Before anything else
What to check
first.
Anyone can call themselves an accountant. Start with these four checks before you agree to any work.
Are they licensed by a professional body?
Look for a licence or practising certificate from a recognised body such as the AAT, ICAEW, ACCA or CIMA, and ask for the number. A licensed member has passed exams and keeps their knowledge up to date, and their professional body has a complaints process if something goes wrong. Our founder Gayle Gardner-Shaw is an AAT licensed member, licence no. 1010066. [1]
Are they supervised and insured?
Ask who supervises the practice for anti-money laundering and whether it holds professional indemnity insurance. Accountancy practices within the money laundering rules must be supervised, either by their professional body or by HMRC. [3] AAT licensed members must also hold suitable professional indemnity insurance as a condition of their licence. [4] A practice that can't answer either question is worth a second look.
Is the fee agreed before the work starts?
Ask for a fixed fee in writing, with what's included and what would count as extra. If the firm charges by the hour, ask for an estimate and how it will agree any extra work with you. Whatever the headline price, check what it includes, especially bookkeeping, software and additional tax work.
Who will you actually speak to?
Ask who answers the phone and who does the work. In some firms the person you meet is not the person who looks after you. Small practices tend to be more personal; the trade-off is capacity, so ask how they handle busy periods like January.
Questions worth asking.
These are the questions our own clients asked before joining us. They're good questions for any accountant.
- How much do you charge, and what's included?
- Are there any extra costs I should expect?
- How will you keep me on track with deadlines?
- Do you deal with HMRC and Companies House for me?
- Can I just give you a ring when something comes up?
- Which software do you work with, and do I have to change mine?
- What do you need from me, and how often?
Look for clear answers that fit what your business needs. An accountant who can explain their own fee clearly is more likely to explain your tax clearly too.
Changing accountant: how it actually works.
People stay with an accountant they're unhappy with because they think switching is awkward or time-consuming. In practice it usually involves three main steps, and the new accountant does most of the legwork; you'll have a few things to sign and confirm.
Tell the new accountant, not the old one first
Agree the scope and fee with the new practice. You'll sign an engagement letter and complete the identity checks every practice has to carry out, and agree who finishes any work already under way. They'll ask for your permission to contact your current accountant. You don't have to have the difficult conversation yourself; a short written note is enough, and we can send it for you.
Authorise them with HMRC
Your new accountant needs to be appointed as your agent so they can see your tax records and file for you. This is a standard HMRC process; we'll tell you exactly what to click or sign. [2]
Let them collect the records
The new accountant writes to the old one asking for professional clearance and copies of your records: last accounts, tax returns, computations and any open matters. A professional practice will respond. Then the new accountant tells you what, if anything, is missing.
Do you owe your old accountant money?
Raise any outstanding fees early, or agree a plan, so they don't delay the handover. Keep copies of the records you provide and ask for copies of completed accounts and returns. Ownership of working papers, and any right a practice has to hold documents until it's paid, can depend on the work and the circumstances.
When to make the move.
Moving just after a set of accounts or a tax return has been filed can make the handover simpler, because the old accountant finishes the year they started. The right timing depends on the work already under way and your next deadlines. Don't wait for a tidy moment if something is already going wrong: a missed deadline, an unexpected fee increase, an accountant who is retiring, or letters from HMRC nobody has explained to you.
Keep your own copies of your records throughout. HMRC expects you to keep business records for a set number of years whoever prepares your accounts. [4]
If you're thinking of moving to us, the first conversation is free and usually takes around 30 minutes. We'll cover what you need, any approaching deadlines and how the handover would work, then send a written proposal with no obligation. We'll tell you honestly whether we're the right fit, and if you go ahead, we'll deal with your previous accountant.
Sources.
Checked on . This guide is general information, not advice on your circumstances.
