Switching Bookkeepers: How to Exit Cleanly and Start Fresh
If your current bookkeeper is slow, unresponsive, or producing inconsistent reports, it might be time to switch. Changing providers can feel risky, but with the right plan you can move smoothly while keeping your data secure and your books accurate. This step-by-step guide outlines how to exit your old bookkeeping arrangement, transfer files safely, and start strong with your new provider.
Step 1 – Review Your Current Agreement
Start by reading your existing contract. Note notice periods, data ownership clauses, and termination terms. Make sure you have rights to download or copy all accounting files before giving notice.
Step 2 – Export All Data and Documents
Before ending service, export:
- Chart of accounts and account lists
- Trial balance and general ledger
- Reconciled statements for the past 12 months
- Payroll summaries and tax filings
- Login credentials for accounting, bank, and payroll systems
Store everything securely before your old provider loses access.
Step 3 – Lock Prior Periods
Ask your outgoing bookkeeper or CPA to lock all completed months so historical data cannot be changed. This ensures a clean starting point for your new provider.
Step 4 – Choose a Transition Date
Pick a specific cutoff date, such as the last day of a month. Your new bookkeeper will start fresh from that point. Avoid mid-month transitions if possible to prevent reconciliation gaps.
Step 5 – Share Access and Expectations with the New Provider
Provide your new bookkeeper with:
- All exported files and reports
- Access credentials through a secure channel
- Notes about recurring transactions, payroll cycles, or sales tax filings
Define your first close target and reporting expectations early to stay aligned.
Step 6 – Monitor the First 60 Days
The first two months should include review calls and reconciliations to confirm accuracy. Request summary updates showing balances, adjustments, and any discrepancies from the prior provider.
Common Mistakes When Switching
- Canceling old access before exporting reports
- Skipping the lock on prior periods
- Failing to align chart-of-accounts mapping
- Overlapping two bookkeepers without clarity on responsibilities
Avoid these, and your transition will stay smooth and compliant.
Benefits of a Clean Switch
- Immediate visibility into accurate numbers
- Better responsiveness and transparency
- Reduced cleanup cost during tax season
- Renewed confidence in your financial data
Switching bookkeepers is not disruptive when done with structure, it is often the fastest route to financial clarity.
Bookkeeper Onboarding Checklist
FAQs
How do I switch bookkeepers safely?
Export all data, lock prior periods, and set a clear transition date before ending the old service.
Can I switch bookkeepers mid-year?
Yes, but choose an end-of-month cutoff for easier reconciliation and cleaner reporting.
Who owns my bookkeeping data?
You do. Ensure your contract confirms ownership of files and credentials.
How long does a switch usually take?
One to two weeks for data transfer and setup, depending on account complexity.
