The hiring process for any job is challenging, with the most qualified candidates often having their choice of employment offers from competing firms. It is even more overwhelming when trying to onboard an accountant. You want a candidate that can manage your company’s clients deftly with no margin for error. 

While a candidate’s qualifications and certifications play a significant role in their success for the position, you must consider other factors like the ability to work with a team and to think outside the box. That means asking the right questions that allow the candidate to talk about their experiences and personality.  

If you have an open position in your firm, here’s an excellent selection of questions to ask potential candidates. These explore the interviewee’s problem-solving skills, their grasp of the technical bits of accounting, and how well they will fit in your workplace. 

20 Accounting Interview Questions You Should Be Asking Your Candidate

There are numerous accounting questions to ask your candidates. Unfortunately, you might not have enough time to ask all the questions on your list during the interview. 

That’s why a checklist with the top essential questions is a must-have. In addition, it needs to have questions that will help gauge the candidate’s technical knowledge, problem-solving skills, ability to work in a team, values and motivating factors, and leadership skills. 

We recommend dividing your interview questions into two sections, skill-based and behavioral-based.  

Skill Based Job Interview Questions

Skill-based questions will be more technical. Accounting managers ask these to assess a candidate’s understanding of the accounting processes and guidelines. Some of the questions to ask include:  

1. Tell me what experience you have in accounting and finance?

You might be hiring for a particular accounting role, but you can use this indirect question to get the interviewee to open up about their different roles. For example, how much do they understand about accounts payable, accounts receivable, financial accounting, cost accounting, tax accounting, and treasury? 

The more they know about these roles, the easier it is for them to get comfortable with any role in the field. A candidate with experience in more than one role in accounting will also work better with accountants in other departments as they understand their processes.  

2. Your ledger has a $90 variance. Take me through the process you would use to identify the error.

A good accountant must know their way around basic bookkeeping activities. How the interviewee answers this question will first display their understanding of ledgers. Second, it will show their problem-solving skills. A good response will include using one or two approaches they have previously used to identify errors in a ledger. 

3. A client has four bank accounts. How many ledgers should they have?

General knowledge of ledgers and how they work is a must-have skill for any accountant, even beginners. This can start as a basic question that could get deeper based on their knowledge of the concept and the particular accounting job they are interviewing for. Then, you can explore it further with the type of journal entry they can post to correct different ledger accounts.  

4. What is your preferred Enterprise Resource Planning (ERP) system?

One of the most common questions for accounting professionals is what accounting systems they are familiar with. However, you can switch it up and instead ask which system they prefer. Here, you are looking to see whether they can clearly articulate the differences in functionalities between any ERP systems they have used or had an opportunity to train on.

A red flag in this scenario is an experienced candidate who cannot point out key differences in features between two or more systems. If the candidate only has experience with one system, how well do they know their way around it?  

Graduates entering the workforce might have little to no experience with any ERP system. However, are they knowledgeable about any system? And how fast can they learn, or will your team have to invest hours in training? 

The same applies to candidates with years of experience. Technology is ever-evolving, even in the accounting world. For example, ERP systems are moving to cloud storage with automation and integrations of processes. Can they adapt to the technological changes? 

5. What financial ratios are most important for the position you are applying for?

Financial ratios are important to accountants. They might not use all the ratios, but a few apply to particular roles. The goal is to see if the candidate understands their tasks based on the job description. Can they name one or two financial ratios they will use for their department? 

6. How would you estimate a bad debt for a client? 

If the candidate has experience with accounts payable, they will give an example of a method they used with their previous employer. They could also point out ways of estimating bad debt and pinpoint a favored one they use and why. If you have entry-level candidates, they should use their theoretical knowledge and possibly query you on your firm’s method. 

7. A client recently bought a piece of equipment for its business. What is the impact on the financial statements?

The purchase of a piece of equipment will affect all three financial statements. Therefore, this question tests the candidate’s understanding of the cash flow statements, balance sheets, and income statements. 

While a detailed explanation of how the purchase of such an asset reflects on the financial reports is perfect, the best candidate is the one who requests more details about the purchase. Some of the follow-up questions to look for from a candidate are the method of financing or when the transaction will be recorded. 

A candidate might not ask a question but make an assumption of the process and answer accordingly. For example, they can respond with the belief that the purchase is debt-financed and proceed to explain how the financial statements will be affected. 

8. What is the difference between depreciation and amortization? 

This line of questioning allows you to see whether the interviewee understands the different methods of expensing an asset over its life. And, can they tell which of these methods is for fixed assets and which applies to intangible assets? 

9. Tell me about a time you had to use creative accounting. 

Accounting requires following set rules and guidelines. However, deviating to find ways to reduce expenses, save on taxes, get affordable financing and cut operational costs legally are skills any employer would appreciate in an accountant. That’s why it is vital to have a creative accountant who knows how to follow the rules to the letter but will also use legal ways to save the client money. 

This question will help you understand the candidate’s thinking process when presented with a situation that requires a little maneuvering. If they have not experienced any, they can probably make up an example or say how they feel about creative accounting. 

When a candidate fails to demonstrate they agree with creative accounting, it may indicate they cannot use legal loopholes or their knowledge of financial reporting to help the client reduce costs or tax liabilities. 

10. On accounting software, does price or functionality matter more?

There are numerous accounting software programs, each with different functionalities and price tags. The candidate might not have had the opportunity to use them all. And that is okay. But if they have enough experience and knowledge of different systems, they can easily tell the differences between them. 

For example, one can pick what functionality a particular ERP system has that its competitor lacks. Then, depending on its processes, they can also quickly tell whether the available features and pricing are necessary for a client. 

The goal is to decipher whether the candidate knows the different pricing levels and functionalities of the ERP systems. Do they also understand that the price of an ERP system doesn’t necessarily determine its functionality or vice versa?

11. A client recently purchased an asset. What would cause the asset to depreciate, and by how much?

Does the candidate know what depreciation in accounting is and what causes it? Do they know the different depreciation rates for assets? Also, as they answer this question, listen for what they have to say about the various depreciation methods. The more they can expound on their answer on this, the more you are assured they understand the concept.  

For instance, the candidate could start by asking what asset was bought or give an example of an asset the business could buy based on their research. They could continue by referencing assets such as computers, furniture, machinery, and vehicles. 

Depending on the assets, they can point out that depreciation could be due to wear and tear or running obsolete over time. They could even say the depreciation rate and what method the client could use. This assures you they would do more research on the company by reading its financial records. 

12. What is this called if a client buys another company for more than its fair value? How would you record this transaction? 

Interviewers ask this to learn if the candidate has a deep understanding of goodwill. For starters, can they name the result of this action as goodwill? Second, do they know what causes goodwill and items that could lead to it? Third, you are looking for a candidate who understands the basic entries for capturing goodwill in the books. 

13. What’s the latest accounting standard, and how does it impact a business?

There are numerous accounting standards, and accountants are expected to know them. But given the constant revisions and changes, it is probably not possible for a candidate to know every standard. However, the biggest concern is whether they know a client’s criteria in reporting their financials. 

Just as importantly, are they up to date with any changes that could affect the client’s reports and financials? Again, apart from highlighting their knowledge of the necessary standards, it shows they have done their homework and read the client’s financial statements.   

14. How do you stay updated on the changes in the industry?

Apart from the changing accounting standards, other changes in the industry and laws can significantly impact your business. Due to this, it is crucial to have accountants who go the extra mile to stay up to date. This could be subscriptions to business newsletters, industry publications, following a podcast, or registration with a professional body. Your ideal candidate uses multiple avenues to stay updated on changes in the industry.  

 

Behavioral Interview Questions

Apart from accounting knowledge and skills, it also helps to ask behavioral questions. These allow you to gauge the candidate’s personality and how they react in different situations. 

There is no specific answer to this as candidates have unique personalities. However, you can use the STAR method to analyze the responses to behavioral questions. It stands for:

• Situation. Can they give context on the specific problem they are describing?
• Task. What was their role in it?
• Action. What action did they take?
• Result. What was the result of the action taken?

The ultimate goal is to see whether they will be an excellent fit for your firm. 

15. What is the first thing you would do during your first week if you got the job?

Some firms want an accountant who will hit the ground running on their first day. On the other hand, others like hiring employees who take the time to understand their new work environment and colleagues. Maybe a candidate who will take the time to learn more about the role from someone with experience before starting. 

While the correct answer will depend on your needs as a hiring manager, it is great to consider the latter types of candidates. Such candidates demonstrate the need first to understand what they are dealing with. They will also get to know your company’s processes first, reducing errors and the need for retraining in the future. 

16. You have a tight deadline to meet with numerous tasks and limited time. What would you do?

Here, you are trying to test the interviewee’s organizational and time management skills. Unfortunately, many projects in accounting have strict deadlines, and some may be running simultaneously. For instance, your accounting firm could be handling year-end financials for numerous clients, and an accountant might be responsible for at least two or three clients.

First, you are looking for a candidate who can demonstrate the ability to prioritize the most critical tasks. Second, how can they split the tasks within the given time and complete them accurately? Finally, you also need an employee who can multi-task to complete different job duties and reports in time. 

17. How would you explain liquidity to a non-finance colleague?

With this question, you want to explore the candidate’s communication skills. For example, can they use straightforward language to explain complex accounting and finance terms to laypeople? Second, do they have the patience for such? Finally, to dig deeper, you can ask for clarifications based on their answers to see how they respond.  

18. Have you been innovative in meeting a customer’s demands? What did you do?

Companies always have guidelines on how to handle client demands. However, some situations call for creativity to keep the customer happy while maintaining professionalism and staying within the company’s rules. 

Whichever scenario the candidate gives, their approach to solving the problem will demonstrate their ability to identify hurdles and develop and implement a solution. If you are interviewing an inexperienced candidate, you can throw a hypothetical situation at them. 

19. Have you ever failed before, and what did you do about it?

Hiring managers often ask candidates to recount a time they failed in their previous roles. It can point to a candidate’s ability to know when they have failed, whether they sought help and how they managed such incidents and turned them around. 

However, if they already have a complete job description and key performance indicators of the open role, you could ask them what they would consider a failure in the role. For example, is it not meeting specified deadlines? Or, perhaps failing to upgrade processes to save time and money? Based on their answer, you can tell how much they believe in themselves and how they might handle obstacles when they arise.  

20. When not crunching numbers, what do you enjoy doing?

Accounting comes with tight deadlines and the need for outstanding accuracy. A single mistake can cost time, human resources, and even money. As such, it is a high-pressure field, and one needs to take care of their mental and physical health.  

So, how do they spend their spare time? Or decompress away from work? Do they have a hobby or interest, like reading, sketching, going to the movies, or catching up on a game with their friends? 

You are looking for an employee with an avenue to relax and unplug from the busy and demanding accounting life. Candidates with interests and hobbies outside of their field have a better chance of achieving a work-life balance. But, more importantly, they are more likely to be satisfied with their job and career. 

It is essential to pay close attention to how they answer this question. Is the answer rehearsed and robotic? Or are they relaxed and genuinely enjoying recounting their other passions? It can help you see how the candidate behaves when not looking to impress.  

Need Help Managing Your Workflows Across Employees?

If you’re looking for simple workflow templates to stay on top of your projects and tasks for clients across your team, access our collection of 32 customizable accounting workflow templates and checklists here. This free resource includes a ton of the most popular accounting templates including monthly bookkeeping, weekly accounting analysis, client onboarding procedures, and common tax return forms.

Did you know that 69% of new employees were more likely to stay with a company for at least three years if the onboarding process was great? Perhaps more jaw-dropping is that about 20% of new employee turnover happens within the first 45 days. 

At the risk of stating the obvious, it’s pretty clear how important a smooth and superb onboarding process is for any business, including accounting firms. 

With the great resignation trend ongoing, it is even more critical for businesses to work harder toward retaining talent right from the start. That’s why you must have a seamless onboarding process that’s stress-free for you and the new employees. 

Bringing in a new employee is a process. However, there is more to do after the interviews are done and employment contracts are signed. So, let’s talk about why it is vital to have an onboarding process and the essential tips to ensure you onboard new employees, effectively. 

Why Onboarding is So Important for New Accounting Firm Employees

A good onboarding process for new accounting firm employees should accomplish four things:

Calm Their Nerves

We all know how the first day at work is nerve-wracking. It is like being in a high school cafeteria all over again. You have no idea whether you will get along with your colleagues or if there is a “cool table” during lunch hour. Is everything about the company culture you were told true, or was it just smoke and mirrors? 

That’s why it is crucial to have an onboarding plan for your accounting firm that guarantees your new employees are comfortable from the very first day. 

Increase Their Productivity Sooner Than Later

While it takes time for one to be fully productive in a new job, the productivity of your new hires will depend on how seamless the onboarding process is. 

Do you want an employee to come in and start looking for a different job after the first day of work with your firm? Or have them twirl around in their chairs looking at busy colleagues without knowing what’s expected of them? 

Definitely not. Aim at capturing your new employee’s excitement about their new job from the beginning. It will boost their confidence in their decision and increase their productivity.

Increase Their Loyalty to Your Firm

Employee retention is no easy feat, especially during the first year of employment. And their onboarding experience plays a significant role. According to The Wynhurst Group, new employees have a 58% greater chance of staying with the company after three years if the onboarding process is well-structured.   

A well-planned and thoughtful onboarding experience removes any necessary confusion among your new hires. It shows them their superiors, immediate colleagues, and most importantly, what is required of them. 

5 Tips for Onboarding New Employees to Your Accounting Firm

Are you planning to hire new talent for your accounting firm? If yes, use these tips to ensure your onboarding process is smooth.

1. Have an Onboarding Checklist

The onboarding process is equally engaging for you. There are many things to do during this period. An onboarding checklist ensures you do not miss anything important or spend more time than necessary on any task. 

Your checklist should include: 

• Offer letter finalization. Have they signed their offer letter? Are they okay with all the details, from the salary to employee benefits and job description? You can invite them to the office to iron out any remaining details. 
• Setting up their payroll details. Now that you have a new employee, you want to ensure their correct remuneration, tax, and checking account details are captured. 
• Company-issued items. Do your employees receive a mobile phone for work calls? Do they need a new laptop? Perhaps a pair of headphones for remote employees? Credit cards for client expenses? Is their access keycard ready and working? What about email accounts set up and login credentials? All the technology bits your accounting firm uses and your new employee requires must be available on their first day or week of reporting. If there is a need for additional licenses, work towards procuring them before their start date. 
• Initial training. Companies conduct initial training for new hires to give them a company tour. This includes showing them the firm’s culture, work schedules, calendars, and workplace norms like dress codes. You can also take the opportunity to train the employee on any extra skills they might need. 

Many accounting firms divide the onboarding checklist for new employees into phases. For instance, phase one will include all the items you must take care of before the employee reports. The second phase will consist of what you need to do on the day they report, while the third and possibly the fourth phase is for everything after a week or so of working. 

2. Introducing New Hires

Imagine if your new hire was busy with their work and current employees stood by wondering who the person is. Arrange for introductions between the new and existing employees. These introductions help new employees know who does what and who they can turn to if they need help. It will also make it easier for the new employee to integrate with the rest of the team. 

The introductions could be in person, especially among people they will be working directly with or if yours is a small office. It is also advisable to do a face-to-face introduction with the senior people in the organization. However, it is recommended you do such introductions in several different ways. It reduces the chances of current employees missing the news of the recently hired employees. Some of the avenues to use are emails, newsletters, social media, memos, and office bulletin boards. 

3. Get Your New Employee Embedded Into the Firm’s Workflows  

The workflows and rhythm of an accounting firm can be complex for a new employee to learn. Challenges a new employee may face include prioritizing and keeping track of countless client tasks, communicating with other team members, and ensuring nothing falls through the cracks.

Jetpack Workflow is a good tool for helping new employees to keep their heads on straight. The dashboard displays a calendar of current and upcoming tasks, with templates that allow you to duplicate jobs from one client to another since many processes are essentially the same.

4. Schedule Follow-up Meetings

Your employee is here and set up. They have adjusted to their new role successfully. What next? Don’t sit back and assume a new employee’s first few weeks will go smoothly without any hiccups. 

Schedule follow-up meetings to check in with them. Are they enjoying their time in the firm? Do they have trouble in any areas? You can schedule these meetings:

• The first week (7 days). During this meeting, you can confirm whether all the necessary onboarding paperwork is complete. You can revisit your onboarding checklist to ensure you ticked off every task. Most importantly, ascertain whether there are any issues to address regarding their job and comfort in the company. 
• One month. Find out how the new job is treating them so far. Are they struggling with anything and require extra training? Is their performance satisfactory?  
• Three months. By the third month, the employee has learned the basics about their new role and company. One of the concerns is whether their probationary period continues, or are you ready to make the employee permanent? It is also a great time to revisit their role and experience in the company. Are they finally comfortable? What are their professional development needs, and how can you meet them? 

Remember to pay close attention to their replies. Give them time to explain and narrate their experiences during this period. It is an excellent way to gather information without coming across as an intimidating employer.

5. Have a Welcome Gift

Remember, the goal is to make the new employee feel like part of the firm from day one. A welcome gift will help break the ice. Most companies have a welcome kit with branded items like coffee mugs, diaries, notebooks, water bottles, tote bags, etc. Better still, include a personalized welcome letter thanking your new employee for being part of your accounting firm for years to come.  

Need Help Managing Your Workflows Across Employees?

If you’re looking for simple workflow templates to stay on top of your projects and tasks for clients across your team, access our collection of 32 customizable accounting workflow templates and checklists here. This free resource includes a ton of the most popular accounting templates including monthly bookkeeping, weekly accounting analysis, client onboarding procedures, and common tax return forms.

After weeks or months of meetings and presentations, you have finally closed the deal, and the new client is on board. Perhaps now, you can sit back and relax.

Onboarding a new client calls for a bit of celebration. Now that the onboarding process is over and the client is yours, what’s next? Should you start requesting invoices, tax returns, and accounting information? 

While it is great to show the client you’re ready to dive in, it is equally important to show them you appreciate their business. The best way to achieve this is to send a welcome letter to your new client. 

 

What is a New Client Welcome Letter? 

A new client welcome letter is a formal document introducing a new client to your business. It has basic details the recipient might find helpful. For instance, companies send welcome letters to new employees to give them an overview of the company and their new role. The same applies when your firm sends a letter to a new client. It will include a welcome message, an overview of your accounting firm, and what accounting and financial services you will be offering them.

 

Why Your Accounting Firm Should Send New Client Welcome Letters

Customer welcome letters play a significant role in building a relationship with a new client, which is why many companies use them every time they onboard a client. These are some of the reasons you need a welcome letter: 

 

Official Introduction

You spent hours at the negotiating table trying to win the client’s business. Maybe you even enjoyed a few dinners and rounds of golf with them. That’s just part of getting new clients. When the deal is sealed, you need to make an official introduction of your firm. 

You want to leave them with a lasting impression of your company – tell them more about your firm and its mission, what it offers, what it can do for them, how you will do it, and how your firm is looking forward to the relationship. Of course, you might have said all these things before. However, doing so in a formal letter makes it official and reinforces your previous communication and the positive impressions the client already has.

 

Show You Value Your Client

Speaking of impressions, are there businesses you keep going back to just because their service is nothing short of perfection? A competitor could even be right across the street or have a lower price tag. However, their customer care is nothing to write home about, so you don’t give them your business. 

That’s the same feeling you want to foster with your new clients. You want to make them feel appreciated, valued, and important. You can achieve all this with the help of a welcome letter.

 

 

Reassure the Client

We all need reassurance in the relationships that matter to us, not just in our personal lives but in business too. How can you reassure a new client that they made the right decision in choosing your firm when you haven’t yet started your work for them? Send a new client welcome letter!

You need them to know from the start that they do not have to worry about the accounting end of their business because your firm is there to help. When you introduce your firm and tell the new client how the partnership will proceed, you reassure them they are in good hands.

 

Providing Important Contact Information

As the firm’s primary contact, what happens if you are unavailable when your client needs you? Maybe you are out on vacation or have an emergency. In a successful business, the goal is always to ensure everything goes smoothly without you there. That’s where a welcome letter for new clients comes in handy. In it, you can add contact details of team members the client can always contact if you’re not available.

   

How to Create a New Client Welcome Letter

While the welcome letter makes your new client feel valuable and sets proper expectations, it also needs to be personal and detail the services you will be providing. In addition, since it is also a formal letter, it should follow a particular structure. We have a simple guide so you can compose a new client welcome letter for your accounting firm.

 

Use a Company Letterhead

The goal is always to reinforce your brand. Use a professional letterhead rather than sending a short, bland email to a new client. A good new client welcome letter will:

• Show your firm’s professionalism and organization
• Reinforce your brand’s image 

 

Add the Date and Client’s Address

A welcome letter is a formal letter, and it follows the same format as any other formal letter you would write. The first thing to include is the date and your client’s address, aligned on the left border of the letter. The client’s address must include:

• The full name of the client
• Their title, e.g., Finance Director, CEO, Managing Director
• The company name (of the client)
• Postal address, city, state, and zip code

 

Draft the Welcome Message

Before jumping right into the main message, start the letter with a compelling welcoming message. You can begin by thanking them for their business and talking about the new long and lasting working relationship you look forward to having. The welcome message needs to be brief and straight to the point.  

An example would be, “On behalf of Accounting Firm X, I’d like to take the opportunity to welcome you. We are excited to have you onboard.”

 

The Body

Once the pleasantries are done, you can get right into the body of your new customer welcome letter. Start with a brief introduction of your accounting firm, the services it will provide, and how you play a part. You can then follow up with important contact information and a brief reassuring sentence or paragraph.

 

Closing 

The final part of the letter is a closing salutation, such as Yours Truly, Best Regards, Regards Sincerely, etc. The closing must also have your signature, full name, and designation. This helps in personalizing the letter further. The placement of your signature matters, too. It should be in between the closing and your name.

 

Free Downloadable Template for Your Client Welcome Letter

Our goal is to ensure you have the easiest time managing your clients possible. Although you can draft a new client welcome letter, we have a downloadable template to help you save time and effort. 

Download your free template here

 

BONUS: Simplify Your Accounting Workflows with This Free Resource

If you’re looking for simple workflow templates to stay on top of your projects and tasks for clients, access our collection of customizable accounting workflow templates here. This free resource includes a ton of the most popular accounting templates including monthly bookkeeping, weekly accounting analysis, client onboarding procedures, and common tax return forms.

 

Sometimes, you chase clients and spend a lot of effort and money looking to win their business. When your firm finally gets that new client, you want to have a system in place to collect information to onboard them quickly and easily. 

That’s where a good client intake form comes in.

This article sheds more light on what a client intake form is, the benefits of having one, and how you can create it for your business.

What is a Client Intake Form?

A client intake form is a data collection form that allows accounting businesses to collect information about their new clients during the onboarding process. Think of it as a questionnaire that helps you better understand your new accounting clients, from their primary business activity and type of entity to their revenues and tax status.

Benefits of Having a Client Intake Form for New Accounting Clients

Having a client intake form for new accounting clients is about more than automating and organizing an admin task. It comes with several benefits.

Collect Vital Client Information

A well-designed client intake form provides you with all the information you need about your new client and their business in one place. That means no more searching through file folders for things like a client’s direct phone number, business structure, or method of accounting. Or even worse, having to make an embarrassing phone call to ask for information you should already know.

Provide High-Quality Services

We all know the excitement of obtaining a new client and the increase in revenue they bring. But can you retain them? Customer retention is just as important as acquisition. It is less expensive to retain customers than to bring in new ones. According to studies, acquiring a new client will cost you about 5% to 25% more than retaining an existing one. 

There is no better way to retain a client than to understand their needs and give them exactly what they are looking for, and more. That can range from tax planning and ensuring their tax returns are in order to providing impeccable bookkeeping services. 

The client intake process provides more information and insights about new clients’ accounting status and needs. Now you can identify their specific accounting needs and strategize how to meet them, like meeting tax deadlines, closing periods on time, and ensuring nothing in their accounting process falls through the cracks.

Make Your Accounting Firm Look Good

Positive first impressions are not just for first dates. In the business world, the first interaction with your client matters. You want to make a great and lasting impression with clients looking for your accounting services. 

A seamless onboarding process for new clients can set the tone for a budding relationship. It shows the high level of organization your firm has. It also shows clients how serious you are about knowing and understanding their business. When the process is user-friendly, it assures your clients that you will not take up much of their precious time. 

How to Create a New Client Intake Form

First, you have to decide how you will create your client intake form. You can build a basic one yourself using Word, Excel, Spreadsheets, or Google Docs. Alternatively, you could use a template found online (like the one you’ll find in the next section of this article). 

If you are looking for something more sophisticated for your firm and know your way around programming or have a programmer, you can create one from scratch. It might be time-consuming and expensive. However, it lets you build your preferred functionalities and designs. 

The next step is laying it out. For an accounting client, your intake form layout could include sections such as:

• Contact information: Collect the primary contact information for the personnel in charge of the business, including their email address, phone number, fax, and preferred contact method.
• Company information: Document the business name, primary activity, registration date, and business address. Other details to get are the principal banker and details of the CPA and accounting firm if any. Don’t forget to ask about the entity type. Is the business a sole proprietorship, LLC, C-corporation, or partnership?
• Accounting data questions: Be sure to include whether they already have accounting software like QuickBooks set up for bookkeeping. What is their accounting method, accrual or cash basis? When is their year-end? Do they have payroll software? How many bank accounts and credit cards? What about the volume of their transactions? 
• Accounting needs: Capture what accounting services the client needs from your firm. It could range from payroll services to inventory management, vendors, basic bookkeeping, account reconciliations, and preparation of financial statements. 

Remember that a new client intake form needs to be user-friendly and straight to the point with no filler questions. Sometimes that’s easier said than done. A long and tedious form could lead to a frustrated new client.

On the other hand, a shallow intake form collects too little information, leaving you grasping at straws. You certainly don’t want to spend the rest of your day or week fishing for accounting information you could have gotten on the intake form. 

Free Downloadable Template for Your Client Intake Form

It might be impossible to create a new client intake form for every individual client you onboard. It is even harder to create one from scratch. However, you can customize a template and still manage to gather enough relevant details from all clients. Our free downloadable template allows you to collect accounting clients’ basic and necessary information: 

Download your client intake form here 

Tools to Make the Intake Process Completely Digital

It only makes sense to digitize your client intake process to avoid paper records that can be easily lost. This also makes the onboarding process more seamless for your clients. 

There are several tools to use to make the process digital. One option is using a workflow solution like Google Forms or Typeform to collect the data. Another way to digitize the process is by embedding the intake form on your firm’s website and allowing prospective clients to fill it out online. 

Finally, an online message box or prefilled instant messages of the intake process can help save clients from unanswered phone calls and emails. 

Need Help Managing Your New Client Workflows?

Check out Jetpack Workflow. Our tools help to simplify your accounting firm’s operations by gathering vital client information, delegating work to staff, and keeping track of client deadlines. 

 

 

With Jetpack Workflow, you can quickly and easily import client information, one-time and recurring projects and tasks, monitor workflows, and much more.