A useful handover makes three things clear: what has been completed, what remains open, and who owns the next action. Agree these points before assuming the incoming accountant has taken responsibility for a return, a payroll task or a deadline.
The checklist below is a suggested handover method for business owners. Adapt it to the services being transferred and the accounting system you use.
1. Set a cutover point and a list of open work
Record the date or reporting period at which responsibilities change. Separately list anything crossing that boundary: an unfinished return, an unreconciled month, an ATO enquiry, payroll adjustments or a report being prepared for a lender.
For each item, record an owner, due date and current status. “Someone is dealing with it” is not a useful status. “Awaiting bank statement; business owner to obtain it; incoming accountant to review after receipt” is much clearer.
Confirm the new scope and fee arrangements in writing. The TPB recommends written engagement terms and recognises that arrangements may need review when the client’s circumstances or the scope of work changes. [1]
2. Build a handover register
Use this as a practical starting point, not a demand that every document must exist for every business.
| Area | What to identify | What to check on receipt |
|---|---|---|
| Accounts | Last completed financial statements, trial balance and relevant ledger export | Correct entity, dates and version; any unreconciled differences identified |
| Supporting records | Bank records, invoices, receipts and linked attachments | Files open and the requested period is covered |
| Assets and liabilities | Existing asset register, loan information and outstanding balances | Source of each balance and any unresolved questions |
| Lodgments and correspondence | Copies of completed lodgments and notices; list of work not yet lodged | Submission status and responsible person distinguished from “draft prepared” |
| Software | Subscription owner, billing owner, user roles and available exports | The business retains usable access; the new adviser has the agreed role |
| Payroll, if relevant | Periods completed, outstanding adjustments and access responsibilities | Who handles the next payroll and any unresolved reporting work |
A spreadsheet export may not include attachments or the full history needed for review. Ask what has actually been exported and test a small sample before closing an old account.
3. Agree how records are shared and retained
Ask the outgoing and incoming practitioners to agree on the records to be transferred, your authorisation, the transfer method and any unresolved administrative issues. The TPB’s current records guidance discusses recordkeeping arrangements at the end of an engagement and the confidentiality of client information. A handover does not mean the outgoing practitioner should delete records that it must retain. [2]
For software access, ask which role is required and who will remove access when the transfer is complete. Do not hand over your personal myGov password; the TPB states that a registered practitioner does not need access to a client’s myGov account to act for them. [3]
Ask the incoming practitioner whether any agent appointment or nomination step applies to your entity. Do not assume a transfer of files also transfers authority to act.
4. Check that the handover has worked
Before treating the transfer as complete, confirm:
- The business can still access the agreed records and software.
- The incoming adviser can open the supplied files and identify the periods covered.
- Opening balances and the last completed reports have been compared; differences are documented.
- Outstanding work has named owners and dates.
- The next reporting task has an agreed owner.
- Any remaining questions are recorded, rather than hidden behind a general “handover complete” label.
Keep the handover register with the engagement correspondence. If an item cannot be resolved immediately, record a next action and continue the unaffected work where appropriate.
Common questions
Do I have to change accounting software?
Not automatically. Compare the current records, workflow and access arrangements with the support the new accountant can provide before deciding.
Will the new accountant correct earlier work?
That should be agreed explicitly. Taking over future work does not establish the scope, fee or responsibility for reviewing earlier periods.
Discuss a handover
Tell Newage Accounting which system you use, the latest completed period, the work you want transferred and any approaching deadline. Ask the team to confirm availability, scope and the records it needs to assess the handover.
Bookkeeping and training · Contact Newage Accounting
Official sources
- TPB — Letters of engagement, last modified 30 April 2026.
- TPB — GS 52/2024, records of tax agent services, updated 30 October 2026; see arrangements at the end of an engagement and confidentiality.
- TPB — Risks of using unregistered preparers, including its explanation of myGov account access.
Sources checked: 6 November 2026. Specific record access, retention and engagement questions depend on the circumstances; this checklist does not settle a contractual dispute.