How quickly can I change accountants?

If you’ve made the decision to move to a new accountant, one of the first questions that comes to mind is often: “How quickly can I change accountants?”

The good news is that changing accountants is generally a straightforward process. It doesn’t have to wait until your year-end or the completion of a particular tax period. You can switch at almost any point in the year. As for how quickly it happens — the answer typically ranges from a few days to a few weeks, depending on how smoothly the handover goes.

Let’s explore how the process works and what affects the timeline.

Is There a Set Timeframe?

There’s no legal minimum or maximum time it takes to change accountants. In many cases, the process can be completed within 1 to 4 weeks — sometimes even faster if everyone involved responds promptly.

The speed mainly depends on:

• How quickly your current accountant provides your records

• Whether there are outstanding fees or unresolved work

• How responsive both accountants are during the transition

• Whether you already use cloud accounting software or paper-based records

What’s the Typical Process?

1. Choose Your New Accountant

The process starts the moment you agree terms with your new accountant and sign an engagement letter.

2. Complete Onboarding Requirements

This includes providing:

• Proof of identity (passport, driving licence)

• Proof of address (recent utility bill or bank statement)

• Company details (registration number, VAT number, PAYE details)

Your new accountant also sets up agent authorisations with HMRC or relevant tax bodies so they can act on your behalf.

3. Notify Your Old Accountant

You’ll need to inform your current accountant that you’re leaving. This is usually done in writing — a polite email or letter suffices. Some engagement letters specify a notice period (often 30 days), but not all do.

4. Professional Clearance Letter

Your new accountant sends a professional clearance letter to your outgoing accountant. This is a standard step asking for:

• Any professional reasons not to accept the client (a formality)

• A transfer of records, documents, and information

• Confirmation of the current accounting position, including any unfinished work

5. Transfer of Records

Your outgoing accountant prepares and sends the necessary records. This often includes:

• Financial statements

• Tax returns

• VAT reports

• Payroll data

• Bookkeeping files (if they handled your books)

• Any open correspondence with tax authorities

6. New Accountant Takes Over

Once the records are received, your new accountant picks up where the previous one left off — continuing bookkeeping, VAT submissions, payroll, or tax filings.

How Long Does Each Step Take?

Here’s a rough guide to typical timeframes:

StepEstimated TimeChoosing and signing upSame day to a few daysOnboarding checks (ID, forms)1–3 daysNotifying old accountantSame dayProfessional clearance letterSent within 1 dayRecord transfer3–14 days (varies)Setup with new accountant1–3 days after records arrive

In the smoothest cases, it can take as little as a week. More often, it’s around 2–3 weeks. If the old accountant delays sending records or if there are outstanding disputes (e.g., unpaid fees), it can stretch to 3–4 weeks.

What Speeds It Up?

• Cloud Accounting: If you use platforms like Xero, QuickBooks, or FreeAgent, most of your bookkeeping data is already accessible and can be transferred almost instantly by changing user permissions.

• Organised Records: Having your own copies of tax filings, VAT returns, payroll summaries, and financial statements speeds things up.

• Prompt Notice: Informing your old accountant promptly keeps things moving.

• No Outstanding Fees: If there are no unpaid invoices with the old accountant, they are less likely to delay releasing records.

What Slows It Down?

• Delays from the Old Accountant: Sometimes, outgoing accountants take time to prepare and send records, especially during busy periods like tax deadlines.

• Disputes: If there are unpaid fees or disagreements over work, this can cause delays.

• Paper-Based Systems: If the previous accountant still uses manual records or desktop-based software, the transfer can take longer.

• Complex Handover: If your affairs are complex — multiple companies, VAT groups, or international elements — it might take extra time for both accountants to ensure a full and accurate handover.

Do I Have to Wait Until Year-End or Tax Deadlines?

No. You can change accountants at any point in the year. There’s no requirement to wait for:

• Year-end accounts to be filed

• VAT quarter to end

• Payroll year-end

• Tax returns to be completed

However, some people prefer to switch after key deadlines to make the handover tidier — but it’s entirely optional.

What Happens During the Transition?

Your new accountant can often start working immediately on forward-looking tasks, like bookkeeping, VAT returns, or payroll. They don’t always need to wait for every historic document from the old accountant to get started.

For ongoing tasks, your new accountant may reconstruct records using bank feeds, software data, and client-provided information if there’s a delay with the old accountant.

Will My Business Be Disrupted?

Rarely. Most transitions are smooth, with no interruption to payroll, VAT submissions, tax filings, or bookkeeping. Your new accountant handles the switch behind the scenes while you continue running your business as normal.

The key is ensuring clarity over who is responsible for any immediate deadlines during the transition period — the old accountant or the new one.

How to Ensure a Smooth and Fast Transition

• Review your engagement letter with the outgoing accountant to check notice periods or terms.

• Notify them in writing as soon as you decide to leave.

• Provide your new accountant with any records you already have to avoid waiting unnecessarily.

• Settle any outstanding invoices promptly.

• Communicate openly about any upcoming deadlines to ensure they’re covered.