Free CRM for accountants & bookkeepersFree for two months (60-day trial) · no per-user fees
Guide · Staff
How to Onboard a New Accounting Client
A structured onboarding process sets the tone for the entire client relationship.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
Onboarding a new client involves a series of critical steps: completing AML checks, issuing an engagement letter, requesting professional clearance, and setting up the client in your internal systems. By following a standard checklist, you ensure a professional experience for the client and compliance for your firm from the very first day.
What are the essential onboarding steps?
Identification, engagement, clearance, and system setup.
Consistency at this stage is vital for risk management.
How do you improve the client experience?
Keep them informed at every stage and make data collection as simple as possible.
A welcome pack or video can be a great touch.
How do you make onboarding efficient?
Use a standardised workflow that everyone in the team follows.
Automation can handle many of the repetitive admin tasks.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
Send this from Remindoo
Save it once in Remindoo and send it from there. Store the wording as an email template, then use tokens so client names, company numbers and dates fill in automatically. Send it to one client or to a filtered group with bulk client emails. For requests that repeat, pair it with automated reminders and a recurring task so it goes out every period without anyone remembering. For engagement letters and proposals, use proposals and letters of engagement with e-signatures.
What are the common mistakes?
- Skipping AML checks
- Delayed engagement letters
- Poor communication during setup
- Failing to request professional clearance
“Automated reminders and task templates save countless hours each week.”
Frequently asked questions
How long should onboarding take?
Ideally between two and four weeks, depending on how quickly the client provides information and the previous accountant responds.
What if the old accountant is slow?
Follow up politely but firmly after 14 days. Most professional bodies have specific timeframes that accountants should adhere to.
Do I need a welcome meeting?
It’s highly recommended. It allows you to build rapport, confirm the scope, and ensure the client knows how to work with you.
Which documents are most important?
Signed engagement letter, AML identification, and professional clearance are the absolute priorities for compliance.
How do I handle complex groups?
Break the onboarding down by entity but keep a master checklist to ensure you don't miss any part of the overall structure.
Should I automate the data request?
Yes, providing a secure portal or simple form for their basic details can save significant manual data entry time.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Last updated 23 September 2026. General guidance, not regulatory advice.
Why a single client record matters
When client details, deadlines, documents and conversations are spread across inboxes and spreadsheets, time goes on searching instead of on client work.
One version of the truth
Everyone sees the same services, contacts, deadlines and notes for each client.
Accurate deadlines
Companies House sync brings in company details and filing dates, reducing manual errors.
Better client service
A full timeline means anyone can answer a client question with the history in front of them.
Secure document sharing
A client portal is safer than sending financial documents as email attachments.
Practical tips from UK practice
- Import companies from Companies House rather than typing details by hand.
- Record every service a client takes, so recurring work is created automatically.
- Add a short note after every important client call.
- Ask clients to upload documents through the portal rather than by email.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
