You have decided to leave your current accountant. Maybe they only call at tax time. Maybe their fees crept up without the service improving. Maybe you have outgrown their capabilities and need someone who provides monthly insight, not annual compliance.
Whatever the reason, the transition itself is where most businesses get stuck. The books need to keep moving. BAS still needs lodging. Payroll does not stop. And your old accountant controls access to systems and documents you might not even realise you need.
This guide walks through the complete handover process, step by step, so nothing falls through the cracks.
Do the groundwork first. Once you give notice, some accountants disengage quickly and you lose access to support during the transition.
Log into every financial system yourself and verify you have owner-level access. This includes:
Before starting the conversation, download copies of:
Most of this should be in your accounting software or the ATO portal. If your accountant holds originals of documents they prepared (financial statements, tax returns, schedules), you are entitled to copies. Under the Tax Agent Services Act 2009, a tax agent must provide you with copies of documents they prepared on your behalf within a reasonable time.
Most accounting engagement letters require 30 days written notice. Some require you to settle outstanding fees before they release working papers. Review the terms so you know what to expect.
Use this as a working document during your transition.
Ask your new accountant or finance provider to run these checks in the first 30 days:
This is a common friction point. Some accountants are slow to release documents, particularly if there are outstanding fees.
Under Australian law and the Code of Professional Conduct for tax practitioners:
If your old accountant is uncooperative, escalate through their professional body (CA ANZ or CPA Australia) or the Tax Practitioners Board.
Weeks 1 to 2: System access established. New provider reviews the state of the books, identifies any issues, and confirms the scope of their engagement.
Weeks 3 to 4: Any cleanup work is completed. Reconciliations are verified. The new provider takes over day-to-day operations (if providing bookkeeping/finance services) or confirms they are ready for the next BAS cycle (if providing compliance services).
Month 2: First full reporting period under the new provider. Compare output quality and responsiveness to what you had before. This is where you should see the difference.
Month 3: Review meeting to confirm the engagement is working, discuss any changes needed, and set expectations for the year ahead.
How long does it take to switch accountants?
Plan for 4 to 8 weeks. The administrative transfer (system access, ATO nomination, document collection) typically takes 2 to 3 weeks. Your new provider then needs 2 to 4 weeks to review the books and get up to speed.
Do I need to tell my old accountant why I am leaving?
No. A brief written notice stating you are terminating the engagement effective [date] is sufficient. You are not obligated to explain your reasons.
Can I switch mid-financial year?
Yes. There is no requirement to wait until the end of a financial year. The key is ensuring someone is responsible for every compliance deadline during the transition. Switching immediately after a BAS lodgement (January, April, July, or October) is often cleanest.
What if my old accountant set up my Xero file?
You own your data regardless of who set up the file. Request that organisation ownership be transferred to you. If they refuse, contact Xero support directly. Xero's policy is that the business owner has the right to ownership of their own file.
Will my new accountant need to redo any work?
Possibly. Most new providers will review recent BAS lodgements, check reconciliations, and verify opening balances. If errors are found, correction may be needed. This is normal and protects you from inheriting problems.
Should I switch my bookkeeper and accountant at the same time?
If you are switching to an embedded finance provider that covers both, yes. If you are replacing only your accountant, your bookkeeper can continue as normal. The key is ensuring the new accountant is comfortable with the bookkeeper's work quality.
Scale Suite is a Sydney-based provider of outsourced finance teams and fractional CFO services for Australian SMEs. We deliver weekly bookkeeping, payroll, BAS/IAS lodgement, cashflow reporting, management accounts, and strategic fractional CFO oversight - all as a fully embedded team that works inside your business.
CA-qualified, Xero Certified, and registered BAS Agents, we replace fragmented bookkeepers and once-a-year accountants with one responsive finance function at a fraction of the cost of full-time hires. We serve growing businesses across Sydney, Melbourne, Brisbane, and Perth, with packages starting from $1,500 per month and no lock-in contracts.
Learn more about our embedded finance model at scalesuite.com.au/services/finance
Scale Suite is a Sydney-based provider of outsourced finance and HR services for Australian SMEs. We deliver bookkeeping, financial reporting, payroll processing, fractional CFO support, recruitment, employee onboarding, people and culture support, and fractional HR oversight, all as a fully embedded team that works inside your business.
Employment Hero Gold Partner, CA-qualified, and Xero Certified, we replace fragmented finance and HR processes with one responsive, senior-level function at a fraction of the cost of full-time hires. We serve growing businesses across Sydney, Melbourne, Brisbane, and Perth, with packages starting from $1,500 per month and no lock-in contracts.
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