Guides
6 min read
How to Switch Bookkeepers Without Losing a Month
A step-by-step plan for changing bookkeepers in Australia: when to switch, what to ask for, and how to keep BAS and payroll running the whole way through.
Most business owners put off changing bookkeepers for months, sometimes years. Not because they’re happy, but because switching feels risky: what if a BAS is missed, payroll breaks, or the new person has to start from scratch?
The good news is that a switch done properly takes a few weeks of light effort from you, and nothing falls through the cracks. Here’s the exact process we run with new clients.
Quick answer: pick a clean cut-over date (end of a month or quarter), give your new bookkeeper access to your accounting file, nominate them as your BAS agent with the ATO, and ask your old bookkeeper for a short handover pack. Most switches are complete inside one month.
Signs it’s time to switch
Your numbers are always a month or more behind. If you can’t see last month’s profit until halfway through this month, decisions are being made blind.
BAS is a scramble every quarter. Late questions, last-minute lodgements and surprise GST bills are a sign the file isn’t being kept current.
You get data entry, not answers. A good bookkeeper should be able to tell you why margin moved, not just that the bank is reconciled.
Your accountant keeps sending the file back. Year-end adjustments and journal clean-ups cost you twice: once in fees and once in time.
Step 1: pick a clean cut-over date
The easiest switch happens at the end of a month, and the cleanest at the end of a BAS quarter. That gives both bookkeepers a clear line: everything before the date is the old bookkeeper’s responsibility to finish, everything after is the new team’s.
If you’re mid-quarter and unhappy, don’t wait. Your new bookkeeper can review the quarter to date before the BAS is prepared, so nothing gets lodged without a second set of eyes.
Step 2: give your new bookkeeper access
Invite them into your Xero, MYOB or QuickBooks file with adviser or standard access. This takes two minutes and you stay the owner of the file the whole time. Our guide on giving your bookkeeper Xero access walks through it click by click.
Step 3: nominate them as your BAS agent
To lodge on your behalf, a registered BAS agent needs to be linked to your business with the ATO. You confirm this once through Online services for business, and it replaces the old nomination. See how to nominate Equilo as your BAS agent.
Step 4: request a handover pack
A professional bookkeeper will hand over without fuss. Ask for:
Item | Why it matters |
|---|---|
Reconciliation status by bank account | Shows exactly where to pick up from |
Copies of lodged BAS for the last 12 months | Confirms what’s been reported to the ATO |
Payroll settings, pay items and leave balances | Keeps pay runs and STP reporting accurate |
Open supplier bills and customer invoices | Avoids double payments or missed debtors |
Bank rules, recurring bills and app connections | Saves rebuilding automations from scratch |
Any known issues or adjustments | No surprises at year end |
Step 5: run the first month together
In the first month, your new bookkeeper should review the file, tidy the chart of accounts, fix bank rules and flag anything odd. At Equilo, onboarding and any backlog clean-up are included in your fixed fee, so there’s no surprise bill to get you up to date.
What you don’t need to worry about
Losing your history. Your accounting file stays yours. The new bookkeeper works in the same file.
Payroll going wrong. Pay runs continue on the same schedule. The handover pack covers pay items and leave.
Awkward conversations. A short email giving notice and asking for the handover pack is all that’s needed.
Ready to switch?
We handle the handover for you. Answer three questions to get your fixed monthly quote in 60 seconds, or read what a bookkeeper costs in Australia first.