Changing bookkeepers feels like a big project, but in practice it mostly comes down to a good handover. Here’s what makes the difference between a smooth switch and a messy one, plus a checklist you can use.
How do you know it’s time to switch?
Many founders stay with a bookkeeper longer than they should. Signs it’s time for a change:
- your numbers are months behind and you never know exactly how much money you have available;
- you get invoices after the fact for hours you weren’t expecting;
- you have to chase tax returns and deadlines yourself;
- your company is growing, say with staff, a holding company or investors, and your bookkeeper isn’t keeping up.
When is the easiest time to switch?
The easiest moment is straight after a period has been closed. That way it’s clear who did what, and your new bookkeeper starts with a clean slate.
| Moment | Advantage | Watch out for |
|---|---|---|
| After the year-end close | Cleanest start: new financial year, closed balance sheet | The old bookkeeper still finishes the annual accounts and the tax return |
| After a VAT quarter | Quick to arrange, a clear cut-off | Agree who files the return for the past quarter |
| Mid-quarter | Can start straight away | Put responsibility for the current return in writing |
What do you need from your old bookkeeper?
First, check the notice period in your contract. Then ask for an export of your books. Your records belong to you, and a bookkeeper should hand them over without any fuss.
Also ask specifically about anything still in progress, such as an objection, a payment arrangement or an unanswered query from the Belastingdienst. None of this shows up in a general ledger export.
How do you make sure nothing slips through the cracks?
Most problems during a switch come down to responsibility: a tax return that each side assumed the other was filing. So put in writing up to which date your old bookkeeper is responsible and from when the new one takes over. For example:
- the VAT return for the last quarter;
- the payroll tax return for the last month, if you have staff;
- the annual accounts and the corporate or personal income tax return for the previous year.
We coordinate all this with your previous bookkeeper.
Use the switch to tidy up
A new bookkeeper looks at your books with fresh eyes. It’s the ideal moment to write off old outstanding items, sort out the shareholder current account and clean up your general ledger. From then on, you work with books that add up and are updated every day.
How long do you need to keep your old records?
Seven years. That’s the statutory retention period for tax purposes in the Netherlands, and it still applies when you change bookkeeper or software. Keep your own copy of the export of your old records, rather than relying on a software account you’re about to cancel.
How long does a switch take?
If the export is complete, usually less than a week. Most of the work goes into importing the history, connecting your bank account and checking the opening balance. After that, you carry straight on with up-to-date bookkeeping and your own dashboard.
At Matching Numbers, onboarding and migrating your existing records are included in the monthly price. No setup fees. See our pricing or read how we handle your bookkeeping.
Sources
- Belastingdienst, Keeping your records: 7 or 10 years (in Dutch)
— Kasper
