Accounting client onboarding checklist
This accounting client onboarding checklist covers the documents a firm needs from a new client: a signed engagement letter, owner ID and proof of address, registration documents, prior tax returns and financial statements, recent bank, card and payroll records. DocAsker sends the whole list as one secure link and checks each upload for quality, document type, dates, signatures and missing pages.
Documents to request from a new accounting client
Accounting and bookkeeping firms use this checklist when they take on a new business client, before the first month-end close or tax deadline.
- 01
Signed engagement letter
The engagement letter sets out the scope of work, fees and responsibilities before you start. Ask the client to sign and return every page of the letter you sent.
Format: Signed PDF or a photo of each signed page
DocAsker checks: DocAsker checks that the signature fields are filled in and that every page of the letter is included.
- 02
Photo ID for each owner or director
You need to confirm who you are working for as part of your client due diligence. Ask for a passport, national ID card or driver's license that is currently valid.
Format: Photo or PDF
DocAsker checks: DocAsker checks that the photo is sharp, free of glare and not cropped, and that the ID has not expired.
- 03
Proof of address for each owner or director
A recent proof of address completes the identity check for each person behind the business. Ask for a utility bill, bank statement or government letter dated within the last 3 months.
Format: PDF or photo
DocAsker checks: DocAsker checks that the file is an accepted proof of address and that its issue date falls within the last 3 months.
- 04
Business registration documents
Registration documents confirm the legal name, entity type, registration number and officers of the business. Ask for the certificate of incorporation or registration and, for companies, the articles or operating agreement.
Format: PDF
DocAsker checks: DocAsker checks that the file is the registration document you asked for and that multi-page documents arrive with every page.
- 05
Signed tax authorization form
Most tax authorities need a signed form before they will deal with you on the client's behalf. Send the form your tax authority uses and ask the client to sign and return it.
Format: Signed PDF
DocAsker checks: DocAsker checks that the signature fields on the form are filled in.
- 06
Business tax returns for the last 2 years
Prior returns show carried-forward losses, depreciation and elections you need to continue correctly. Ask for the returns exactly as filed, including all schedules.
Format: PDF
DocAsker checks: DocAsker checks that the returns cover the 2 tax years you requested and that every page and schedule is included.
- 07
Financial statements for the last financial year
The last year-end balance sheet and profit and loss give you opening balances for your work. Ask for the final signed or issued version, not a draft.
Format: PDF or Excel
DocAsker checks: DocAsker checks that the statements cover the financial year you requested and that no pages are missing.
- 08
Bank statements for the last 3 months
Recent statements let you reconcile opening balances and see how the business runs day to day. Ask for statements for every business account, downloaded from online banking.
Format: PDF from online banking
DocAsker checks: DocAsker checks that each statement covers the requested months and that multi-page statements arrive with every page.
- 09
Credit card statements for the last 3 months
Business card spending is often missing from the books until someone asks for it. Ask for statements for every card used for the business, including cards held by owners.
Format: PDF from online banking
DocAsker checks: DocAsker checks that each statement covers the requested months and is a card statement, not a receipt or screenshot.
- 10
Year-to-date payroll summary
A payroll summary shows employees, gross pay, deductions and what has been filed so far this year. Ask for the year-to-date report from the payroll system and the most recent payroll filing.
Format: PDF or Excel export
DocAsker checks: DocAsker checks that the report is a payroll summary and that its period runs to a recent date.
This checklist is a starting point. Requirements vary by country, authority and case, so confirm the current list before you send it.
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- Signed PDF or a photo of each signed page
- Photo or PDF
- PDF or photo
- PDF
- Signed PDF
- PDF
- PDF or Excel
- PDF from online banking
- PDF from online banking
- PDF or Excel export
Subject: Required documents for Accounting client onboarding checklist — [Your Firm Name] Hi [Client Name], To complete your onboarding without back-and-forth emails, please prepare and upload the following 10 documents: 1. Signed engagement letter (Signed PDF or a photo of each signed page) • Check: DocAsker checks that the signature fields are filled in and that every page of the letter is included. 2. Photo ID for each owner or director (Photo or PDF) • Check: DocAsker checks that the photo is sharp, free of glare and not cropped, and that the ID has not expired. 3. Proof of address for each owner or director (PDF or photo) • Check: DocAsker checks that the file is an accepted proof of address and that its issue date falls within the last 3 months. 4. Business registration documents (PDF) • Check: DocAsker checks that the file is the registration document you asked for and that multi-page documents arrive with every page. 5. Signed tax authorization form (Signed PDF) • Check: DocAsker checks that the signature fields on the form are filled in. 6. Business tax returns for the last 2 years (PDF) • Check: DocAsker checks that the returns cover the 2 tax years you requested and that every page and schedule is included. 7. Financial statements for the last financial year (PDF or Excel) • Check: DocAsker checks that the statements cover the financial year you requested and that no pages are missing. 8. Bank statements for the last 3 months (PDF from online banking) • Check: DocAsker checks that each statement covers the requested months and that multi-page statements arrive with every page. 9. Credit card statements for the last 3 months (PDF from online banking) • Check: DocAsker checks that each statement covers the requested months and is a card statement, not a receipt or screenshot. 10. Year-to-date payroll summary (PDF or Excel export) • Check: DocAsker checks that the report is a payroll summary and that its period runs to a recent date. Upload portal & interactive checklist: https://docasker.com/en/templates/accounting-client-onboarding-checklist Best regards, [Your Firm Name]
Tips for collecting onboarding documents from accounting clients
Ask for statements from online banking
Downloaded PDF statements are complete, readable and show the full period. Screenshots from a banking app often cut off dates and balances. Say this in the item instruction so the client gets it right the first time.
Use one request per entity
If a client owns several companies, send a separate link for each one. Files stay with the right entity and are renamed and filed under its name. Reminders then list only what is missing for that company.
Put the engagement letter first
Clients tend to work down a list from the top. Placing the engagement letter and tax authorization form first means you can start work and talk to the tax authority while the rest arrives.
Send the request early
Send the onboarding link as soon as the client accepts your proposal, not a week before the first deadline. Set reminders a few days apart so the client has time to find older returns and statements.
Email template to request onboarding documents
Documents we need to set up your account with [Firm name]
Hi [Client name], Thank you for choosing [Firm name]. To get started, we need a few documents from you, including your signed engagement letter, ID for each owner, your last 2 years of tax returns and 3 months of bank statements. You can upload everything through this secure link: [link] You do not need an account or password. The link works on your phone or computer, and you can take photos or upload files. If something is unclear or blurry, you will see why straight away and can upload a new file. You can stop and come back to the same link at any time. Please send everything by [date] so we can start on time. Thank you, [Your name] [Firm name]
Frequently asked questions
What documents do I need to onboard a new bookkeeping client?
Start with a signed engagement letter, photo ID and proof of address for each owner, and the business registration documents. Then ask for prior tax returns, the last financial statements, and recent bank, credit card and payroll records. This checklist covers all of them and you can edit it to fit your services.
How many months of bank statements should an accountant ask for?
Three months is a common starting point for a new client. If you are doing catch-up bookkeeping or a year-end, ask for every month in the period you are working on. In DocAsker you set the required period on the item and each upload is checked against it.
Should I ask a new client for prior-year tax returns?
Yes. Prior returns show carried-forward losses, depreciation schedules and elections that affect the next return. Two years is a practical minimum, and you should ask for the returns exactly as filed with all schedules.
Do clients need an account to upload their documents?
No. DocAsker sends one secure link that opens on any phone or computer without an account, password or app. Clients can take photos or upload files and come back to the same link later to finish.
Can I change this checklist for my firm?
Yes. Start from this ready-made checklist, then add, remove or rename items. Each item can carry its own instruction, an example and the checks that apply, such as a required date range or a signature.
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Send this checklist with DocAsker
DocAsker sends this checklist as one link, checks every upload on arrival and reminds your client until it is complete.