✅ 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

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🥋 Packaging Your Bookkeeping: How I Design Service Tiers That Actually Sell