How to Switch Accountants in the UK Without Missing Deadlines

Before moving, list open deadlines for accounts, Corporation Tax, Self Assessment, VAT, payroll, confirmation statements, and Companies House filings. Switching during a deadline week is possible, but riskier.

Your new accountant will usually write to the previous accountant for professional clearance and handover information. This can include accounts, tax computations, tax references, software access, and details of any unresolved matters.

Confirm who controls Xero, QuickBooks, FreeAgent, payroll software, Companies House authentication codes, HMRC agent authorisation, and bank feed access. Poor access handover is the most common switching friction.

A switch can happen at any time, but avoid an ambiguous handover during payroll, a VAT deadline, an open transaction or the final weeks before accounts and tax returns are due. Decide in writing which firm completes every live task and who answers an HMRC or Companies House query during the transition.

Check the existing engagement letter for notice, outstanding fees, data-return and termination terms. Appoint the new firm subject to satisfactory checks before creating a gap in representation.

Use one list covering entity names, tax references, filing dates, payments, elections, claims, losses, open correspondence and advice that affects future returns. Mark the owner and status of each item. Professional clearance correspondence supports the process but does not replace your own control list.

Confirm who owns each software subscription and administrator account. Export a full backup where the platform permits, retain attachments and lock completed periods. Transfer bank-feed authority and app integrations through supported routes; do not share personal banking or HMRC passwords.

Treat Companies House authentication codes, personal codes and client data as sensitive. Use the appropriate agent and user permissions, then remove the old firm after the new access has been tested and retained records are complete.

Hold a kickoff that reviews the deadline register, opening balances, tax estimates, software access and unanswered questions. Ask the new accountant to confirm what was received and identify missing items in writing rather than assuming silence means the handover is complete.

Compare the first payroll, VAT return or management report with the previous period. Resolve opening differences immediately; otherwise they can flow into the first year-end accounts under the new firm.

Once the new firm confirms access, remove authorisations and user accounts no longer needed, redirect official correspondence, settle or dispute final fees under the engagement terms and retain the old firm’s final invoice and data-delivery record. Tell key internal staff who now approves filings and where records should be sent.