OND’G - Disengagement - October 2024 | Financial Cents Templates

About this template

This Disengagement workflow ensures a respectful client and firm experience for rehoming clients. Here is a video on implementing the Disengagement template. Ensure you test it before using it on live clients, check that the roles are working for you, look at descriptions to vet for fit for your firm, and customize the automated email template and tags. https://www.loom.com/share/b0235dd4d7494e78ac6d4da689fe37cc?sid=266918ec-c25d-455a-b9f1-db70a413dd3f

Work type: Admin

Location: United States

Client industry: Generic

Version: 3 (Latest)

This template includes

58 tasks
3 client tasks
Resources

	Client Disengagement Tasks Client Tasks
	Please sign our disengagement contract
	Please pay these last outstanding invoices

Client Disengagement Tasks Client Tasks

Please sign our disengagement contract

Please pay these last outstanding invoices

	Disengaging Admin Tasks
	Dis-engagement contract sent	Admin
	Outstanding balances paid	Admin

Disengaging Admin Tasks

Dis-engagement contract sent

Admin

Outstanding balances paid

Admin

	What Is Happening With The Client And Their Applications?
	Every Single Situation Is Different So Track Which Of These Situations Apply And Act Accordingly To Share Reports And Workflows, Rehome Apps	Admin

What Is Happening With The Client And Their Applications?

Every Single Situation Is Different So Track Which Of These Situations Apply And Act Accordingly To Share Reports And Workflows, Rehome Apps

Admin

	Complete Client Work
	Final transactions published or completed	Bookkeeper
	Clear bank feeds	Bookkeeper
	Reconcile	Bookkeeper
	File taxes	Bookkeeper
	Is there other work to be done?	Bookkeeper
	Final payroll run	Bookkeeper
	Other work?	Bookkeeper

Complete Client Work

Final transactions published or completed

Bookkeeper

Clear bank feeds

Bookkeeper

Reconcile

Bookkeeper

File taxes

Bookkeeper

Is there other work to be done?

Bookkeeper

Final payroll run

Bookkeeper

Other work?

Bookkeeper

	Payroll Tasks
	Payroll Considerations
	Calendarize to reactive payroll or instruct client to make sure this is done (there will be a charge)
	Produce T4s
	Cancel payroll

Payroll Tasks

Payroll Considerations

Calendarize to reactive payroll or instruct client to make sure this is done (there will be a charge)

Produce T4s

Cancel payroll

	Manager File Review
	Confirm Reconciliation Statements have Been Uploaded	Admin
	Review QBO Overview Module	Reviewer
	All bank feeds cleared for previous period
	Reconciliations completed for previous period
	No unusual uncleared transactions
	General Review	Reviewer
	Check for large purchases that may be fixed assets - duplicate transaction numbers and transactions with no name associated
	Vendors and Customers. Check for duplicates and run a quick general review
	Review Undeposited Funds	Reviewer
	Check to see if there are Undeposited Funds" by clicking the "+" sign in QBO and selecting "Bank Deposit
	Bank Feed Review	Reviewer
	Review last dates accounts reconciled.
	Review the bank feed for open transactions - sort by oldest date. There should be no old uncleared transactions that may have come in post-reconciliation.
	Open AP, AR and Un Deposited Funds to review for transactions that should have cleared bank feeds and may not have.
	Balance Sheet Review	Reviewer
	Accounts in their expected position?
	Due to/from Shareholders - Owners Equity reasonable?
	Prepaids reasonable?
	Current liabilities reasonable (short term loans...)?
	Sales tax current?
	Verify General Ledger and Statement Ending Balances	Reviewer
	Open GL report and set start and finish dates as the last day of the previous month
	Open BS report and set start and finish dates as the last day of the previous month
	Open rec reports for overview accounts
	Open statements for bank/credit card/merchant accounts (overview accounts being fetched)
	Run down the GL to ensure it matches the BS
	Ensure the rec report ending balances match the statements and the GL/BS
	AR Review	Reviewer
	Negative balances to be reviewed?
	Aging over 60-90 days?
	AP Review	Reviewer
	Negative balances to be reviewed?
	Aging over 60-90 days?
	P&L Review	Reviewer
	Any un-categorized transactions?
	Automobile expenses being treated correctly?
	Meals & Entertainment Reasonable?
	Travel & Conferences Reasonable?
	Other income or expenses coded correctly?
	Products & services review - tracking to reasonable accounts (use P&S report - add income accounts)?
	Class tracking review.
	Job costing review.
	Unbilled transactions review.
	Income/expenses reasonable to comparative period?
	Roll through Book Review in QBO to check for anomalies - mark as done	Reviewer

Manager File Review

Confirm Reconciliation Statements have Been Uploaded

Admin

Review QBO Overview Module

Reviewer

All bank feeds cleared for previous period

Reconciliations completed for previous period

No unusual uncleared transactions

General Review

Reviewer

Check for large purchases that may be fixed assets - duplicate transaction numbers and transactions with no name associated

Vendors and Customers. Check for duplicates and run a quick general review

Review Undeposited Funds

Reviewer

Check to see if there are Undeposited Funds" by clicking the "+" sign in QBO and selecting "Bank Deposit

Bank Feed Review

Reviewer

Review last dates accounts reconciled.

Review the bank feed for open transactions - sort by oldest date. There should be no old uncleared transactions that may have come in post-reconciliation.

Open AP, AR and Un Deposited Funds to review for transactions that should have cleared bank feeds and may not have.

Balance Sheet Review

Reviewer

Accounts in their expected position?

Due to/from Shareholders - Owners Equity reasonable?

Prepaids reasonable?

Current liabilities reasonable (short term loans...)?

Sales tax current?

Verify General Ledger and Statement Ending Balances

Reviewer

Open GL report and set start and finish dates as the last day of the previous month

Open BS report and set start and finish dates as the last day of the previous month

Open rec reports for overview accounts

Open statements for bank/credit card/merchant accounts (overview accounts being fetched)

Run down the GL to ensure it matches the BS

Ensure the rec report ending balances match the statements and the GL/BS

AR Review

Reviewer

Negative balances to be reviewed?

Aging over 60-90 days?

AP Review

Reviewer

Negative balances to be reviewed?

Aging over 60-90 days?

P&L Review

Reviewer

Any un-categorized transactions?

Automobile expenses being treated correctly?

Meals & Entertainment Reasonable?

Travel & Conferences Reasonable?

Other income or expenses coded correctly?

Products & services review - tracking to reasonable accounts (use P&S report - add income accounts)?

Class tracking review.

Job costing review.

Unbilled transactions review.

Income/expenses reasonable to comparative period?

Roll through Book Review in QBO to check for anomalies - mark as done

Reviewer

	Export Reports
	Trial Balance	Bookkeeper
	Accounts Payable	Bookkeeper
	Accounts Receivable	Bookkeeper
	Balance Sheet	Bookkeeper
	Profit and Loss - Last Seven Years (This year only if all others have been run and stored)	Bookkeeper
	Payroll reports including T4s	Bookkeeper
	Final Reconcilations for each account	Bookkeeper
	Review/upload General Ledger	Bookkeeper
	Other:	Bookkeeper

Export Reports

Trial Balance

Bookkeeper

Accounts Payable

Bookkeeper

Accounts Receivable

Bookkeeper

Balance Sheet

Bookkeeper

Profit and Loss - Last Seven Years (This year only if all others have been run and stored)

Bookkeeper

Payroll reports including T4s

Bookkeeper

Final Reconcilations for each account

Bookkeeper

Review/upload General Ledger

Bookkeeper

Other:

Bookkeeper

	Export Lists
	Clients	Admin
	Vendors	Admin
	Products and Services	Admin
	Chart of Accounts	Admin
	Bank Rules	Admin

Export Lists

Clients

Admin

Vendors

Admin

Products and Services

Admin

Chart of Accounts

Admin

Bank Rules

Admin

	Other Tasks
	You can filter and "batch export" many things in QBO	Admin
	AR payments received
	Estimates
	Credit Notes
	Purchase Orders
	AP payments made
	Statements
	Attachments

Other Tasks

You can filter and "batch export" many things in QBO

Admin

AR payments received

Estimates

Credit Notes

Purchase Orders

AP payments made

Statements

Attachments

	Getting The Apps Ready
	App disconnection best practices	Admin
	Disconnect all apps from QBO	Admin
	Cancel/rehome Dext/Hubdoc	Admin
	Rehome or cancel payment processor such as Plooto, Melio...	Admin
	Manage shared folder (GDrive, Sharefile...) access and getting info and docs to client	Admin
	Any others?	Admin

Getting The Apps Ready

App disconnection best practices

Admin

Disconnect all apps from QBO

Admin

Cancel/rehome Dext/Hubdoc

Admin

Rehome or cancel payment processor such as Plooto, Melio...

Admin

Manage shared folder (GDrive, Sharefile...) access and getting info and docs to client

Admin

Any others?

Admin

	Getting QBO Ready
	App disconnection best practices	Admin
	Disconnect all apps from QBO	Admin
	Discontinue automated report emails	Admin
	Discontinue AR BCC'g to Dext/Hubdoc/your email	Admin
	Delete recurring transactions	Admin
	Un-automate bank rules and/or delete bank rules	Admin
	Rehome or cancel QBO subscription	Admin
	*Repeat as necessary (good luck with this one!)

Getting QBO Ready

App disconnection best practices

Admin

Disconnect all apps from QBO

Admin

Discontinue automated report emails

Admin

Discontinue AR BCC'g to Dext/Hubdoc/your email

Admin

Delete recurring transactions

Admin

Un-automate bank rules and/or delete bank rules

Admin

Rehome or cancel QBO subscription

Admin

*Repeat as necessary (good luck with this one!)

	Client To Remove Your Firm As A User Client Tasks
	Please remove us as a user from your QBO account

Client To Remove Your Firm As A User Client Tasks

Please remove us as a user from your QBO account

	Wrapping It All Up
	Best practice note	Admin
	Change all shared folder access to view/download-only access	Admin
	Give the client or new accounting professional view/download-only access to the "close out folder"	Admin
	Give client a deadline for picking up the items from the folder	Admin
	Confirm they have downloaded all necessary items	Admin
	Send farwell-thank you email confirming you are all wrapped up	Admin
	Close out access to folders	Admin
	Remove password details from password manager app and/or practice management vault	Admin

Wrapping It All Up

Best practice note

Admin

Change all shared folder access to view/download-only access

Admin

Give the client or new accounting professional view/download-only access to the "close out folder"

Admin

Give client a deadline for picking up the items from the folder

Admin

Confirm they have downloaded all necessary items

Admin

Send farwell-thank you email confirming you are all wrapped up

Admin

Close out access to folders

Admin

Remove password details from password manager app and/or practice management vault

Admin