How changing bookkeeping service usually works
- Discovery and scope: 15–30 minute call to confirm software, deadlines, pain points and the outcome you want.
- Access and security: grant advisor access in Xero/MYOB/QuickBooks, document storage (e.g., Hubdoc/Dext/Google Drive), and bank feeds.
- Health check: review bank reconciliations, GST coding, payroll/STP, super, unpaid AR/AP, file settings and lock dates.
- Triage: fix urgent items (e.g., upcoming BAS, payroll issues, bank feed breaks, overdue super) before broader clean-up.
- Process design: set weekly/fortnightly/monthly workflows for bills, invoices, bank recs, payroll, and reporting.
- Cutover: confirm who does what, when, and how you approve payments; lock prior periods and document handover.
- Ongoing cadence: reconciling, monthly reporting, BAS cycles, and quarterly/annual reviews with agreed turnaround times.
Australian context to keep in view
- Bookkeeping scope typically covers transaction capture, bank reconciliations, AR/AP, payroll support, and review of coding and balances.
- BAS cycles are monthly or quarterly. Choose a TPB-registered BAS agent for GST, PAYG(W), fuel tax credits and related lodgements.
- Payroll must meet STP Phase 2, super guarantee and award requirements. Time your switch between pay runs.
- Regular reconciliations improve cash flow visibility and reduce year-end accounting fees and delays.
- Keep the software subscription in the business name and restrict external ownership of files or feeds.
What to compare before you commit
Scope
Ensure the engagement covers clean-up, ongoing reconciliations, BAS, payroll/STP, AR/AP, management reports and support channels that match your needs.
Software fit
Depth matters. Ask how they handle Xero/MYOB/QuickBooks rules, bank feeds, app integrations (POS, inventory, e‑commerce), and year-end workflows.
Turnaround and communication
Confirm response times, meeting rhythm, issue escalation during BAS/payroll peaks, and who your day-to-day contact is.
Credentials and quality
For compliance, use a TPB-registered BAS agent. Ask about QA processes, lock dates, documented procedures and data security.
Commercial fit
Compare fixed-fee vs hourly, inclusions/exclusions, contract terms, and how scope changes are handled. Request an engagement letter that clearly lists deliverables.
Ownership and access
Keep subscription ownership, admin rights, and data export ability with the business. Agree on a clean exit process up front.
Switching checklist and handover pack
Use this list to reduce downtime and rework when changing bookkeeping service:
- Software: admin access in Xero/MYOB/QuickBooks, list of connected apps, bank feed status, lock dates, and user list.
- Banking: last reconciliation dates, uncleared items, ABA files process, and who approves payments.
- Sales and purchases: outstanding invoices and bills, credit notes, payment services and invoice branding.
- Payroll: STP setup, award interpretation notes, super clearing house, leave balances, year-to-date figures and next pay date.
- BAS and tax: lodgement history, ATO correspondence, payment plans, prior adjustments and workpapers.
- Documents: source document location (Dext/Hubdoc/Drive), chart of accounts, recurring transactions and templates.
- Security: MFA/2FA policies, subscription ownership, and agreed process to remove old access.
Costs and timing for a typical switch
- Discovery and scoping: usually complimentary 15–30 minute call.
- File clean-up or catch-up: ranges widely with complexity and months outstanding; modest tidy-ups might be a few hundred dollars, deeper fixes can run higher.
- Ongoing bookkeeping: generally a fixed monthly fee based on transactions, payroll complexity and reporting cadence.
- Handover timeline: 5–10 business days when books are current and access is ready; add time for quarter-end, year-end and migrations.
Ask for a written scope with inclusions/exclusions and the first 90-day plan so you can measure progress.
Software notes: Xero, MYOB and QuickBooks
Xero
- Invite your new bookkeeper as an advisor; keep subscription ownership with the business.
- Review bank rules, tracking categories, invoice settings and active apps.
- Check STP Phase 2 configuration and lock prior periods after reconciliations.
MYOB
- Confirm file version, user roles, and bank feed connections.
- Review tax codes, linked accounts and recurring transactions.
- Export recent reports (GL, AR/AP aged, payroll activity) for baseline checks.
QuickBooks Online
- Grant accountant access and review banking rules and GST settings.
- Confirm app integrations (POS/e‑commerce) and invoice payment services.
- Lock periods and verify opening balances before cutover.
When to change bookkeeper (and red flags)
- Missed BAS or pay runs, or unexplained delays in reconciliations and reports.
- Poor communication, no documentation, or lack of proactive guidance.
- Software ownership sits with the provider instead of the business.
- Frequent rework on coding, payroll errors, or recurring ATO penalties.
- No formal engagement letter, unclear pricing, or limited visibility on who does the work.
If any of these apply, plan a controlled handover rather than waiting for the next deadline crunch.
Best next steps
Write down the outcomes you need for the next 90 days (e.g., BAS on time, payroll error-free, weekly cash view, tidy AR/AP). Shortlist providers who show they can deliver that result in your software stack and can explain the plan in plain English.
Explore these related pages if you are still refining the brief:
- Bookkeeping Services – scope, pricing styles and inclusions.
- BAS Agent Services – GST/PAYG(W) and lodgement cadence.
- Payroll Services – STP, awards and pay-run support.
- Small Business Accountant – when you need broader advisory.
Frequently asked questions
What does changing bookkeeping service usually involve?
It combines a discovery call, access handover, a file health check, urgent triage (BAS, payroll, bank feeds), process setup and an ongoing reporting cadence. Most handovers finish in 5–10 business days once access is granted.
How long does it take to change bookkeepers?
Expect 1–2 weeks for a straightforward switch. Add time if there’s a bookkeeping backlog, payroll clean-up, app migrations or if you’re switching near BAS deadlines or year-end.
What should I ask my current bookkeeper for?
Request software admin access, last bank rec date, unpaid AR/AP lists, payroll/STP files, super status, BAS history, source document locations and lock dates. Your business owns its data.
How do I compare new providers?
Match scope to outcomes, confirm software depth (Xero/MYOB/QuickBooks), check turnaround times, pricing model, TPB registration for BAS/payroll, and who will do the day-to-day work.
Will my BAS or payroll be disrupted?
With a planned cutover, no. Switch between pay runs, lock prior periods, confirm STP settings and ensure a TPB-registered BAS agent oversees compliance steps.
Do I need to change software to switch bookkeepers?
No. Many bookkeepers work across Xero, MYOB and QuickBooks. If software is a constraint, plan a migration with a defined scope and clear cutover date.