7 Warning Signs It’s Time to Change Your Accountant (+ how to handle a messy handover)

Most owners hang on too long because switching feels risky. In reality, when the signs are clear and the handover is handled properly, the process is structured, safe, and smoother than you think.

Related reads: see Changing accountants in the UK (2025/26) for the step-by-step process, How much it costs to change accountants for realistic ranges, and Old vs new: your first 90 days to benchmark what “good” looks like.

1) You’re always chasing them (and answers arrive at deadline time)

Why it matters: Late replies drive late filings and last-minute decisions.
What good looks like: Same/next-day responses, agreed SLAs, monthly/quarterly reviews booked in advance.
Next: compare your first 90 days in Old vs new: your first 90 days.

2) Surprise bills and vague scope

Why it matters: Unclear scope creates tension and erodes trust.
What good looks like: Written scope table (bookkeeping, VAT, payroll, management accounts, advisory), fixed cadence, clean change-control.
Next: read How much it costs to change accountants to see what’s included vs clean-up.

3) Errors, penalties or missed filings

Why it matters: HMRC charges interest/penalties for late or inaccurate submissions. PAYE is due by the 22nd electronically; VAT returns/payment are usually one calendar month + 7 days after period end. GOV.UK
What good looks like: A visible compliance calendar and bank-to-books reconciliations that close within 5–7 days of month-end.
Next: check the 90-day plan in Old vs new.

4) They ask for your HMRC logins

Why it matters: That’s not secure and it’s unnecessary. Agent access should be granted via official routes.
What good looks like: New agent authorisations per tax (SA/CT/PAYE/VAT/CIS). For VAT and certain services, your accountant sends a secure digital handshake link, do not share credentials. GOV.UK
Next: see Changing accountants in the UK (2025/26) for the authorisation steps.

5) They don’t understand your sector

Why it matters: Niche rules (e.g., payroll/benefits, VAT complexities, project WIP) need proactive control, not generic bookkeeping.
What good looks like: Sector-literate bookkeeping, working-paper discipline, and KPIs relevant to your model.

6) Year-end panic, no month-end rhythm

Why it matters: Without a stable month-end, you fly blind and fire-fight VAT and payroll.
What good looks like: 5-day close, clean reconciliations, and a 52-week forecast so cash, VAT and PAYE are visible 4–6 weeks ahead. Next: See Outsourced Bookkeeping + Month‑End Review Plan

7) The firm was acquired, service dipped

Why it matters: Mergers often change teams, portals and prices. If quality slips, move before deadlines stack up.
What good looks like: Clear re-onboarding, stable contacts, and documented SLAs. If you’re not getting that, switch with a plan. Next: See When your accountant gets bought: how to protect continuity, fees and data

Messy handovers: how to keep it calm, compliant and moving

1) Professional enquiry (“clearance”)
Your new accountant writes to the old firm, asking if there’s any ethical reason not to accept you and requesting reasonable transfer information (e.g., last approved accounts + detailed trial balance). Guidance expects this promptly and free of charge. ICAEW

2) HMRC agent authorisations (no passwords ever)
New agent access replaces the old one; you can also remove an agent yourself. VAT and certain services use the digital handshake authorisation link. GOV.UK

3) Companies House access
Request/refresh your authentication code via the official service (posted to your registered office or, if eligible, to a director’s home). GOV.UK

4) Your data rights
Under UK GDPR, you have a right to data portability for personal data (commonly supplied in machine-readable formats like CSV). Information Commissioner’s Office

5) Deadlines continue as normal
PAYE is due by the 22nd if paying electronically; VAT returns/payment one month + 7 days after period end, plan to avoid interest/penalties. GOV.UK

Heights Tip: If the old firm is slow, keep moving with the records you hold, log follow-ups for the rest, and let the new team rebuild opening balances in weeks 1–4.

Quick self-check (copy/paste box)

  • I’m chasing replies / getting surprise bills
  • We missed (or nearly missed) a VAT/PAYE deadline
  • They asked for HMRC passwords
  • We have no month-end rhythm or forecast
  • Service dipped after a merger
  • Industry specifics keep getting “parked”
  • I want proactive reviews, not year-end panic

If two or more are true, read the Switching Accountant: 14-Point Checklist (PDF) and book a 20-minute planning call.

FAQs

Will things slip while I switch?
No, the right process locks in PAYE and VAT dates on day one and authorises your new agent properly. GOV.UK

Can my old accountant block the handover?
They should provide reasonable transfer information promptly. Your new agent authorisation still goes ahead. ACCA Global

Do I need to share logins?
No. Use HMRC agent authorisations and VAT’s digital handshake link instead. GOV.UK

What if I don’t have the Companies House code?
Request it directly from Companies House; they post it to you. GOV.UK

What to do next

20-minute planning call