One of the questions we hear most frequently from prospective clients is some version of: "I'd love to switch, but won't it be a nightmare?" The honest answer is that it usually isn't. The accountancy profession in the UK has a long-established protocol for handovers between firms, and when it is run properly the disruption to the client is minimal. The real friction is usually the client's own fear of the transition, not the transition itself.
This is the step-by-step process we run for every new client who is moving to PushDigits from another firm. Treat it as a checklist; if you have ever wondered what actually happens, this is it.
Step 1: The Discovery Conversation (30 minutes)
The starting point is a short, no-cost conversation — usually 30 minutes by video or phone. The objective is to understand the structure of your business, your current pain points, and whether we are the right firm for you. Sometimes the honest answer is no, in which case we will say so and recommend a different route. Where there is a fit, we move to step two.
Step 2: The Proposal and Engagement Letter
Within a few working days of the discovery call you will receive a written proposal. It will set out:
- The exact scope of services to be provided.
- The deliverables and frequency (e.g. monthly management accounts, quarterly VAT returns, annual statutory accounts).
- The fixed monthly fee covering all of the above.
- Any items expressly outside the scope (e.g. ad-hoc advisory work, specialist tax claims).
If you accept, you sign an engagement letter and complete our anti-money laundering identification — a regulatory requirement for every ICAEW firm, not a bureaucratic invention.
Step 3: Professional Clearance
This is the part that worries clients most and matters least. We write to your previous accountant — formally referred to as the "outgoing firm" — requesting professional clearance. This is a standard letter that asks two things: are there any professional reasons we should not act, and please provide handover information.
You do not need to manage this step. You do not need to have an awkward conversation with the outgoing firm in advance, although many clients prefer to give them a heads-up out of courtesy. Most outgoing firms respond promptly, professionally, and without rancour. It is a normal part of professional life.
Step 4: Authority Letters and HMRC Agent Authorisation
Parallel to professional clearance, we put in place the technical authorities we need to act for you:
- HMRC 64-8 agent authorisation — covering corporation tax, PAYE, VAT, and any other heads relevant to your business. This is now largely a digital process and typically clears within a week.
- Companies House authentication if you need us to file confirmation statements and accounts directly.
- Software access — typically adding us as a Xero or QuickBooks advisor, and migrating the subscription billing to our partner account if desired.
Step 5: Data Migration and Health Check
Once we have access to your historic records, our team runs a structured health check. This is one of the highest-value moments in the onboarding because it almost always surfaces things the previous firm had missed — incorrectly coded transactions, balance sheet items that have drifted, VAT periods with unresolved errors, or open advisory points that were never closed out. We share the findings with you in writing and recommend a remediation plan.
Step 6: The Onboarding Meeting
We hold a structured onboarding meeting with your named client manager and a partner. The agenda covers communication preferences, calendar reminders for key deadlines, planning meeting cadence, and the immediate priorities for the first ninety days of the engagement.
Step 7: Steady-State Operations
From the end of the first month, the relationship is in steady state — your bookkeeping is current, your filings are tracked, your planning meetings are scheduled, and you have a named contact for every question. Most clients describe the relief of finally being able to stop chasing their accountant as the single biggest benefit of switching.
How Long Does the Whole Thing Take?
From first conversation to a fully operational engagement, the typical timeline is two to four weeks for a UK limited company without unusual complexity. Group structures, international elements, or unresolved compliance issues with the previous firm can extend that, but those are exceptions rather than the rule.
If you would like to start the conversation, you can book a discovery call directly, or read more about our service structure on the services page.