Bookkeeping client onboarding checklist: 30 items to collect from a new client

A bookkeeping client onboarding checklist should cover five things: signed paperwork, access to their accounts and software, opening history (prior returns and balances), the recurring documents you need each month, and a few week-one decisions such as accounting basis. The list below has about 30 items. The first month with a new bookkeeping client sets the pattern for the whole relationship. If you start without access, history or agreed deadlines, you spend the next six months catching up. This checklist covers what to collect and agree up front. Adapt it to your services, your software and the rules that apply to your practice.

Paperwork and expectations

Signed engagement letter covering scope, fees, deadlines and what happens when documents arrive late
Client's legal name, entity type, tax ID handling and fiscal year end, shared through a secure channel and not by plain email
Named primary contact and a backup contact who can answer questions when the owner is away
Agreed monthly deadline: the date by which the client sends documents and the date by which you deliver reports

Access to the books and accounts

Accounting software access (QuickBooks Online, Xero or similar) with a user for you, created by the client; don't ask for their personal login
Read-only bank and credit card feeds, or monthly statements if feeds aren't possible
Payroll provider access, if payroll is in scope
Sales channels and payment processors such as Stripe, Square, PayPal or Shopify, so you can reconcile deposits to sales

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Opening history

Prior-year tax return and year-end financial statements
Current-year financial statements to date and the trial balance, if the client had previous books
Opening balance details: loans, assets, owner contributions and draws
Last bank reconciliation, and a list of outstanding checks or deposits in transit
Prior bookkeeper's name and contact, with the client's written permission to speak to them

Recurring documents to set up now

Bank and credit card statements for every account, including dormant ones you should confirm are closed
Loan statements and any lease agreements
Sales tax filings and payment confirmations, where applicable
Receipts or an expense workflow: who captures them, where they go, and by when
Payroll reports and tax filings if the client runs payroll

Decisions to settle in week one

Chart of accounts: keep, clean up or rebuild
Cash or accrual basis, and whether that matches what the tax preparer expects
How the client wants to receive reports and who else (accountant, lender, partner) gets a copy
How personal and business spending will be kept separate going forward

Set the document routine on day one

Send the first document request during onboarding, not after it. Use one link, one checklist with exact items and a firm date, and explain that reminders will arrive automatically if something is missing. A client who sees the routine in week one treats it as normal in month two. Without it, you will be explaining it again while chasing the first batch.

Review after the first close

Which documents arrived late, and why?
Which questions did you ask more than once? Add them to the checklist for next month
Did the opening balances tie out to the prior return? Resolve differences now, not at year end
Tell the client briefly what worked and what you need from them next time

Looking for the full close process? See the month-end close checklist with a free Excel template.

Reconciling accounts? Use the free bank reconciliation template (Excel, calculates the difference for you).

Need the full letter? Use the free engagement letter generator to build one with a document deadline and late-document clause.

Issuing 1099s? Use the free 1099 deadline calculator for due dates with a calendar download.

Want a checklist your client can tick off? Build one with the free client checklist builder: share a link or embed it on your own site.

Need the wording now? The free document request email generator writes the request, reminder and last-call emails for you.

Frequently asked questions

What should a bookkeeper collect from a new client?

Signed paperwork (engagement letter and entity details), access to accounting software and bank feeds, opening history such as the prior-year return and last reconciliation, the recurring documents you need each month, and a few week-one decisions such as cash or accrual basis.

Should I ask a new client for their bank login?

No. Ask the client to create a user for you in the accounting software and set up read-only feeds, or send monthly statements if feeds are not possible. Do not ask for personal logins.

When should I send the first document request?

During onboarding, not after it. One link, one checklist with exact items and a firm date, plus a note that reminders arrive automatically if something is missing, so the routine feels normal from month one.

What should I review after the first close?

Which documents arrived late and why, which questions you asked more than once (add them to the checklist), and whether the opening balances tie out to the prior return.

Skip the copy-paste

Turn this into a request in two minutes. DocNag sends your client one private upload link, tracks what's missing and sends the reminders for you.

Use the "Month-end close" checklist in DocNag

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Comparing tools? See the Financial Cents alternative and Content Snare alternative comparisons, or all comparisons.