I was recently asked to compile a list of information needed prior to terminating a bookkeeper. I’ve compiled a list of things that you may need to retrieve from your bookkeeper, controller, or office manager below.
Even if you have no plans to terminate, pretend like you are firing your bookkeeper or controller and start getting access to anything you currently don’t have access to or cannot easily obtain without the help of the person you are terminating. It’s important to have control over this information. What happens if the office manager gets hit by a bus tomorrow? Your business needs to keep humming along regardless of who is sitting in the bookkeeper/office manager/controller chair.
Termination Retrieval Checklist
Password/Login Retrievals
- Email Account and Aliases
- Computer Password
- Voicemail Password
- QuickBooks/Accounting System Administrator Password
- Bank Account Access
- Payroll Administration Access
- Credit Card Account Login/Access
- Worker’s Comp, Health, Life, and other insurance Logins
- 401k/Retirment Plan Administrator Access
- Merchant and/or PayPal Account Access(es)
- Customer Portal Access(es) (client invoicing systems)
Physical Access/Retrievals
- Keys to office
- Keys to file cabinets
- Keys to mail box
- Laptop
- Cell phone
- Credit Card(s)
Documentation
- Location of unpaid bills
- Location of check stock and deposit slips
- Status of invoicing
- Current copy of cash flow forecast
- Location of sow’s, purchase orders
- Depreciation Schedule
- Working papers/monthly reconciliation files
- Current payroll information
- Changes to employee records
- Vacation requests
- Expense reports
- Location of employee files
- Location and status of tax filings, especially local taxes
- Location of new hire paperwork (insurance, 401k forms, employee handbook, etc)
- Status of 401k/Retirment Plan Contributions
Contact information
- Bank
- Worker’s Compensation Agent
- Health Insurance Agent
- General Insurance Agent(s)
- Third party administrator for Section 125/132 benefit plans
- 401k/retirment plan
- Merchant account