Creating a smooth handover between internal admin and an outsourced bookkeeper

Bottom Line Up Front (BLUF) - A clean handover saves time, prevents errors, and keeps the owner out of the weeds. Prepare a compact, repeatable pack that transfers access, processes, and context to an outsourced bookkeeper. Delegate the assembly to your admin, automate data exports, use video SOPs for training, and escalate only material exceptions.

“Plans are nothing; planning is everything.” — Dwight D. Eisenhower

Disclaimer. This blog provides general guidance only and is not tailored accounting, financial, HR, or legal advice. Consult a qualified professional before changing access, data sharing, or outsourcing arrangements.

Introduction

A handover is a short project with a long tail: done well it reduces owner touch and speeds onboarding; done poorly it creates recurring errors and time drains. The owner’s role is to set the aim, approve access and thresholds, and review only material exceptions. The internal admin prepares the pack; the outsourced bookkeeper validates and operationalises it. Apply economy of effort: capture essentials, automate data flows, and use video SOPs so the system runs without constant owner intervention.

Three strategies to implement a smooth handover

• Strategy 1: Build a compact handover pack (owner‑light, bookkeeper‑ready)

  • Contents: access list and credentials (securely shared), chart of accounts, current reconciliations, open invoices and bills, payroll summary, BAS/BAS lodgement history, fixed asset register, recurring journals, and a one‑page exceptions log.

  • Format: digital folder with named files and a 3‑minute video walkthrough for each major area.

  • Action: Admin assembles; owner approves access and material exceptions; bookkeeper confirms receipt and completeness within 48 hours.

• Strategy 2: Transfer access and automate feeds before day one

  • What to do: provision read/write access to accounting software, bank feeds, payroll/STP, payment gateways, and cloud storage. Set up automated exports for P&L, balance sheet, aged receivables/payables, and timesheets.

  • Why: Automation reduces manual handoffs and speeds reconciliation.

  • Action: Admin enables feeds and shares credentials via a secure vault; bookkeeper verifies connections and flags any missing feeds immediately.

  • Owner rule: Owner approves only when critical feeds (bank, payroll, GST) are live and verified.

• Strategy 3: Define clear roles, SLAs, and escalation logic

  • Roles: internal admin (context, source documents, day‑to‑day liaison), outsourced bookkeeper (reconciliations, BAS pack, payroll feeds), owner (strategy, exceptions, sign‑offs).

  • SLAs: initial validation within 48 hours; weekly reconciliation cadence; monthly BAS pack delivery; 48‑hour response for critical exceptions.

  • Escalation: material exceptions (thresholds set by owner) route to owner; repeat process failures escalate after two cycles as a system issue.

  • Action: Document roles and SLAs in the handover pack and record a short video explaining the escalation path.

Implementation checklist

• Handover pack: digital folder with labelled files and 3‑minute walkthrough videos.

• Access: secure credential transfer via a password manager or secure vault; confirm read/write permissions.

• Automations: bank feeds, payroll/STP, payment gateway, and scheduled report exports.

• Reconciliations: current reconciliations completed and noted; open items listed with owners and due dates.

• Policies: coding rules, approval limits, discount/write‑off policy, and BAS lodgement owner.

• SLA & escalation: documented SLAs, exception thresholds, and owner notification rules.

• Training: 3‑minute SOP videos for recurring tasks; one live handover call to walk through the pack.

• Security & compliance: confirm data access logs, MFA enabled, and data retention rules.

Next steps

1. This week: Internal admin compiles the handover pack and records walkthrough videos for the top three processes.

2. Within 7 days: Share credentials via a secure vault and have the outsourced bookkeeper verify all automated feeds.

3. Within 14 days: Run a live handover call to walk through the pack, confirm SLAs, and close any gaps.

4. Within 30 days: Review the first monthly pack from the bookkeeper; refine thresholds and SOPs based on real exceptions.

Useful AI prompts

• “Draft a 3‑minute video SOP script: how to run weekly reconciliations and escalate exceptions.”

• “Generate a secure credential checklist and step‑by‑step for sharing access via a password manager.”

• “Create a one‑page exceptions log template listing open items, owners, values, and due dates.”

Mission Command Principles for Business

• Build mutual trust: Leaders trust teams to act; teams trust leadership to support.

• Create shared understanding: Everyone knows the vision, objectives, and constraints.

• Provide clear commander’s intent: Goals and outcomes are explicit; execution is flexible.

• Exercise disciplined initiative: Teams solve problems without waiting, aligned to strategy.

• Use mission orders: Objectives are assigned; methods are left open.

• Accept prudent risk: Smart risks are encouraged for innovation and growth.

These principles ensure the owner sets the aim, the team executes, and the system flags exceptions — without dragging the owner into the weeds.