Change Accountant

How changing accountant usually works

A smooth change accountant process starts with a short discovery call and a quick review of your current setup: structure (sole trader, company, trust or partnership), software (Xero, QuickBooks Online, MYOB), reporting cadence, deadlines and pain points.

Then the work typically follows three layers:

• Immediate triage: secure ATO and ASIC access, stabilise payroll and BAS, and protect software access.
• Process design: define who does what, how documents flow, monthly/quarterly deadlines and reporting.
• Ongoing review: close the loop with regular check‑ins, proactive alerts and continuous improvement.

Australian context to keep in view

• Tax and BAS work must be done or supervised by registered Tax Agents or BAS Agents. Ask for their registration number.
• You control your subscriptions. If you own your Xero/QBO/MYOB file, invite or remove advisors at any time.
• Accountants can keep their working papers, but you are entitled to your source records and information needed to serve your interests.
• Changing your accountant does not change your obligations. BAS, STP, super and tax deadlines still apply.

Step‑by‑step: how to change accountant

1. Decide the brief: list the exact outcomes you want (e.g., faster BAS lodgement, fixed payroll errors, proactive tax planning).
2. Shortlist providers: match experience to your industry, size, and software. Confirm Tax/BAS Agent registration.
3. Engagement letter: agree on scope, turnaround, deliverables, and fees before handover starts.
4. Professional clearance: your new accountant emails your current accountant for ethical clearance and a records list.
5. Authorise access: enable ATO authorisations via Online services for business and update ASIC Registered Agent if needed.
6. Transfer data: provide bank feeds access, accounting file access/ownership, payroll files, prior BAS/tax returns and workpapers.
7. Stabilise and clean: fix coding issues, reconcile key accounts, bring BAS/tax/payroll up to date, then lock periods.
8. Set the rhythm: confirm monthly/quarterly deadlines, reporting pack, and communication cadence.

What to compare before you commit

Handover checklist

• Copies of the last 12 months BAS, last lodged tax return, payroll summaries and Super clearing house confirmations.
• Year‑to‑date trial balance, general ledger, fixed asset register and bank/loan reconciliations.
• Access to accounting software, payroll system, document storage, and bank feeds (or statements if no feeds).
• ATO integrated client account reports and any payment plans or deferrals in place.
• ASIC Registered Agent details and latest Annual Statement if you operate a company.

If any of these are missing, your new accountant can still proceed—just allow time for reconstruction and reconciliation.

Timing and cost expectations

• Typical timeline: 1–3 weeks for a clean file; 3–8 weeks if cleanup or migrations are required.
• Costs: onboarding and handover may be included; expect separate fixed fees for catch‑up bookkeeping or payroll corrections.
• Best time to switch: after a BAS or financial year close is neat, but you can switch mid‑period if deadlines are managed.

Red flags when changing accountant

• Unclear who owns the accounting software subscription or who controls bank feed connections.
• Reluctance to provide client‑owned records or to outline a handover plan.
• Promises of aggressive tax outcomes without explaining risks or documentation.
• No registration for services that require a registered Tax or BAS Agent.

Best next steps

Write down the outcome you want first: faster BAS, reliable payroll, accurate reporting, tax planning, software migration or a steady finance rhythm.

Shortlist and brief providers against that outcome, not just titles. The right fit explains the process clearly, sets expectations early and connects the work to your business goals.