Quick answer
A client onboarding checklist for accountants should cover identity and AML checks, a client risk assessment, a signed engagement letter, professional clearance, HMRC agent authorisation, collection of prior-year records and set-up of every recurring service and deadline. Completing these in order protects the firm and gets work started quickly.
Written by Waqas Sagar ACA FCCA, Founder of Accotax and Remindoo · Last updated · 6 min read · Part of Client onboarding and management guides
Why onboarding causes problems later
A client onboarding checklist for accountants exists because the gaps left at the start show up months later: missing ID at an AML review, an unsigned letter in a fee dispute or a VAT return nobody set up.
Onboarding is also the client's first real experience of the firm. A clear, quick process builds confidence; repeated requests for the same document do the opposite.
The common approach and its weaknesses
Many firms onboard by email: a welcome message, a list of attachments to send back and a PDF letter to sign and scan. It works, but documents scatter across inboxes and nobody can see what is outstanding.
Without one record, the person who onboarded the client becomes the only one who knows the status.
Step-by-step onboarding process
First, complete AML: verify identity for the client and beneficial owners and record a risk assessment. Second, issue the engagement letter and get it signed before work starts.
Third, request professional clearance from the previous accountant and set up HMRC agent authorisation. Fourth, collect prior-year accounts, returns and bookkeeping access.
Finally, set up the recurring services, deadlines and owners so the first job is already planned when onboarding closes.
| Step | Owner | Done when |
|---|---|---|
| ID and AML check | Onboarding lead | Result saved to client |
| Risk assessment | Manager | Risk level recorded |
| Engagement letter | Partner | Signed copy stored |
| Professional clearance | Onboarding lead | Reply received |
| Agent authorisation | Team member | Access confirmed |
| Recurring services set up | Manager | Tasks and deadlines created |
Keeping client information in one place
Record everything on one client card: contacts, services, related clients, documents and notes. A timeline showing each step completed makes it easy for anyone to pick up the client.
How Remindoo solves this
Remindoo's client onboarding and client journey guide each new client through your steps. Documents come in through the document portal, engagement documents are e-signed, and every action appears on the client card and timeline.
- Client Onboarding
- Client Journey
- Client Card
- Client Timeline
- Document Portal
- E-sign Documents
Frequently asked questions
What documents do accountants need from a new client?
Typically photo ID and proof of address for individuals and beneficial owners, company details, prior-year accounts and returns, and access to bookkeeping records. The exact list depends on the services and the client's risk level.
Should the engagement letter be signed before work starts?
Yes. Professional bodies expect terms to be agreed in writing before work begins. It protects both sides by setting out the scope, responsibilities and fees from the start.
What is professional clearance?
Professional clearance is a request to the client's previous accountant asking whether there is any professional reason not to accept the appointment, and for handover information.
How can onboarding be made faster?
Use a standard checklist, collect documents through a secure portal and send engagement letters for electronic signature. Most delay comes from waiting on the client, so clear requests help most.
