New Client Checklist

How to use:
Try using this handy form in your initial meeting with your new client to establish their requirements and help you rec
1. Client Profile: Collect basic information about your client’s business
2. Needs Assessment: Identify which business processes they use
3. QuickBooks Features & Solutions: Based on your needs assessment, specific QuickBooks features will be recom
recommend the appropriate solution
4. Mileage: If your client needs to track mileage, collect their vehicle profile information
5. QuickBooks Onboarding: A checklist to standardize and streamline your firm’s onboarding process for your new Q
6. QuickBooks Self-Employed profile: Collect the additional information you need to set up a new QuickBooks Self-E

New Client/Business Profile

Company profile
Company name (DBA):
Legal name (if different from above):
Industry:
Primary contact name:
Primary phone number:
Primary mobile number:
Primary email:
Company website:
Address: Street, City
Address: State, Zip
Tax entity/Tax form:
FEIN/SSN:
Accounting Method (cash or accural):
Accounting year end:
Year(s) in business:
Current overall accounting solution:
Accounting team members:
Annual gross revenue:
Number of employees: (if applicable)
Affiliated companies: (if applicable)
Any other additional notes or advisories
stablish their requirements and help you recommend the best QuickBooks solution for their needs. The form is divided into six s

specific QuickBooks features will be recommended. Review these and identify any additional features your client will benefit fro

le information
ur firm’s onboarding process for your new QuickBooks Online clients
ou need to set up a new QuickBooks Self-Employed client

Profile information
 solution for their needs. The form is divided into six stages:

entify any additional features your client will benefit from in order to

Additional details/notes
Client Needs Assessment
Talk to your client about their business processes to identify which ones they use, mark them as Yes/No in column B
The Help resources offer further guidance on how QuickBooks supports these business processes.

Assessment category

Sales and accounts receivable

Estimates
Simple invoices (no customer tracking)
Custom invoices (accounts receivable tracking)
Sales receipts
Statements
Sales tax (list states in notes/advisory column)
Price levels
Progress invoicing
Multicurrency
Average number of transactions per month

Expenses and accounts payable

Accrual-based (bills and bill payments)
Approvals
Checks (indicate manual, printed, or both in notes/advisory column)
Credit card expenses
Electronic payments
Loans (list types in notes/advisory column)
Multicurrency
Separation of personal and business expenses in same bank/credit card account
Petty cash expenses
Purchase orders
Track vendors for 1099 reporting
Billable/Reimbursable expenses
Electronic receipt/bill capture
Average number of transactions per month

Employees and payroll

Active workers’ compensation insurance
Number of employees on payroll
Partners/Shareholders on payroll
PTO/Sick/Vacation policy
Retirement plan
Time tracking (indicate vendors, employees, or both in notes/advisory column)
Average number of transactions per month

Other expense-tracking needs

Estimated income taxes
Mileage tracking—if yes, then complete the vehicle profile on the Mileage tab

Other daily operations needs

Inventory tracking—FIFO method
Inventory tracking—other methods (indicate method in notes/advisories)

Industry-specific needs
Asset management
Billable time
Customer Relationship Management (CRM) for sales team
E-commerce/Web-based sales
EDI (electronic data interchange)
Field service
Kitting/Bundled items
Logistics/Distribution/3PL
Manufacturing/inventory assembly
Point of sale/cash register
Shipping and receiving

Specialized application needs (apps)

Accounts receivable collections
Billing: wholesale vs independent
Document cloud storage
Document collection & management
Electronic bill pay
Merchant services/payment processing
Time tracking approval & GPS

Reporting needs
Budgeting
Cash flow forecasting
Consolidated reporting
Customer/Job profitability
Custom fields (text-only)
Custom fields (with formatting and validation)
Monthly financial statements required
Multiple sources of revenue (product lines, revenue streams, departments, partners, etc.)
Project/Job tracking
Reports only access users
Track multiple locations (enter # of locations in notes/advisories column)
Trial balance

Other
Conversion from previous accounting solution
Number of users needed

Total number of transactions per month:

Sales and accounts receivable
Expenses and accounts payable
Payroll
k them as Yes/No in column B.
s processes.

Yes/No Notes/Advisories

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Help resources

When to use Estimates

Simple invoicing in QuickBooks Self-Employed
When to use Invoices
When to use Sales Receipts
When to use Statements
How to set up Sales Tax
When to use Price Rules
When to use Progress Invoicing
Understanding Multicurrency

When to use bills, checks, and expenses

Apps to manage Accounts Payable Approvals
How to write a check
Record an expense
Bill Pay in QuickBooks Online
How to record a loan and its payment
About multicurrency in QuickBooks
Separating personal from business finance
Set up and track Petty Cash
How to use a Purchase Order
How to track 1099 Contractors
How to enter billable expenses
How to use Receipt Capture

Learn about workers’ comp insurance

Add vacation or sick leave policies

Set up retirement deductions and contributions
How to turn on and set up time tracking

Quarterly Estimated Taxes Explained

What Is Mileage Tracking?

What is FIFO and how is it used

Inventory Valuation Method Comparison

Managing assets in QuickBooks

How to turn on and set up time tracking
CRM apps on apps.com
All you need to know about eCommerce Bookkeeping
Apps to manage EDI
Apps to manage field service
Bundles in QuickBooks
Apps to manage 3PL logistics
Apps to manage manufacturing
Apps to manage Point of Sale
Apps to manage shipping

Apps to manage Accounts Receivable

Apps to manage Wholesale Distribution
Apps to manage Document Storage
Apps to manage Document Collection
Apps to manage Bill Pay
Apps to manage Payment Processing
Apps to manage robust Time Tracking

How to create, edit, and manage budgets

Apps for Cash Flow Forecasting
Apps for Consolidated Reporting
Set up and use Projects
Add custom fields to sales forms and purchase orders
Custom fields in QuickBooks Online Advanced
Managment Reports
When to use Classes and Locations
Set up and use Projects
Types of users
When to use Classes and Locations
What is a Trial Balance?

Convert from QuickBooks Desktop to Online

Multiple Users in QuickBooks
 QuickBooks Online Features and Solutions

1. The needs you identified in the previous section automatically appear next to the related QuickBooks Online feature in Column A
2. Identify any additional features your client will benefit from in Column B
3. Cross-check the features needed against the five subscription columns on the right to decide which subscription is best for their business needs. The “
description of each subscription level at the bottom of the sheet)

Recommended features Additional

from Needs Assessment features required

0
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 QuickBooks Online Features and Solutions

ous section automatically appear next to the related QuickBooks Online feature in Column A
client will benefit from in Column B
ainst the five subscription columns on the right to decide which subscription is best for their business needs. The “x” shows what is included in each subscription. (Y
the bottom of the sheet)

Self-Employed Simple
Start

1 1
Number of users
Estimated taxes (Schedule C) x
Simple invoices x x
Separate personal and business expenses x
Mileage tracking x x
Custom invoices x
Sales receipts x
Product & service items x
Estimates x
Sales tax x
Statements x
Convert from QuickBooks Desktop x
Import lists from Excel x
Integrate apps x
Electronic bill payment (fees apply) x
Print checks x
Payroll x
Prepare and file 1099-MISC x
Progress invoicing x
Receipt and bill capture x
Accounts payable
Custom fields
Recurring Transactions
Multicurrency
Delayed charges
Time tracking
Time-tracking-only users
Billable hours
Expenses by customer
Billable expenditures
Class tracking
Customer types
Location tracking
Budgets
Inventory [FIFO]
Price rules
Project tracking
Purchase orders
Reports-only users
Custom user permissions
Complex custom reporting fields
Import invoices
Spreadsheet Sync
Custom Report Builder
Performance Center
Import budgets
Batch-enter invoices, checks, bills, or deposits
Automated approvals and reminders
Restore company data (backup)
Priority support and free training
ded in each subscription. (You can also see a

Essentials Online Online

Plus Advanced

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Vehicle Profile

If your client needs to track mileage, collect their vehicle profile information below. Repeat this for each
vehicle. You can copy and paste the table for as many vehicles as necessary. You need to enter this
information as part of their QuickBooks Online setup process.
Vehicle 1
Vehicle make and model:
Vehicle year:
Ownership status:
Purchase date:
Purchase cost:
Date vehicle placed in service:
Odometer reading:
Vehicle 2
Vehicle make and model:
Vehicle year:
Ownership status:
Purchase date:
Purchase cost:
Date vehicle placed in service:
Odometer reading:
Vehicle 3
Vehicle make and model:
Vehicle year:
Ownership status:
Purchase date:
Purchase cost:
Date vehicle placed in service:
Odometer reading:
QuickBooks Bookkeeping Onboarding Checklist

How to use this checklist:

1. This Client Onboarding checklist will provide you with a project management template to standardize and streamline your firm’s
onboarding process for your new QuickBooks clients
2. You can use this checklist in combination with the Intuit QuickBooks Online Accountant Work Center. Go to the Work Center in
QuickBooks Online Accountant and select the Client onboarding project template. You can then add subtasks and assign them to
team members
3. You may also need to reorder or add additional onboarding tasks based on your specific client’s needs.

Additional resources/tools that can be used in combination with this checklist:

1. Intuit QuickBooks Online Accountant: https://quickbooks.intuit.com/accountants/products-solutions/accounting/online/
2. Ultimate Client Onboarding Guide to QuickBooks Online: https://www.firmofthefuture.com/content-guides/fotf-guide-to-qbo-onboarding/

1. Meet with new client and sign contract

2. Gather new client data and documents

3. Create new QuickBooks Online subscription

4. Set up client’s company information

5. Import lists

6. Set up payroll

7. Customize sales templates

8. Connect apps

9. Connect QuickBooks Payments

10. Connect bank feeds

11. Train your new client for long-term success

12. Set up repeating projects

Additional tasks
Mileage tracking
Add new
QuickBooks Self-Employed Profile
If you have decided that QuickBooks Self-Employed is the best option for your client, then it’s a good idea to capture all the
information you need to get their profiles set up.
Tax profile Profile information Additional details/notes
Marital status:
Are they the head of the household?
Number of dependants:
Personal exemption:
Annual W2 income:
Federal withholding:
Spouse annual W2 income:
Spouse federal withholding:
Standard or itemized deduction amount
Home office sq. ft.
Healthcare profile
What’s their healthcare insurance situation?
Do they contribute to a Health Savings Account (HSA)?
Does an employer contribute to their HSA? If so, how
much?
Do they have a high-deductible health plan (HDHP)?
Who is covered by this HDHP?
What’s their date of birth?
Will they be enrolled in Medicare at any time this year?
Vehicle profile
Vehicle make and model:
Vehicle year:
Ownership status:
Purchase date:
Purchase cost:
Date vehicle placed in service:

Notes/Advisories