A client onboarding checklist for accountants on firm-branded software

The groundwork happens before any invitation goes out. Confirm the engagement terms are signed and that the scope of work is clear, including what the client will do themselves in the app. Firms should check their professional and data-protection obligations when collecting client information at this stage.

Gather the documents and details you need to set up the file correctly. Collecting everything upfront avoids a slow trickle of requests that frustrates clients during their first weeks with you. Send the list as a single request with a reply-by date, and note what has arrived so staff do not ask twice. A typical pre-setup list includes:

• Signed engagement letter and scope schedule
• Legal entity details and financial year end
• Prior-period trial balance or closing figures
• List of bank and card accounts in use
• Open customer invoices and unpaid supplier bills
• Names of people at the client who need access

Create the client in your firm-branded app and set the chart of accounts to suit the business. Enter opening balances and reconcile them against the prior-period figures. Connect bank feeds and confirm each one starts from the correct date so no transactions are duplicated or missed.

Before inviting the client, run a quick report to confirm that the balance sheet agrees with what you expect. In HelloBooks, AI categorisation starts suggesting categories as transactions arrive, so review the first batch closely to make sure rules and patterns start off correctly.

Send the invitation with a short note explaining what the client will see and what they should do first. Schedule a brief walkthrough call, even for confident clients, to confirm they can sign in and find the features they need.

After the first month closes, hold a short review. Check that transactions flowed correctly, that the client understood their role, and that nothing is waiting on them. This early review catches misunderstandings while they are still small and sets the rhythm for the months that follow.

One flat license covers your brand, unlimited staff and the firm console. Your clients stay on published HelloBooks plans, and your firm gets 20% off each one. Founding firms go live first on a firm subdomain; your own domain and email from your domain follow at full launch.