✅ The Bookkeeper Onboarding Checklist I Use to Start Every Client Off Strong

One of the fastest ways to lose momentum with a new client?

A sloppy or confusing onboarding process.

Whether you’re just starting out or tightening up your systems, having a clear onboarding flow is a game-changer. It saves time, sets expectations, and immediately shows your client: “You’re in good hands.”

Here’s the onboarding checklist I personally use (and teach in the Black Belt Bookkeepers Mentorship) to make sure every engagement starts off on solid ground.

🥋 Phase 1: Pre-Onboarding (Before the Contract Is Signed)

Before you even send your proposal, make sure you’ve:

• ✅ Clarified their needs (niche, systems, pain points)

• ✅ Qualified the lead (budget, expectations, values)

• ✅ Discussed your packages — not hourly

• ✅ Shared your proposal & pricing with a 24–48 hr window for decision-making

This isn’t just about selling — it’s about setting boundaries and building trust early.

🧾 Phase 2: After They Say Yes — The Setup Sequence

Once they accept the proposal and pay the deposit or first month, I send:

1. Welcome Email

   • Personalized and warm

   • Outlines next steps

   • Includes scheduling link for kickoff call

2. Client Intake Form

   • Business info

   • Entity type

   • Tools they currently use

   • Logins (or how to grant access)

3. Engagement Agreement (if not signed already)

   • Clear scope

   • Payment terms

   • Communication expectations

4. System Access Request

   • Bank feeds (view-only or relay)

   • Bookkeeping software

   • Payroll system

   • Receipt app (e.g., Dext, Hubdoc, or just email)

5. Kickoff Call Agenda

   • Set expectations for communication

   • Discuss how files will be shared

   • Ask about specific goals or pain points

   • Share your reporting schedule

📥 Want a copy of my actual onboarding email template or checklist? Let me know and I’ll send it your way.

🔁 Phase 3: The First 30 Days

In the first month, I focus on:

• 🧹 Clean-up & catch-up (if needed) — make this a separate fee!

• 📊 First set of reports

• 🤝 First “review & reflect” call or Loom walkthrough

• 💬 Proactive communication — even if it’s just a quick update

This phase is where you prove your value. Over-communicate. Even a one-sentence check-in goes a long way.

⚠️ Common Onboarding Mistakes (and How to Avoid Them)

• ❌ Not confirming how they want to communicate (text, Slack, email, etc.)

• ❌ Skipping a kickoff call

• ❌ Assuming access has been granted (always test!)

• ❌ Not setting a timeline for deliverables

• ❌ Waiting until the 30th to start work 😬

✅ Bonus: My “Fast Start” Checklist

Here’s my go-to mini version for quick onboarding wins:

🥋 Want the Full System?

Inside Black Belt Bookkeepers Mentorship, I walk through the exact systems I use — including email templates, Loom scripts, folder templates, and more.

If you want to stop winging it and build a business that feels solid from Day 1, reach out. Let’s tighten up your onboarding and boost your confidence.

📅 Comment below or book a clarity call — I’d love to help.

Coming next Tuesday:
🚀 Productivity Hacks for Solo Bookkeepers — Tools I Actually Use and Timeboxing That Works