Start with a cut-off date and open work
Before moving, review the existing engagement: notice requirements, outstanding fees, included work and arrangements for returning records. Agree the last period handled by the outgoing accountant and the first period handled by the incoming team.
The cut-off should identify both accounting work and filings. “Up to September” is not precise enough if September’s books are complete but a related return is still outstanding. List each task, its status and the person responsible for finishing it.
You do not need to assume everything is complete. A list of missing items is useful. Label records as received, outstanding or needing reconciliation so the new team can assess catch-up work separately.
Records to request for the handover
- Accounting records: trial balance at the cut-off, general ledger, chart of accounts and available journal entries.
- Supporting schedules: receivables, payables, fixed assets, loans and other material balance-sheet items.
- Cash and banking: bank statements, reconciliations and unresolved differences.
- Source documents: sales and purchase invoices, receipts, contracts and credit notes for the agreed periods.
- Tax: VAT and withholding returns where applicable, certificates, filing receipts, payment evidence and outstanding correspondence.
- Year-end: previous financial statements, audit reports, corporate tax filings and the status of the current year.
- Payroll, if in scope: payroll summaries, relevant filings and employee records transferred through an agreed secure channel.
- Systems: software name, licence owner, export formats and a list of authorised users and roles.
Keep the transfer organised by period and document type. Record where originals are held and confirm that exported files can actually be opened and used.
Assign every filing to a named owner
Use a shared handover sheet with the company and both accounting teams. The table below is a suggested structure, not a fixed division of responsibility.
| Task | Record explicitly | Completion evidence |
|---|---|---|
| Last monthly period | Who closes the books, prepares returns, approves and pays. | Final trial balance, returns and payment receipts. |
| First new period | Start date, document cut-off and opening balances to use. | Accepted opening balances and agreed monthly schedule. |
| Year-end work | Who prepares the accounts and coordinates the audit and corporate return. | Written scope, deadlines and list of outstanding items. |
| Access transfer | Company owner, authorised users and the date old access ends. | Access tested; exports backed up; outdated permissions removed. |
The company should retain control of its records and accounts. Use named access and the appropriate authorisation process; do not pass passwords in a handover spreadsheet or through an enquiry form.
Check the handover before closing it
- Check completeness. Compare the requested list with the files actually received.
- Check continuity. Reconcile the closing trial balance with the incoming opening balances and supporting schedules.
- Check filings. Match the status list to submission and payment evidence, and flag unresolved periods.
- Check access. Confirm that the company and the new team have the permissions and exports they need.
- Agree unresolved work. Assign an owner, scope and target date to each remaining item.
The time needed depends on the records, software, current filings and backlog. Ask for onboarding and catch-up work to be separated from the recurring fee. Our guide to comparing accounting quotes explains how to assess those costs.
YPN can discuss bookkeeping support or a wider outsourced accounting scope once the current position is clear.
Common questions
Can we change accountant during the financial year?
A mid-year handover can be planned. First check your engagement terms and agree the cut-off, current filings and year-end responsibilities with the teams involved.
What if some records are missing?
List the gaps and available alternatives. The incoming team needs to assess reconstruction or reconciliation work before confirming the scope, fee and timetable.
Should the new accountant automatically handle the previous year?
No. State separately who is responsible for earlier periods, annual accounts, audit coordination and tax returns. The handover date alone does not settle that scope.
Planning a change of accountant?
Tell us your intended handover date, the last completed period and any outstanding work.