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 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
 A B C
1 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.
2
The Help resources offer further guidance on how QuickBooks supports these business processes.

3
Assessment category Yes/No Notes/Advisories
4 Sales and accounts receivable
5 Estimates Choose from dropdown
6 Simple invoices (no customer tracking) Choose from dropdown
7 Custom invoices (accounts receivable tracking) Choose from dropdown
8 Sales receipts Choose from dropdown
9 Statements Choose from dropdown
10 Sales tax (list states in notes/advisory column) Choose from dropdown
11 Price levels Choose from dropdown
12 Progress invoicing Choose from dropdown
13 Multicurrency Choose from dropdown
14 Average number of transactions per month Enter number
15
16
Expenses and accounts payable
17 Accrual-based (bills and bill payments) Choose from dropdown
18 Approvals Choose from dropdown
19 Checks (indicate manual, printed, or both in notes/advisory column) Choose from dropdown
20 Credit card expenses Choose from dropdown
21 Electronic payments Choose from dropdown
22 Loans (list types in notes/advisory column) Choose from dropdown
23 Multicurrency Choose from dropdown
24 Separation of personal and business expenses in same bank/credit card account Choose from dropdown
25 Petty cash expenses Choose from dropdown
26 Purchase orders Choose from dropdown
27 Track vendors for 1099 reporting Choose from dropdown
28 Billable/Reimbursable expenses Choose from dropdown
29 Electronic receipt/bill capture Choose from dropdown
30 Average number of transactions per month Enter number
31
32 Employees and payroll
33 Active workers’ compensation insurance Choose from dropdown
34 Number of employees on payroll Choose from dropdown
35 Partners/Shareholders on payroll Choose from dropdown
36 PTO/Sick/Vacation policy Choose from dropdown
37 Retirement plan Choose from dropdown
38 Time tracking (indicate vendors, employees, or both in notes/advisory column) Choose from dropdown
39 Average number of transactions per month Enter number
40

41
Other expense-tracking needs
42 Estimated income taxes Choose from dropdown
43 Mileage tracking—if yes, then complete the vehicle profile on the Mileage tab Choose from dropdown
44

45
Other daily operations needs
46 Inventory tracking—FIFO method Choose from dropdown
47 Inventory tracking—other methods (indicate method in notes/advisories) Choose from dropdown
48

49
Industry-specific needs
50 Asset management Choose from dropdown
51 Billable time Choose from dropdown
52 Customer Relationship Management (CRM) for sales team Choose from dropdown
53 E-commerce/Web-based sales Choose from dropdown
54 EDI (electronic data interchange) Choose from dropdown
55 Field service Choose from dropdown
56 Kitting/Bundled items Choose from dropdown
57 Logistics/Distribution/3PL Choose from dropdown
58 Manufacturing/inventory assembly Choose from dropdown
59 Point of sale/cash register Choose from dropdown
60 Shipping and receiving Choose from dropdown
61

62
Specialized application needs (apps)
63 Accounts receivable collections Choose from dropdown
64 Billing: wholesale vs independent Choose from dropdown
65 Document cloud storage Choose from dropdown
66 Document collection & management Choose from dropdown
67 Electronic bill pay Choose from dropdown
68 Merchant services/payment processing Choose from dropdown
69 Time tracking approval & GPS Choose from dropdown
70
71 Reporting needs
 A B C
72 Budgeting Choose from dropdown
73 Cash flow forecasting Choose from dropdown
74 Consolidated reporting Choose from dropdown
75 Customer/Job profitability Choose from dropdown
76 Monthly financial statements required Choose from dropdown
77 Multiple sources of revenue (product lines, revenue streams, departments, partners, etc.) Choose from dropdown
78 Project/Job tracking Choose from dropdown
79 Reports only access users Choose from dropdown
80 Track multiple locations (enter # of locations in notes/advisories column) Choose from dropdown
81 Trial balance Choose from dropdown
82
83 Other
84 Conversion from previous accounting solution Choose from dropdown
85 Number of users needed Enter number
86
87 Total number of transactions per month:
88 Sales and accounts receivable Enter number
89 Expenses and accounts payable Enter number
90 Payroll Enter number
 D E F G H I J K L
1

3
Help resources
4
5 When to use Estimates
6 Simple invoicing in QuickBooks Self-Employed
7 When to use Invoices
8 When to use Sales Receipts
9 When to use Statements
10 How to set up Sales Tax
11 When to use Price Rules
12 When to use Progress Invoicing
13 Understanding Multicurrency
14
15
16

17 When to use bills, checks, and expenses

18 Apps to manage Accounts Payable Approvals
19 How to write a check
20 Record an expense
21 Bill Pay in QuickBooks Online
22 How to record a loan and its payment
23 About multicurrency in QuickBooks
24 Separating personal from business finance
25 Set up and track Petty Cash
26 How to use a Purchase Order
27 How to track 1099 Contractors
28 How to enter billable expenses
29 How to use Receipt Capture
30
31
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33 Learn about workers’ comp insurance
34
35
36 Add vacation or sick leave policies
37 Set up retirement deductions and contributions
38 How to turn on and set up time tracking
39
40

41

42 Quarterly Estimated Taxes Explained

43 What Is Mileage Tracking?
44

45

46 What is FIFO and how is it used

47 Inventory Valuation Method Comparison
48

49

50 Managing assets in QuickBooks

51 How to turn on and set up time tracking
52 CRM apps on apps.com
53 All you need to know about eCommerce Bookkeeping
54 Apps to manage EDI
55 Apps to manage field service
56 Bundles in QuickBooks
57 Apps to manage 3PL logistics
58 Apps to manage manufacturing
59 Apps to manage Point of Sale
60 Apps to manage shipping
61

62

63 Apps to manage Accounts Receivable

64 Apps to manage Wholesale Distribution
65 Apps to manage Document Storage
66 Apps to manage Document Collection
67 Apps to manage Bill Pay
68 Apps to manage Payment Processing
69 Apps to manage robust Time Tracking
70
71
 D E F G H I J K L
72 How to create, edit, and manage budgets
73 Apps for Cash Flow Forecasting
74 Apps for Consolidated Reporting
75 Set up and use Projects
76 Managment Reports
77 When to use Classes and Locations
78 Set up and use Projects
79 Types of users
80 When to use Classes and Locations
81 What is a Trial Balance?
82
83
84 Convert from QuickBooks Desktop to Online
85 Multiple Users in QuickBooks
86
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90
 M N O P Q R S T U V W X
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 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

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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
t 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
Custom reporting fields
Import invoices
Import budgets
Batch-enter invoices, checks, bills, or deposits
Automated approvals and reminders
Restore company data (backup)
Smart reporting powered by Fathom
Priority support and free training
QuickBooks Online functionalities by subscription

QuickBooks Self-Employed
One user plus one accountant user
Ability to separate business from personal spending
Ability to create invoices and use QuickBooks payments (no accounts receivable tracking)
Ability to calculate estimated quarterly taxes
Ability to track mileage and Schedule C deductions
Ability to download transactions from your bank and credit card accounts
Basic reporting including Profit and Loss and Income Tax Summary Reports

QuickBooks Online Simple Start

Single-user license
QuickBooks Online account
Automatic data backup
Bank-level security and encryption
One full-access user
Invite up to two accountant users/firms at no additional charge
Unlimited invoices and estimates
Charge sales tax to customers
Print checks and record transactions
Download bank and credit card transactions
Import from QuickBooks Desktop
Import/export lists from Microsoft Excel® (customers, vendors, Chart of Accounts, Products and
Services)
Add payroll to pay W-2 employees and file payroll taxes
Forms 1099-MISC
20+ reports

QuickBooks Online Essentials

Up to three users

Access for three users with permission controls

Ability to manage and pay bills, including scheduling payments for later
Setup of Recurring Transactions to automate data entry
Multicurrency
Ability to track billable hours by customer
Automatic invoicing with ACH or credit card payments (requires QuickBooks Payments account)

QuickBooks Online Plus

Up to five users
Access for five users with permission controls
Unlimited time-tracking-only users
Unlimited reports-only users
Price levels and customer types
Project tracking
Purchase orders
Class and Location tracking
Inventory tracking using the FIFO method
Budgets
Two-sided items
Estimates
100+ reports

QuickBooks Online Advanced

Up to 25 users
Smart reporting powered by Fathom
Importing of invoices
Custom user permissions
Dedicated Customer Success Manager
Premium care with Priority Circle
Self-paced online training
ded in each subscription. (You can also see a

Essentials Online Online

Plus Advanced

Up to 3 Up to 5 Up to 25

x x x

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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