Switching to an online accountant should feel like someone taking weight off your shoulders — not adding extra admin to your week. The best onboarding is clear, organised, and built around 2 things: getting you compliant fast, and setting up a simple monthly rhythm so you’re not scrambling at the deadlines.
Here’s how onboarding typically works when you join Asmat & Co — what happens when, what you’ll need to share, and what access is required (and why).
What “online onboarding” actually means
Online doesn’t mean distance. It just means the process is digital-first: calls or video when needed, secure sharing of documents, cloud bookkeeping, and clear checkpoints so you always know what’s next.
If you want to see the types of clients and setups we handle day-to-day, start with Who We Help — it’ll give you an instant sense of where you fit.
The onboarding timeline (what happens in each week)
Every business is different, but a typical onboarding looks like this:
Week 1: Fit check + gather the essentials
This is where you talk through your situation, confirm what you need, and share the key info so we can start moving.
If you’re a sole trader, the setup is usually quicker — see Sole Trader Accounting for the kind of support and structure you’ll be moving onto.
If you run a limited company, onboarding includes year-end context, director payroll/dividends, and company filing deadlines — the Limited Company Accountants page explains the scope.
Week 2: Authorisations + software access
We get the right access in place (HMRC, bookkeeping software, payroll/VAT if relevant) so we can actually do the job properly — file returns, review liabilities, and keep you on track.
If you’re already using QuickBooks (or you want to), onboarding includes setting up the right chart of accounts and bank feeds so the numbers mean something — Quickbooks Accountants is the starting point.
Week 3–4: Clean-up + your “normal monthly routine”
This is where things get calm. We tidy up anything messy, set the monthly process, and agree what you’ll send us (and what you definitely shouldn’t waste time doing).
If you want your numbers to support decisions (not just compliance), this is also where Financial Reports and management reporting can be built into the routine.
What data you’ll need to provide (your onboarding checklist)
You don’t need to send everything you’ve ever done since day 1. You just need to send the right things — so we can take over confidently.
1) Your personal and business basics
Most onboarding starts with:
- Full name, address, date of birth, NI number
- UTR (if you already have one)
- Business details (trade name, start date, what you do, where income is paid)
2) Your most recent records
This depends on your setup, but commonly includes:
- Bank statements for the business account(s)
- Bookkeeping records (software access or spreadsheets)
- Sales invoices and purchase receipts (or a folder/export)
- Details of any loans/finance agreements that affect cashflow
If you want your bookkeeping handled properly from day 1 (and not left to “we’ll sort it later”), this sits under Book Keeping.
3) What applies to you: VAT, payroll, company filings, CIS
We’ll ask only for what’s relevant:
If you’re VAT registered (or close to it):
- VAT number
- VAT quarters
- Recent VAT return copies (if available)
The VAT registration threshold is £90,000 in taxable turnover (rolling 12 months), so if you’re approaching that, we’ll plan early rather than react late. If VAT is part of your setup, it ties into VAT Returns.
If you run payroll:
- PAYE reference
- Payroll frequency (weekly/monthly)
- Employee list and starters/leavers (if any)
- Pension scheme info (if applicable)
Payroll isn’t something you want “almost right”. That’s why onboarding includes clean setup and deadlines from the start — Payroll Services covers what’s included.
If you’re a limited company:
- Company number
- Year-end date
- Previous accounts and returns (if you have them)
- Director payroll/dividend history (if applicable)
Company accounts and deadlines are a big part of the handover, so we’ll confirm what’s due and when, and build a plan around it — Company Accounts is where that sits.
If you’re a contractor/freelancer:
We’ll also cover anything specific to your working pattern, expenses, and compliance. If that’s you, this is worth a look: Contractors.
Access: what you’ll grant (and what you won’t)
A good onboarding doesn’t require you to hand over your whole life. It just requires the right permissions so we can act on your behalf where it matters.
1) Bookkeeping software access
If you use cloud bookkeeping (QuickBooks, etc.), you add us as an accountant user. This lets us:
- reconcile bank feeds
- review transactions
- produce accurate figures
- spot issues early (VAT errors, miscategorised expenses, missing invoices)
2) HMRC authorisation
To file and manage things properly (Self Assessment, VAT, PAYE, Corporation Tax), we need to be authorised as your agent with HMRC. This is standard — and it’s what allows us to submit returns, handle queries, and keep things moving without you being stuck on the phone.
If personal tax is part of your setup, this sits under Tax Return.
3) Companies House context (for limited companies)
For limited companies, we align your statutory accounts and company tax position so the filings don’t clash. The key point here is simple: we get clarity early, so you’re not hit with surprise “urgent” deadlines later.
What you can expect from us during onboarding
You should expect structure and straight answers — not vague “send us everything” messages.
During onboarding, we’ll:
- confirm what’s due next (and what’s overdue, if anything)
- agree the simplest bookkeeping flow for your business
- set expectations on turnaround and communication
- take over the admin-heavy parts so you can focus on running the business
And if you’re the kind of person who just wants to know “what does an accountant actually do for a UK business?”, the blog is worth a read — Blog has practical explanations without the fluff.
Common onboarding delays (and how you avoid them)
Most onboarding doesn’t stall because it’s complicated. It stalls because of 3 predictable issues:
- No HMRC login / missing UTR
Not a dealbreaker — it just adds steps. If you don’t have these ready, we’ll guide you through what to request and what to share. - Mixed business and personal spending
Again, common. We’ll set clear rules so your bookkeeping stays clean going forward. - Backlog that’s been “left for later”
The fix is simple: prioritise what’s due soon, then work backwards in a controlled way. No panic, no pile-on.
Ready to onboard without the hassle?
If you want an onboarding process that’s quick, clear, and built around reducing your admin (not increasing it), start here: Services — or go straight to Contact Us to book a chat and get the ball rolling.
