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Our On-boarding Procedure For New Clients - Part 2: New Client Form

At the start of our client on-boarding process we have a free meeting with the potential client to work out if we are a good fit for one another. If the person decides that they would like us to help them, we move on to the second part of our on-boarding procedure where we gather more information about the clients business. We do this to help us quickly and easily set up the client in our systems (CRM, project management software, and ATO Bas Agent Portal). We also use the information gathered to guide us with preparation of the engagement letter which is the last part of our on-boarding procedure (See next month's blog!)

To gather more information, we use a "New Client Form". The form is normally provided at the end of the first meeting, or can be emailed. We will soon have it available to fill out online using Google Forms. We keep the completed form on file for record keeping and future reference.

What information is requested on the form?

There a lot of questions on the form, but you only need to answer the questions that are applicable to your situation. We ask you for:

1. The personal contact details of the main business owner/director:

  • name

  • postal address

  • email address

  • phone number

  • how you found us

  • date of birth. (If you are a sole trader we need to know this in order to add you to the ATO portal. It is one of the verification questions that the ATO will ask us). Plus, we like to celebrate birthdays at Channel Bookkeeping!

2. Your business/company details:

  • Business Name

  • Type of business

  • ABN

  • Address

  • Structure (Sole trader, Company, Trust etc)

  • Accountant (only if you want to)

  • Previous Bookkeeper

  • Accounting Software Used

  • Payroll info (how many employees, pay run cycles, PAYG Withholding frequency)

  • GST registration (are you registered for GST, if yes cash or accruals?

  • BAS lodgement frequency - monthly. quarterly or annual

  • Fringe Benefits Tax - Yes/No - Rate or amount

  • Payroll Tax: Yes/No

  • Fuel Tax: Yes/No

  • Current Liabilities

  • Assets Held

3. Information about how we can work together:

  • Frequency of bookkeeping - weekly, monthly, quarterly

  • Where - remote, onsite

  • Preferred method of document delivery - physical collection/drop off, Dropbox, email etc

  • How you would like to pay

  • How often you would like to meet up for a chat with the bookkeeper?

  • Bookkeeper Task List - a quick section to tick off the tasks you would like the bookkeeper to do for you.

Once the form is completed and returned to us, we add you on to our systems and prepare the engagement letter and authorisation form. The engagement letter outlines our mutual responsibilities and expectations and needs to be signed and returned to us before we can commence work. All accountants and bookkeepers registered with an accounting body such as CPA/CA/IPA are required to do this.

The engagement letter is the last part of our on-boarding process and will be explained in the next blog!

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