✅ 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:
Welcome Email
Personalized and warm
Outlines next steps
Includes scheduling link for kickoff call
Client Intake Form
Business info
Entity type
Tools they currently use
Logins (or how to grant access)
Engagement Agreement (if not signed already)
Clear scope
Payment terms
Communication expectations
System Access Request
Bank feeds (view-only or relay)
Bookkeeping software
Payroll system
Receipt app (e.g., Dext, Hubdoc, or just email)
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