How we work with your business
An overview of the practical steps used to agree services, complete onboarding checks, confirm responsibilities, and manage ongoing accounting or administrative support.
Working together
Choosing the support you need
The first step is deciding which areas of support are appropriate for your business. Some businesses require help with specific tasks such as bookkeeping, VAT returns, payroll, or CIS administration, while others need broader ongoing administrative support.
The level of work, communication, and involvement varies depending on the service being provided. Some work requires regular weekly contact, while other areas only need monthly, quarterly, or occasional communication.
The table below provides a general overview of how different services are commonly handled. Exact arrangements depend on the size of the business, existing systems, and the type of support required.
| Service Area | Typical Frequency | Communication | Common Focus |
|---|---|---|---|
| Bookkeeping | Weekly / Monthly | Regular ongoing contact | Transaction records and financial organisation |
| VAT Returns | Quarterly | Submission and records coordination | VAT preparation and reporting |
| Making Tax Digital | Quarterly | Submission planning and records updates | MTD records and digital submissions |
| Payroll | Weekly / Monthly | Scheduled processing communication | Payroll administration and reporting |
| CIS Administration | Monthly | Submission reminders and updates | CIS records and contractor reporting |
| Business Administration | Flexible | Varies depending on support level | General administrative organisation |
Commercial
Service agreement
Once the areas of support are understood, the practical and commercial basis of the work is agreed. This covers the services to be provided, the expected level of support, and the basis on which the work will operate.
A quotation is prepared from the expected scope of work. This may cover a single defined service, such as payroll or VAT returns, or a wider package across bookkeeping, administration, reporting, and regular business routines.
The service scope and terms provide the working framework before onboarding. They set out what is included, how the support will usually operate, and which responsibilities sit with each side.
Quotation
The quotation sets out the expected cost based on the agreed areas of support, frequency of work, and level of involvement required.
Scope
The scope explains what is included, what is outside the arrangement, and how the work will usually be carried out.
Terms
The terms provide a clear working framework covering communication, deadlines, records, approvals, and service changes.
Responsibilities
Responsibilities are agreed so everyone understands what needs to be provided, reviewed, approved, or completed.
Identity verification
Completing the required checks
Before work begins, identity, business, and anti-money laundering checks are completed as part of the onboarding process. These checks confirm who the business is, who is responsible for it, and which registrations, records, or reporting obligations apply.
The exact information required depends on the business structure. Limited companies, partnerships, LLPs, sole traders, and VAT-registered businesses each require different forms of verification and supporting records.
These checks form part of the standard onboarding and compliance procedures required for regulated accounting and bookkeeping services, including anti-money laundering and identity verification obligations.
Business and registration verification
The first stage confirms the formal business details. This includes the trading name, business address, Unique Taxpayer Reference, VAT number, Companies House registration number, LLP number, or partnership UTR depending on how the business operates.
For limited companies and LLPs, Companies House records confirm the legal entity, directors, members, registered office, and filing status. For ordinary partnerships, the HMRC partnership UTR and partnership records normally act as the main formal business references.
Verification also includes identifying the individuals responsible for the business and confirming who has authority to provide instructions, approve submissions, or act on behalf of the organisation.
Verification information
- Business or trading name
- Business address and contact details
- UTR, partnership UTR, VAT number, company number, or LLP number
- Names of directors, partners, members, or responsible individuals
- Registration letters, VAT certificates, or Companies House records
Identity and right-to-work verification
Business verification does not replace personal identity checks. Identity verification is completed for the individual we are dealing with and, where required, for directors, partners, beneficial owners, or other responsible individuals connected with the business.
For sole traders, the individual and the business are closely connected, so personal identity verification forms an important part of the onboarding process. This includes photo identification, proof of address, and confirmation of self-employment or tax registration details.
Where an individual operates under a visa or digital immigration status, a right-to-work share code is required. The share code is generated through the official GOV.UK system and checked alongside the individual’s identification documents. The official photograph is then compared with the person presenting themselves, including during video calls where remote onboarding is used.
Identification documents
- Photo identification such as a passport
- Proof of address documentation
- Right-to-work share code where applicable
- Visual comparison against official identification records
- Retention of verification records for compliance purposes
Engagement letter
Confirming the working relationship
Once the service scope, commercial terms, and identity checks have been completed, the final onboarding step is to issue an engagement letter. This formally records the agreed basis for the services to be provided.
The letter brings together the agreed services, fees, responsibilities, authorised contacts, and the individuals or business entities the engagement relates to.
The prospective client reviews and signs the engagement letter before work begins. Once signed, onboarding is complete and the agreed support can start.
What the letter confirms
The engagement letter records the agreed services, the basis of fees, the responsibilities of both parties, and the business or individuals the engagement relates to.
It also confirms the formal basis of the engagement before records, submissions, payroll, bookkeeping, reporting, or administrative work begins.
- Services included in the engagement
- Commercial terms and agreed fees
- Client and service provider responsibilities
- Relevant individuals, entities, and authorised contacts
- Formal confirmation of the agreed engagement
Working arrangements
How ongoing support is handled
Once onboarding is complete, the working arrangements move into day-to-day operation. These arrangements define how records are provided, how deadlines are managed, how communication takes place, and how recurring work is handled.
For recurring work such as bookkeeping, VAT returns, payroll, or CIS administration, records need to be provided in time for processing, review, corrections, approvals, and submission where relevant.
If the level of support changes over time, the scope of work and engagement arrangements are reviewed and updated to reflect the services being carried out.
Records, access and communication
The ongoing process depends on accurate records, agreed access, and clear communication. Information is provided through the agreed route, whether that is accounting software, payroll software, secure document sharing, email, or another agreed method.
Agreed contact person or authorised contacts for records, questions, missing information, approvals, and routine communication.
Software access, bank feeds, payroll records, document-sharing arrangements, and other system access required for the services being provided.
Invoices, receipts, statements, payroll information, CIS records, VAT records, or other documents required for the relevant service area.
The agreed route for questions, missing items, approvals, follow-up points, and updates about the work being carried out.
The process for handling missing, unclear, delayed, or incomplete information so the effect on deadlines and work progress is understood.
Deadlines, approvals and changes
Regular work is organised around the relevant deadlines. This includes payroll dates, VAT return periods, CIS submissions, bookkeeping cut-off dates, reporting dates, and other agreed routines.
Payroll, VAT, CIS, bookkeeping, reporting, or other agreed deadlines connected with the services being provided.
The dates by which records need to be provided so there is time for processing, review, corrections, approvals, and submission.
Approval points before a submission, filing, payment instruction, report, payroll run, or other finalised action.
Changes to staff, VAT status, payroll frequency, systems, business structure, transaction volume, or other circumstances that affect the work.
Review of the scope of work where the level of support increases, reduces, or changes from the arrangement originally agreed.
Next steps
Ready to discuss the support required?
If you already have an idea of the support your business needs, the next step is to make contact and outline the services, deadlines, records, or administrative work involved.
If you are still reviewing the onboarding process, the resources page provides further information about records, registration details, onboarding documents, and related business administration topics.