A quick and easy guide that will help you make a smooth transition to an outsourced accounting team.

1. Guide
How to Make the
switc
to
Outsourced
Accounting

2. How lon wil i tak?
Plan on 2 - 4 weeks
if your books are up-to-date.
It could take longer if
youʼre behind on your books.

3. 10
Things youʼll need
to get
starte

4. 1. Make a LIST of things that you love/hate
about your accounting.
If you have a sense of whatʼs frustrating you about your current accounting system,
you can point that out to your new accountants before they get started.
Thereʼs nothing worse than realizing that the original problem with your old
accounting model is still present six months into your new process.

5. 2. Identify your accounting goals.
What do you hope to gain from their expertise? Are you looking for a better
reporting system? A better way to track cash or profits?
If you focus on your most valuable goals first, you can manage the
expectations gap.

6. 3. Backup your accounting software before you start.
Itʼs a good idea to backup your software even if youʼre not switching accounting
services yet.
If you make a switch, and then decide later that itʼs not a good fit, then you can
return to your backup and restore your information.

7. 4. Create access to the accounting software.
Your new outsourced accounting team is going to need access to your software.
We usually get a copy of our clientʼs QuickBooks files and host them on our
secure server for access via the Internet.
Or your new outsourced accountant could have you create a VPN, or use a service
like logmein.com.

8. 5. Opt for “view only” access at first.
Ask your banker and credit card companies for login credentials that are “view only.”
This keeps you protected as you learn how to work together.
If it doesnʼt work out, you can simply shut off the access point.

9. 6. Review your aging reports.
There are usually invoices or bills in the system that havenʼt been applied correctly
over the years.
Print out these aging tables and write notes on which accounts need to be
removed or adjusted.

10. 7. Complete the paperwork.
Your new accountants will likely have a proposal for you to sign along with some
additional paperwork to fill out.
Donʼt put this off until later. If you do, youʼll end up tying your accountantʼs hands.

11. 8. Get a copy of your last tax return and sales tax return.
This will help your accountants tie your records to the last filings you sent to
the IRS and local tax agencies.

12. 9. Think software.
Set your new accountant up on all necessary software systems like time tracker,
billing modules, etc.

13. 10. Make a list of memorized bills.
Take the time to think through all of the expenses that need to be paid for each month.
Make sure your new accountant knows who the vendors are, when payments are
due and how much should be paid.

14. How to Keep the
Business Running
During Setup

15. Hire the outsourced accounting team during a down time.
Make a plan before you start: create a road map with them with specific outcomes
attached to actual dates.
Identify a champion on your team that will work directly with the outsourced
accounting team.
Get your accounting team up to speed on the essentials quickly: start them on
reconciling cash and invoicing customers first.