Moving clients to new accounting software that carries your brand

Not every client is equally easy to move. Sort your list by complexity: number of bank accounts, transaction volume, whether they invoice through the software, and how current their books are. Simple, up-to-date clients make an ideal first wave. Complex or behind-schedule clients should wait until your team has the process rehearsed.

Also sort by relationship. Clients who trust you and respond quickly will give useful feedback. Clients who are anxious about change need more hand-holding and should move once your instructions are polished. A spreadsheet with both dimensions will tell you who goes first.

Decide what history each client needs in the firm-branded app. Some firms bring over opening balances and the current year only, keeping older records archived. Others migrate several years. The right choice depends on how often clients and staff look back, and on your record-keeping obligations, which firms should confirm for their own jurisdiction.

After each migration, reconcile opening balances against the old system before the client starts working. A short checklist helps staff confirm that bank balances, receivables and payables match. Catching a difference on day one takes minutes; finding it at year-end can take days.

• Export trial balance and aged receivables from the old system
• Import or enter opening balances in the firm app
• Connect bank feeds and confirm starting dates
• Compare totals and document any differences

The first fortnight after a move is when questions peak. Schedule a short check-in call with each client, and make sure your team knows who owns which clients. In HelloBooks, the firm console shows client close status and items waiting, which helps staff spot clients who have stalled after moving.

Keep the old system available in read-only form for a defined period if your arrangement allows it. Clients feel safer knowing they can look up an old invoice. Set a clear end date for that access so the transition actually finishes.

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.