OND’G - Disengagement - October 2024

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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

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
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
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
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 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
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!)
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

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