually make your life a lot easier when it comes to delivering on your services as well.

The foundation of a tech-enabled approach to onboarding is with a white-label client portal, like Assembly. With [Assembly](/content/solutions/accounting-client-portal/index.html), you can create a branded client portal that matches your firm's identity, making a professional first impression on your new clients.

I’m not going to go into too much detail in this article on how to set up Assembly, but I highly recommend checking out this video:

Assembly: Creating and Inviting Clients - YouTube

Here, we want to create a profile for our client within our admin client portal (as shown in the video above). This way, as we go deeper into the [onboarding process](/content/blog/how-to-onboard-a-new-client/index.html), we can keep all of our client data organized.

### 2. Send a contract to be e-signed

Once your client is in Assembly, and you’ve sent them a link (or email notification) to create their own personal portal, it’s time to send them a contract.  
Here, we can leverage Assembly’s built-in contracts app. A well-drafted contract is essential for setting clear expectations, defining the scope of work, and protecting both your firm and your client. With [Assembly's Contracts App](/content/apps/directory/contracts-app/index.html), you can streamline the contract signing process and get started on the bookkeeping work faster.

To send a contract through Assembly:
1. [Create a new contract](/content/blog/client-contract/index.html) by uploading your own pre-existing contract and setting it as a template.
2. Customize the contract to fit your specific client's needs. Include details such as the scope of work, pricing, deliverables, and any special terms or conditions.
3. Use Assembly's built-in e-signature tool to send the contract to your client for signing. Your client can review and sign the contract directly within their portal.
4. Once the contract is signed, it will be automatically stored in your client's workspace for easy reference. You'll also receive a notification confirming that the contract has been executed.

### 3. Send an invoice or start a subscription

Next up, getting paid! This part will depend on how you approach payments in your business and the types of services you provide.  
For example, some professionals like to bill upfront before the work begins, while others like to bill after a project is completed.

So this step is going to depend on how you approach getting paid. It may be a later step if you don’t bill upfront. But regardless, I want to explain a few things about billing.

The great thing about Assembly is that it also has a built-in payment system. You can create branded invoices, or create a recurring payment (also works like a subscription).

1. Determine your billing approach based on your services and client needs. Decide whether you'll bill upfront, after the work is completed, or on a recurring basis.
2. Create a new invoice using [Assembly's invoicing tool](/content/apps/directory/billing-app/index.html). Customize the invoice, itemize the services provided, and set the payment terms.
3. If you're offering ongoing services, set up a recurring subscription. Determine the billing frequency (e.g., monthly or quarterly) and the subscription amount based on your agreed-upon pricing.
4. Send the invoice or subscription to your client through Assembly. Your client will receive a notification and can view and pay the invoice or subscribe directly within their portal.

### 4. Send a client intake form

Collect all the information needed from your client to deliver on your service effectively. This part might include asking for:
- Bank account or QuickBooks details
- Business entity information (e.g., LLC, S-Corp, etc.)
- Previous year's tax returns
- List of current vendors and customers
- Inventory details (if applicable)
- Payroll information (if applicable)

To create and send an intake form in Assembly:
1. Design your intake form using Assembly's form builder. Add your questions, customize the form's appearance, and include your branding elements.
2. Send the intake form to your client through Assembly. Your client will receive a notification and can complete the form directly within their portal.
3. Review the submitted form in Assembly and follow up with your client if any additional information is needed.

### 5. Personalize your client's workspace

Once you gather all the necessary information from your client, personalize their client portal. This can include editing the branding of their portal and setting up any welcome messages.

Some ways to personalize your client's workspace in Assembly:
1. Customize the workspace branding: Add your client's logo, colors, and other branding elements to their workspace.
2. Integrate third-party apps they use into their Assembly workspace.
3. Set up welcome messages to provide an overview of the services you'll be providing and any important next steps.
4. Create a knowledge base in your client's workspace with relevant resources.

### 6. Have a kickoff meeting to set expectations

Schedule a kickoff meeting with your client to walk them through their personalized workspace and explain how to use the various features, such as document sharing, communication tools, and invoice payment.
During the meeting, discuss the specifics of your bookkeeping services, including the scope of work, deliverables, and deadlines. Communicate your expectations for the client, such as providing timely access to necessary information.

## Benefits of using Assembly for onboarding

How you approach your onboarding process sets the foundation for how your client views your approach to business. Create a great onboarding experience, past your client’s expectations, to keep them around for a long time.  
If you’re ready to experience the power of Assembly, be sure to play around with [the demo portal](https://portal.blacklighttax.com/login?step=signUp)! And if you think there’s a fit, be sure to try the 14-day free trial (no credit card required).

Here’s to providing exceptional services and building a fruitful business that will stand the test of time!