Who this is for: owners of 30+ staff, service-based SMEs switching accountant and wanting fewer surprises, faster clarity, and compliance handled without drama.
Key facts (so you can sanity-check providers fast)
- You can formally authorise a tax agent to deal with HMRC for you; how you do it depends on the tax (online service or form 64-8). GOV.UK
- HMRC sets standards for agents (behaviour, competence, record-keeping). Ask how your accountant meets these. GOV.UK
- Accountancy service providers must be AML-supervised (by HMRC or a recognised professional body). Govt. plans to move to a single FCA supervisor are underway but still subject to legislation, so ask who supervises them today. GOV.UK
- Good accountants protect you from avoidable fines by hitting basic deadlines (e.g., FPS on or before payday; EPS by the 19th of the following tax month; Companies House accounts 9 months after year-end). GOV.UK
How to read reviews (and what they won’t tell you)
Look for patterns, not one-offs.
Scan Google reviews and LinkedIn recommendations for repeated themes: onboarding speed, proactive cashflow advice, payroll accuracy, responsiveness, and whether month-end is wrapped up and your management reports arrive within seven working days (WD7).
Ask for proof, not promises.
Two things beat five stars every time:
- A 90-day onboarding plan with named owners and dates (see Old vs new accountant: your first 90 days).
- A sample management pack (P&L, balance sheet, cashflow plus a 52-week rolling forecast dashboard). If you don’t get this, it’s a risk to decision-making rhythm as much as compliance.
Beware “from £XXX” reviews.
Headline prices often hide extras: payroll processing, pensions, bookkeeping clean-ups, year-end adjustments, director payroll, Companies House filings. If reviewers mention “unexpected fees,” treat it as a scope red flag. For what typically adds up, see Payroll outsourcing costs UK (2025/26) and DIY vs outsourced payroll, and for the bookkeeping side specifically, read Bookkeeping outsourcing costs UK (2025/26) to see what’s usually included, the common add-ons, and realistic monthly vs yearly ranges.
Do a quick scope test before you believe the stars.
Ask the firm to price your volumes (monthly bank lines, sales invoices, bills/receipts) and show exactly what’s in/out (VAT prep & submit, management pack by WD7, multi-currency, clean-up). Cross-check their quote against the guidance in Bookkeeping outsourcing costs UK (2025/26) and tie the deliverables back to your 52-week forecast so you can see cash impacts before they bite.
If reviews rave about “peace of mind,” ask why.
A credible answer references a documented close schedule, consistent AR/AP follow-up, and a usable 52-week view of VAT, payroll and supplier payments, not just “great communication.” If cash clarity is a recurring theme, you’ll likely find the firm aligns bookkeeping with a 52-week rolling forecast (see 52-week rolling forecast template and Cashflow forecasting services).
Red flags that cost SMEs the most
- No AML supervisor listed (or “we’re exempt”). Every accountancy provider must be supervised for anti-money laundering, either via HMRC or a professional body. If they won’t name the supervisor, walk away. GOV.UK
- Vague engagement letter (or none). Your letter should define scope, deadlines, deliverables, responsibilities (you vs them), data security, fees, indexation, notice, and handover.
- No written onboarding timeline. If they can’t show weeks 1–12 with tasks (agent authorisations, software access, prior-year data, opening balances, payroll checks), expect drift.
- “We’ll file it when it’s ready.” That mindset leads to late FPS/EPS or annual accounts penalties. Your accountant should run a filings calendar and flag risk 4–6 weeks ahead. GOV.UK
- Compliance-only, no forward view. If there’s no 52-week forecast and monthly cashflow conversation, decisions slip from proactive to reactive.
- Hidden subcontracting with weak data controls. Offshoring is fine, if there’s a DPIA, access policies, and audit trails.
- “We don’t need access yet.” They should request HMRC authorisations and your Companies House authentication code as part of week-one tasks. GOV.UK
Cost by situation (what you actually pay)
Use this to sense-check quotes. The cheapest option is rarely cheapest after handover effort and risk are included.
| Situation | What’s included | Typical hidden effort/risk | What “good” looks like |
|---|---|---|---|
| Compliance-only | Year-end accounts & CT600, minimal queries | Year-end firefighting, no forecasting, higher late-change fees | Clear scope, filings calendar, tidy year-end PBC list |
| Messy handover / clean-up | Bookkeeping tidy-up, prior-year fixes, payroll check, opening balances | Unknowns until reconciliations done | Discovery checklist + fixed-fee clean-up with cap/assumptions |
| Fully managed finance | Monthly bookkeeping, payroll & pensions, VAT, management pack + 52-week forecast | Higher base fee, lower surprise cost | Monthly cadence, board-ready pack, rolling cash plan |
If a quote feels light, ask which column they’re pricing and what’s excluded.
The questions that save you money (and stress)
Use these in your discovery call; listen for crisp, confident answers.
On compliance & deadlines
- How will you guarantee FPS/EPS are submitted on time and show me if we’re on track? (Expect: a shared payroll calendar, exception alerts, and month-end checklist.) GOV.UK
- Who owns our Companies House deadline, and how will you keep us within the 9-month window? (Expect: accounts timetable with PBC list and sign-off gates.) GOV.UK
- What’s your process to obtain HMRC agent authorisations and our Companies House authentication code? (Expect: week-one task list, named owner, timescales.) GOV.UK
On governance & legitimacy
4) Who supervises you for AML today, and what will change if FCA becomes the single supervisor? (Expect: named supervisor + stance on upcoming reform.) GOV.UK
5) Which professional bodies do your partners belong to, and how do you comply with HMRC’s Standard for Agents? (Expect: evidence of PCRT-aligned policies.) GOV.UK
On insight & control
6) Show me last month’s management pack and a redacted 52-week forecast, what decisions did the client make from it?
7) What’s your cashflow cadence? (Expect: monthly pack, 15-minute cash review, rolling actions.)
8) What KPIs will you report every month (debtor days, payroll % of revenue, gross margin by service line)?
On scope, fees & handover
9) What’s in vs out (bookkeeping rules, payroll starters/leavers, pension uploads, director payroll, Companies House filings, clean-up work)?
10) How do you price clean-ups discovered during onboarding (cap, day-rate, or time-and-materials with weekly visibility)?
11) What’s the notice period and offboarding process (data export, control hand-back, closing reconciliations)?
On security & responsiveness
12) Who touches our data (UK/overseas), what controls apply, and what’s your incident response?
13) What are your response SLAs for payroll errors, urgent letters from HMRC, or cashflow shocks?
On references
14) Can we speak to two clients like us (size, sector, payroll complexity)?
15) What did you improve for them in the first 90 days?
What “great” looks like in practice
- 90-day onboarding that front-loads risk removal (HMRC/Companies House access, prior-year review, bank feeds, payroll audit).
- Monthly pack + 52-week forecast that gives you early warning (VAT, PAYE, payroll peaks) and options 4–6 weeks ahead.
- Clear roles & checklists for both sides (you provide timely documents; they deliver reconciled numbers and advice).
- Zero-surprises pricing matched to your situation (compliance-only vs clean-up vs fully managed finance).
- Woven expertise across payroll, VAT, corporation tax and Companies House, not siloed.
FAQ (plain English)
Do I legally need a “chartered” accountant?
Not for every task, but you do need competence, integrity and proper supervision. HMRC sets Standards for Agents, and accountancy providers must be AML-supervised (HMRC or a recognised body). Many SMEs prefer chartered firms for training and oversight. GOV.UK
How do I authorise a new accountant with HMRC?
They’ll initiate authorisation per tax (PAYE, VAT, CT, SA). You’ll approve via your HMRC account or provide codes; some cases still use form 64-8. GOV.UK
Can my accountant file our accounts and Company Tax Return together?
Yes, many small companies can file accounts (Companies House) and the Company Tax Return (HMRC) together using approved software. GOV.UK
What deadlines should they protect me from?
At minimum: FPS on or before payday, EPS by the 19th of the following tax month, annual accounts 9 months after year-end (plus CT deadlines). GOV.UK
Who supervises accountants for AML today, and is that changing?
Today: HMRC or a professional body. Govt. has announced plans to move to a single FCA supervisor; this requires legislation and a transition plan. Ask who supervises your provider now. GOV.UK
Your next steps
- Download: Switching Accountant: 14-Point Checklist (UK), use it to grade any provider on onboarding, scope, supervision, and reporting.
- T alk to us: Book a 20-minute planning call, bring your last management pack (or year-end). We’ll show you the 52-week view and a clean, risk-based handover plan.