Client Onboarding? Start Here.
Client Onboarding Starts with a Clean Chart of Accounts
When you land a new client, it’s tempting to dive straight into the work. You want to impress, deliver quick wins, and show them they made the right choice in hiring you.
But before you touch a single transaction… pause.
The real first step of onboarding isn’t reconciling their accounts or setting up automations.
It’s cleaning up their Chart of Accounts.
Why the Chart of Accounts Matters So Much
Think of the Chart of Accounts (COA) as the backbone of their bookkeeping system. It’s the list that organizes every dollar coming in and going out.
If that list is messy—full of duplicates, vague categories, or accounts they haven’t used since 2014—it doesn’t matter how well you reconcile. Your reports will still be confusing.
A clean Chart of Accounts sets you (and your client) up for:
Accurate financial reporting
Smoother categorization going forward
Easier month-end and year-end closes
Less “What is this?” back-and-forth down the line
It’s like organizing the kitchen before you start cooking. Yes, it takes a little time upfront—but it saves hours (and headaches) later.
Common Red Flags You’ll See in a New Client’s COA
Every bookkeeper has seen it: a COA that’s grown wild over the years. Here are a few classic warning signs:
Too many accounts: Every new vendor or expense got its own line item.
Vague labels: “Miscellaneous” and “Other Income” holding way too much weight.
Duplicates: “Office Supplies” and “Supplies - Office.”
Personal expenses hiding in business categories.
Old accounts that haven’t been used in years, but no one’s archived or merged them.
Your job is to simplify, clarify, and structure it in a way that actually supports the business.
Your Cleanup Game Plan
Here’s a straightforward process I recommend before you do anything else with a new client:
Export their existing Chart of Accounts
Start with a clean export so you can see everything in one place—categories, types, and any notes.Highlight duplicates, unused accounts, and vague labels
Be ruthless here. Anything that doesn’t have a clear purpose gets flagged.Ask smart questions
Instead of guessing, ask your client what certain accounts were used for. Half the time, they’ll say, “Oh, we don’t use that anymore,” and you can archive it on the spot.Standardize naming conventions
Consistency is key. Decide how you’ll name accounts going forward (e.g., always “Supplies - [Type]” or “[Type] Supplies”), and stick with it.Align with tax categories and reporting needs
A clean COA doesn’t just look pretty—it should make tax time easier and align with how your client actually runs their business.Get sign-off before making big changes
Especially for legacy businesses, get the client’s blessing before merging or archiving accounts. It builds trust and avoids confusion later.
Set Expectations Early
During onboarding, explain to your client why you’re spending time on their Chart of Accounts first. Most clients won’t know what it is, let alone why it matters.
Use plain language, like:
“Before we get into the books, I want to clean up the structure behind them. That way, everything we do going forward is clear, consistent, and easy to understand—for both of us.”
This positions you as the expert and builds confidence from day one.
Bonus: Build Your Own “COA Template”
Once you’ve done this a few times, you’ll start to see patterns. Most service-based businesses, for example, need a similar structure.
Create a few go-to templates you can customize for different industries. It makes onboarding faster, keeps your work consistent, and sets a professional standard clients will love.
Final Thoughts
Client onboarding isn’t just about setting up systems—it’s about laying a solid foundation.
And that foundation starts with a clean Chart of Accounts.
If you skip this step, you’ll spend the rest of the engagement untangling messy reports and confusing categorizations. But if you do it first, everything else falls into place more smoothly.
Ready to Streamline Your Client Workflows?
If you want step-by-step checklists, templates, and onboarding tools that make this entire process 10x easier, check out my QuickBooks Beginner’s Guide. It’s the perfect companion for new bookkeepers ready to set clear systems from day one.
