Bookkeeper Onboarding Checklist (30 Days to a Clean Close)
Hiring a bookkeeper is only step one. The real results come from proper onboarding. Without structure, even good bookkeepers struggle with missing logins, unclear categories, or incomplete data. This 30-day onboarding checklist helps owners and providers move from setup to a fully reconciled, accurate first close.
Week 1 – Access and Setup
Goal: Ensure your bookkeeper can log in, understand your structure, and collect all records.
- Share secure access to accounting software, banks, credit cards, and payroll platforms.
- Provide a copy of your chart of accounts.
- Send previous financials or tax filings for context.
- Confirm document-sharing tools (Dropbox, Google Drive, or client portal).
- Schedule a kickoff call to define deliverables and reporting cadence.
Week 2 – Review and Alignment
Goal: Validate existing data and clarify workflow.
- The bookkeeper reviews current transactions for accuracy.
- Identify duplicate or uncategorized items.
- Align expense categories with your CPA’s tax mapping.
- Document any missing months that require catch-up or cleanup.
- Agree on report formats and delivery frequency.
Week 3 – Reconciliation and Testing
Goal: Perform the first reconciliations and test reporting.
- Connect all bank feeds and credit cards.
- Reconcile balances up to the most recent statement date.
- Verify opening balances match prior records.
- Generate draft financial statements for review.
- Resolve any exceptions before the official close.
Week 4 – First Close and Review
Goal: Deliver a clean, verified monthly close.
- Finalize reconciliations and adjustments.
- Review Profit and Loss and Balance Sheet together.
- Confirm outstanding AR/AP items.
- Lock the period to prevent changes.
- Schedule the next month’s close date.
At the end of 30 days, your books should be current, categorized, and ready for tax or performance analysis.
Common Mistakes During Onboarding
- Sharing access through unsecured methods
- Delaying document delivery
- Skipping a mid-month progress review
- Not setting report expectations in writing
- Overloading the bookkeeper with unrelated admin tasks
Avoid these and your onboarding will move smoothly.
FAQs
How long does bookkeeper onboarding take?
Usually about 30 days, including setup, review, and first monthly close.
What information should I give my new bookkeeper?
Bank access, payroll details, chart of accounts, and prior financials.
Should I involve my CPA in onboarding?
Yes. Early CPA input ensures consistent tax coding and reporting.
When should the first monthly close happen?
Within the first 30 days after full access is granted.
