1. Agree on the handoff period
Create a short cover note with these details:
- Business name, entity, and the accounting file or workspace being transferred.
- Start date, cutoff date, and the last period the prior provider completed.
- Report basis shown in the software: cash or accrual. Record the setting; do not change it just for this handoff.
- Who records transactions, runs payroll, and handles filings during the transition.
- Upcoming payment or filing tasks, their current owner, and any deadlines already confirmed.
Keep separate entities in separate folders. Avoid mixing a full-year report with a partial-year report without labeling the difference.
2. Gather reports and supporting records
Use this as a starting list, then confirm what fits your business:
- Accounting reports: profit and loss for the agreed period, balance sheet at the cutoff, general ledger, and trial balance.
- Account list: chart of accounts plus business bank, credit-card, loan, and payment-processor accounts, including closed accounts used during the period.
- Statements: complete bank and credit-card statements, loan statements, and processor summaries for the requested months.
- Supporting files: invoices, receipts, bills, deposit details, and records of major purchases or sales.
- Where relevant: payroll summaries, unpaid customer invoices, unpaid supplier bills, and inventory records.
- Prior work: available year-end adjustments and prior financial reports. Ask which tax documents are needed before sending them.
The IRS recordkeeping guidance explains why supporting documents matter alongside your books. A report total alone does not explain every underlying transaction.
3. Label exports so dates and versions are clear
For each report, record the date range, report basis, and export date. Use a filename such as ExampleCo_PnL_2026-01-01_to_2026-08-31_cash_export-2026-09-01.xlsx.
Open each file before sharing it. Check that all pages or spreadsheet tabs are present and the business name is correct.
QuickBooks Online supports exporting selected reports and lists to Excel. Intuit documents separate steps for attachments and other data. Follow Intuit’s export instructions for your current interface.
Keep an unchanged copy of what you sent. If a report changes, label the replacement and explain why.
4. State what is reconciled and what is unresolved
For each bank or credit-card account, note the last reconciled statement period. Include the reconciliation report if available. A connected bank feed alone does not describe the review status of the books.
List missing statements, unexplained balances, possible duplicate entries, and transactions awaiting a receipt or business-purpose explanation. Mark each item as open, assigned, or resolved.
Do not force a balance or guess at a classification to make the packet look finished. If periods are behind, discuss catch-up bookkeeping separately from the ongoing service.
5. Arrange access and share files safely
Confirm the recipient’s name and email address through a known contact channel. Use named software access rather than shared passwords. Intuit explains how to invite users and review their permissions; available roles depend on the product and subscription.
- Confirm who controls the subscription and administrator account.
- Review the requested role before granting access.
- Agree on when the outgoing provider’s work ends and access should be reviewed.
The IRS Security Summit guidance advises using individual accounts and never sharing usernames or passwords. Do not send passwords, sign-in codes, or sensitive records through a public contact form.
ProAxis clients can use the client portal for document sharing. Prospective clients can contact ProAxis to arrange the next step.
6. Keep a simple handoff log
Copy this format into your own notes or spreadsheet. These rows are examples, not records from a client.
| Record | Period | Responsible person | Status | Next step |
|---|---|---|---|---|
| Checking statements | Jan–Aug 2026 | Owner | August missing | Request August statement |
| Reconciliation reports | Through Jul 31, 2026 | Current bookkeeper | Received | Confirm unreconciled items |
| Profit-and-loss report | Jan 1–Aug 31, 2026 | Owner | Draft | Confirm report basis |
| Loan statement | As of Aug 31, 2026 | Owner | Requested | Upload when received |
At the handoff call, confirm receipt, missing items, and responsibility for the next reporting period. Keep unresolved items on the log until someone confirms the outcome.
Bookkeeping handoff questions
What should I give a new bookkeeper or CPA?
Start with the agreed reporting period, accounting reports, account statements, reconciliation status, and a list of unresolved items. Add payroll, loan, sales, or inventory records where they apply. Confirm the scope before sending sensitive documents.
Do my books have to be finished before I switch?
An initial assessment can start with incomplete books. State the last reconciled period and mark missing records clearly. Ask the new provider to separate cleanup work from ongoing bookkeeping in the proposed scope. Do not call the books complete if issues remain.
Is a QuickBooks export the whole handoff?
Reports are one part of the handoff. Intuit documents separate export steps for attachments and other data. Confirm which records the new provider needs, whether they also need software access, and which files remain outstanding.
Should I email my password to the new accountant?
Do not share passwords or sign-in codes. Use named user or accountant access where your software supports it. Confirm the recipient and permissions first. Share documents through an agreed secure channel, and review access when the handoff is complete.
Choose the right next step
For ongoing support, see ProAxis bookkeeping services. For tax-season planning, use the separate tri-state small business tax checklist.
General information: This checklist is an organization aid, not tax, legal, or accounting advice. It does not create a CPA-client relationship. Confirm the scope and required records with your provider. See the website disclaimer.