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Clients & onboarding
Taking Over Clients From Another Accountant
A structured process for winning and onboarding clients moving from another firm.
Built by a practising Chartered Accountant · Unlimited users · Free for 60 days
Client onboarding automation
Standardise requests, checks and first services.
- Premier Books Consultancy
- Cranleys Chartered Accountants
- CJM Accountants
- Towpath Accounting Solutions
- Auditax International
- RS
Quick answer
Taking over a client from another accountant involves professional clearance, transferring records, re-registering the client with HMRC and Companies House under your firm, completing your own AML checks, and setting up statutory deadlines correctly from day one — all before or alongside starting any new work.
What is the client takeover process and why does it matter for UK practices?
It's the structured sequence of professional, regulatory and administrative steps required when a client moves from another accountant to your firm.
Client takeovers are one of the more error-prone parts of practice management because they combine standard onboarding with additional steps: contacting the previous accountant, obtaining clearance and records, and re-establishing HMRC and Companies House authorisations under the new firm.
Getting this wrong risks starting work with incomplete information, missing a deadline the previous firm was tracking, or breaching professional courtesy expectations around clearance.
Why does taking over clients go wrong?
Clearance requested too late
If the clearance letter isn't sent promptly, the client relationship starts without knowing whether there are any professional reasons not to act.
Previous firm slow to respond
Waiting for records and replies from the outgoing accountant can stall the whole process for weeks.
Deadlines inherited without verification
Assuming the previous firm's stated deadlines and filing history are correct without checking directly against Companies House or HMRC.
AML treated as a formality
Because the client is 'known' to have an accountant already, risk assessment sometimes gets rushed rather than completed properly for the new relationship.
Records arrive incomplete
Prior year working papers and opening balances often arrive partial or in an unfamiliar format, delaying the first job.
What does a poor client takeover process cost a firm?
Delays to the first job, risk of duplicated or missed deadlines, and a weaker first impression with a client who is already evaluating whether they made the right choice.
A new client who has just left another firm is watching closely to see whether the switch was worthwhile. A slow or disorganised takeover — chasing them for the same information the previous firm already had — undermines confidence exactly when the firm most wants to build it.
| Step | Risk if skipped or rushed |
|---|---|
| Professional clearance | Missing a reason the engagement shouldn't proceed |
| Verifying deadlines directly with HMRC/Companies House | Relying on outdated or incorrect information from the previous firm |
| Full AML risk assessment | Weak evidence if a monitoring visit occurs |
| Confirming records received are complete | First job delayed once gaps are discovered |
How do you take over a client from another accountant? Step by step
- 1
Obtain the client's written authority
Get clear written consent from the client to approach their previous accountant before making contact.
- 2
Send the professional clearance letter
Write to the outgoing accountant requesting clearance and any reason the engagement should not proceed.
- 3
Complete your own AML risk assessment
Treat this as a new client relationship requiring full risk assessment, not a formality because they already have an accountant.
- 4
Request records and working papers
Ask specifically for prior-year accounts, tax returns, working papers and any outstanding correspondence with HMRC or Companies House.
- 5
Re-register for HMRC agent authorisation
Set up your firm's authorisation for the relevant taxes so you can act on the client's behalf.
- 6
Verify deadlines directly
Check accounts, confirmation statement and tax deadlines directly against Companies House and HMRC records rather than relying solely on the previous firm's summary.
- 7
Issue your engagement letter
Confirm the scope of your own services in writing before starting any new work.
- 8
Diarise everything immediately
Set up recurring tasks for every ongoing deadline as soon as it's confirmed, so nothing is missed in the transition.
How does Remindoo help when taking over clients from another firm?
Client onboarding automation applies a dedicated takeover checklist — clearance, AML, records request, HMRC authorisation, engagement letter — as linked tasks with clear owners and deadlines, so nothing depends on memory during a transition. Companies House sync pulls verified company details and filing history directly into the client record, giving you an independent check against whatever the previous firm has told you. Detailed task creation lets you diarise every statutory deadline the moment it's confirmed, rather than waiting until records fully settle. Centralised client information keeps everything from the takeover — clearance correspondence, AML notes, transferred documents — on one record from the outset, and the client timeline documents the whole transition for future reference.
Client onboarding automation
Standardise requests, checks and first services.
See featureCompanies House sync
Import company details and filing deadlines.
See featureDetailed task creation
Set priority, assignee and deadline on every job.
See featureCentralised client information
Services, documents and notes in one record.
See featureClient timeline
Full history of notes, emails and actions.
See featureSpreadsheets vs Remindoo: what changes?
| Area | Spreadsheets & email | With Remindoo |
|---|---|---|
| Takeover checklist | Ad hoc, relies on experience | Standard template with owners and deadlines |
| Verifying deadlines | Trusting the previous firm's summary | Checked independently against Companies House |
| AML for transferred clients | Sometimes rushed | Full risk assessment recorded as standard |
| Transition documentation | Scattered across emails | One client record and timeline |
| First job after takeover | Delayed by information gaps | Started with verified, complete information |
See it with your own clients
A 30-minute walkthrough using your services and deadlines.
“Automation saves time and no follow-up is missed.”
Frequently asked questions
Do I need professional clearance before taking on a new client?
ICAEW, ACCA and AAT ethical guidance expects members to seek clearance from the outgoing accountant with the client's authority before accepting a new engagement.
What if the previous accountant doesn't respond to clearance?
There's no fixed statutory deadline, but professional bodies expect a reasonable time to be allowed before proceeding; document your attempts and follow your professional body's specific guidance.
Should I trust the deadlines given by the outgoing accountant?
Verify independently against Companies House and HMRC records rather than relying solely on the previous firm's summary, since errors or changes may not have been communicated.
Do I still need to do a full AML check on a client who already has an accountant?
Yes — AML obligations apply to your own firm's new client relationship regardless of the client's history with a previous accountant.
How does Remindoo help verify a takeover client's company details?
Companies House sync pulls verified company information and filing history into the client record, giving an independent check against what the client or previous accountant has provided.
Is there a free trial to set up takeover onboarding templates?
Yes, Remindoo is free to trial for 60 days, giving you time to build and test a dedicated takeover checklist before relying on it for real transitions.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Comparing options? Read our guide to crm for accountants.
Last updated: . General guidance, not regulatory advice. Check with your professional body.
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.”
