Administration

Switching bookkeepers: how it works (and what to expect)

Written by Ilias4 min read

Switching bookkeepers: how it works (and what to expect)

Many entrepreneurs stay with a bookkeeper they are not actually happy with for years. Too slow, too expensive, hard to reach or simply no click. The reason for staying is almost always the same: switching seems like a hassle. In reality a switch is properly arranged within a few weeks, and most of the work is not yours. Here is how.

When does switching make sense?

Signals we often see: you have to chase for a reply, your returns are filed at the last minute, you get invoiced for every phone call, or you have no idea where you stand financially. A price that no longer matches what you get is also a legitimate reason. A bookkeeper is a service provider; it is normal to switch when the service disappoints.

What is not a good reason to stay: the feeling of being stuck. Your records belong to you, not to your bookkeeper. You are always entitled to your own data, even during a dispute over a final invoice.

The best moment to switch

The most natural moment is the turn of the year: your current bookkeeper closes the old financial year, the new one starts the new year. But you do not have to wait. Switching per quarter also works well, because the VAT return forms a logical handover point. Even mid-quarter is possible, as long as it is clear who files which return.

Mind your notice period. Check your agreement for the notice period and any annual contracts. Many modern firms allow monthly cancellation, traditional firms sometimes apply longer periods.

What do you need for the handover?

Less than you think. The basics: your records to date (an export from the accounting software or the folders of invoices and receipts), your latest VAT returns, your latest income tax return and, if applicable, your depreciation schedule and outstanding items. If your old bookkeeper used common accounting software, the handover is often a matter of granting access or making an export.

Your new bookkeeper usually requests these documents directly from your old firm, with your permission. Bookkeepers are used to this between themselves; you rarely need to sit in the middle.

How the switch works in practice

Step one: meet the new firm and agree on price and package. Step two: cancel with your current bookkeeper, politely and businesslike. Step three: the new firm collects your records, migrates everything and checks that the opening balances are correct. Step four: the next return is filed by your new bookkeeper. In total this usually costs you just a few hours of your own time.

A good new firm also looks critically at the past during the handover: were deductions missed, is the depreciation correct, was the small businesses scheme applied properly? That way the switch sometimes pays off immediately.

This article provides general information based on the rules known for 2026 and does not replace personal tax advice. For your specific situation, we're happy to take a look with you.