Switching to an Outsourced Accountant Isn't a Leap. Here's What the First 30 Days Should Look Like.
Week 1: Scope, Access and Handover
Agree the scope in writing. What is included, what is not, who does what and by when.
Set up authorisations. Your new provider needs to be appointed as your tax agent and given access to the relevant ATO services. This is usually done through your business's ATO access, and it is also how deadlines and lodgment history become visible to them.
Request the handover. Your provider can ask your previous accountant for prior returns, working papers and key records, so you do not have to chase them yourself.
Collect the essentials. Prior tax returns, BAS history, payroll records, loan and finance statements, bank access, and your current accounting file.
Week 2: Health Check
Before changing anything, your provider reviews what is there:
- Are the bank accounts reconciled, and where are the gaps?
- Are lodgments up to date, including BAS, STP and any other reporting?
- Are there ATO debts, overdue super or other issues?
- Is the GST coding correct?
- What needs cleaning up, and how long will it take?
You should come out of this week with a clear list of what is in good shape, what needs fixing and what it will cost to fix.
Week 3: Systems and Calendar
- Bank feeds and rules set up properly
- Receipt capture and an approval path for bills
- Payroll linked to the accounting system
- A compliance calendar covering BAS, super, payroll tax, tax returns and any other due dates
- Access and security reviewed, with multi-factor authentication on
Week 4: First Month-End and Review
The first reconciled month-end goes through your provider's process, and you receive your first set of reports. A review meeting then covers:
- What the numbers show
- Questions or queries raised during the close
- Priorities for the next quarter
- The reporting rhythm and key measures you want to track
What You Do During Onboarding
- Provide access and documents promptly
- Answer queries, particularly about unclear transactions
- Tell your provider about anything unusual, such as disputes, loans between you and the business, or planned purchases
Warning Signs of a Poor Onboarding
- No written scope
- No health check before work begins
- No named contact
- Nobody asks about deadlines coming up
- Your data stays in the provider's system, with no access for you
Cost Notes
Clean-up work on messy records is often separate from ongoing fees. Ask for a clear quote on both.
RBizz provides outsourced accounting, bookkeeping, payroll and CFO support. Book a free discovery call and we will walk you through what a switch would involve for your business.
