What to do
- Confirm the entity, work period and authorized contact before creating a document request.
- Use one row per document so the uploader can see who owns it and when it is due.
- Use the worksheet for scope and logistics. Collect private documents through a separate upload request.
- Accounting client onboarding checklist for firms
- Monthly bookkeeping documents to request from clients
- How to send a secure file upload link to a client
Complete the worksheet during the intake conversation
Save a separate copy for each legal entity. Record the person who can confirm scope and the person who can retrieve the files. If one client owns several entities, confirm which accounts and obligations belong to each.
Record details needed to coordinate the engagement. Collect identity evidence or other private documents through your approved channel. Leave banking credentials out of the worksheet.
New accounting client intake worksheet
Legal entity and trading name: [name] Entity type and country: [entity type and country] Primary contact and role: [name, role and work email] Person authorized to approve scope: [name and role] Person gathering files: [name and work email] Service agreed: [monthly bookkeeping, catch-up, year-end or other] First reporting period: [start date to end date] First review date: [date] Existing bookkeeping and payroll systems: [systems used] Bank, card and payment accounts in scope: [short account labels] Changes in the period: [opened or closed accounts, staffing, assets or other] Upload deadline and link expiry: [deadline and expiry] Document map - [document] | [period] | [who provides it] | [preferred format] | [due date] - [document] | [period] | [who provides it] | [preferred format] | [due date] Open questions and next step: [question, owner and date]
Turn each document row into an upload item
For example, Harbor Studio agrees on March bookkeeping. The studio manager can download the operating account statement and the payment processor report. The payroll provider will supply the March payroll summary. Put those three items in the request with the exact dates and expected file format.
In DocAsker, set up the request for that entity, add each item and copy the client link. Record who will follow up when another person holds a file. Send the link directly to the authorized recipient.
Confirm the scope before the first deadline
Send the client a short summary of the engagement, reporting period and next step. If they no longer use an account or cannot get a document, record that and agree on an alternative before the deadline.
Save the completed worksheet in the client file using your firm’s access rules. For a recurring engagement, retain the scope and update the document periods when preparing the next request.
