Clarity Before Decisions
TheAccountingDr Client Resource Center
Everything You Need to Work Successfully With Us.
Access onboarding materials, monthly bookkeeping guidance, Xero and Hubdoc support, accounting education, client forms, and specialized ministry and nonprofit resources from one organized location.
Designed for new and existing clients
New resources are added as they are completed
Educational Use and Attribution
For Bookkeepers, Accounting Students, and Other Professionals
These resources were created primarily to support clients of TheAccountingDr. Bookkeepers, accounting students, educators, and other professionals are welcome to review them as educational examples and use the underlying ideas as inspiration when developing resources for their own practices or learning needs.
Please do not copy, reproduce, redistribute, rebrand, sell, or represent original TheAccountingDr materials as your own work. Any resources developed for another practice should be independently written and customized for that practice's services, policies, systems, client relationships, and professional responsibilities.
These materials are provided for general educational and informational purposes and are not a substitute for professional judgment or practice-specific guidance.
Resource Categories
Choose the Resource Category That Fits Your Need
Select one of the three categories below. Its complete menu will open across the full width of the page.
Available NowOpen, read, download, or use the resource immediately.
Completed During OnboardingCompleted, reviewed, authorized, or signed as part of the guided onboarding process.
Provided Through the Client PortalUpload sensitive records only through the approved secure workflow.
Provided When ApplicableUsed only when a client’s services or circumstances require it.
How to read the labels: Each resource receives one colored dot showing its availability or delivery method. A separate plain-text usage note may explain when to review or use it.
New Client Resources
Everything Needed to Begin Your Bookkeeping Relationship
Use these materials to understand the onboarding process, provide required information, complete agreements, and request assistance.
TAD-ONB-001
What to Expect During Onboarding
Review the onboarding stages, client responsibilities, expected timing,
information requests, and what happens before recurring bookkeeping begins.
Read Online
View PDF
TAD-ONB-002
Client Onboarding Information Guide
Preview the business, accounting, banking, reporting, and operational
information that may be discussed during your personalized onboarding
process. This is an informational guide and does not need to be completed.
View PDF
TAD-ONB-003Preparing for Your Client Onboarding QuestionnaireLearn how the guided questionnaire works, why the information is needed, and what to have available before your onboarding conversation.Review Before OnboardingView PDF
TAD-ONB-004New Client Document Request ChecklistReview the statements, reports, records, and account information that may be requested during onboarding. This checklist is for preparation and does not need to be completed or returned.Use During OnboardingView PDF
TAD-ONB-005Xero Migration QuestionnaireReview the information that may be discussed when evaluating and planning a transition from another accounting system to Xero. This guided questionnaire is for preparation and should not be emailed or returned.Use When ApplicableView PDF
TAD-ONB-006
From Quote to Onboarding: What Happens Next
Understand how your personalized quote, service agreement, initial payment, and onboarding requirements work together before services begin.
Review Before Engagement
Read Online
View PDF
TAD-AGR-001Bookkeeping Services Engagement Letter & AgreementReview the formal terms governing your bookkeeping engagement, including how your accepted quote and engagement terms work together, client responsibilities, payment requirements, service boundaries, confidentiality, liability limitations, record-retention responsibilities, and post-completion support. This is the governing engagement agreement used with the applicable client-specific quote.Review Before EngagementView PDF
ACH AuthorizationSent securely when ACH is selected as the approved recurring payment method. Banking details should not be sent through ordinary email.Provided Securely
Software Authorization FormsSent securely when authorization is needed for approved accounting, banking, merchant, or related system access.Provided Securely
Existing Client Resources
Guidance and Support for Ongoing Bookkeeping
Use these resources to prepare monthly records, communicate account changes, request assistance, and better understand your reporting process.
TAD-MON-001Monthly Records ChecklistReview the statements, reports, explanations, and supporting records that may be needed to complete your monthly bookkeeping. This checklist is for preparation and does not need to be completed or returned.Use Each MonthView PDF
TAD-MON-002Month-End Preparation GuideComplete your monthly responsibilities, resolve open questions, and prepare your records before bookkeeping review, reconciliation, and reporting begin. This guide is for preparation and does not need to be completed or returned.Prepare Before Each Monthly CloseView PDF
In-Kind Contribution LogRecord donated goods, services, or other noncash contributions that may not appear in the bank activity. Use this form when applicable to your organization and return the completed file through the approved secure workflow.Complete When ApplicableDownload Form
Inventory Count Adjustment SummaryReport differences identified during a physical inventory count so the bookkeeping records can be reviewed and adjusted when appropriate. Return the completed file through the approved secure workflow.Use After an Inventory Count When NeededDownload Form
Noncash Barter Transaction LogReport business transactions in which goods or services were exchanged without a normal cash or bank transaction. Return the completed file through the approved secure workflow.Complete When Barter Activity OccursDownload Form
Owner Personal Transaction DisclosureIdentify business expenses paid personally or personal expenses paid with business funds when those transactions may not be clear from the accounting records. Return the completed file through the approved secure workflow.Complete When ApplicableDownload Form
TAD-MON-003How We Close Your BooksUnderstand the review, categorization, reconciliation, documentation, quality-control, and reporting steps used to complete your monthly bookkeeping. This explanatory guide does not need to be completed or returned.Review During Your First Monthly CloseView PDF
TAD-MON-004Understanding Your Monthly ReportsLearn how the Profit and Loss, Balance Sheet, cash information, and supplemental reports work together and what questions to ask when reviewing your monthly results. This explanatory guide does not need to be completed or returned.Review Each Month After Reports Are DeliveredView PDF
Financial Health Check Walkthrough: What We Review and What You ReceiveThis lesson explains the six areas considered during a Financial Health Check, the limitations of the preliminary review, and the Healthy, Needs Attention, and Critical Review Recommended result categories.Review Before or After Your Financial Health CheckWatch Video
How to Read an Accounts Receivable Aging ReportLearn how to interpret an accounts receivable aging report, understand the aging columns, identify overdue customer balances, and use the report to recognize receivable and cash-flow concerns.Review When Evaluating Customer ReceivablesWatch Video
TAD-YE-001Year-End Preparation GuideOrganize final-year records, resolve open bookkeeping matters, and prepare complete financial information for the annual close and your outside tax professional. This preparation guide does not need to be completed or returned.Begin Before the Final Monthly Close of the YearView PDF
Special Transactions and Adjustments
Use these editable spreadsheets only when the related activity occurs. Complete the applicable form and provide the finished file through the approved secure client workflow.
Understanding Your Bookkeeping and Financial Reports
Use these educational resources to understand the monthly close, review your financial reports, and learn what a Financial Health Check considers and communicates.
Fixed Asset Change NoticeReport the purchase, sale, disposal, trade, retirement, or other significant change involving a fixed asset when the activity may not be clear from routine bank transactions. Return the completed file through the approved secure workflow.Complete When a Fixed Asset ChangesDownload Form
Business Information UpdateReport changes to your legal name, address, ownership, operations, or other important business details.Submit Update
Contact Information UpdateProvide updated names, roles, email addresses, phone numbers, or communication preferences.Submit Update
Bank or Credit Card Account UpdateNotify us when an account is opened, closed, replaced, or otherwise changed.Notify Us
Additional User RequestRequest appropriate access or reporting support for another approved member of your organization.Request
Request Additional ServicesAsk about bookkeeping work or support that falls outside your currently approved recurring service scope.Request
Ask a Financial Report QuestionRequest clarification about the bookkeeping information shown in a financial report provided by TheAccountingDr.Ask
Schedule a MeetingReserve a brief meeting to discuss an approved bookkeeping, reporting, or client-support matter.Schedule
Xero & Hubdoc Support
Software Guidance, Login Access, and Troubleshooting
Use these instructions and links for common Xero and Hubdoc tasks. Sensitive financial records should remain inside the approved secure workflow.
Upload a Receipt With the Hubdoc Mobile AppLearn how to photograph and submit a receipt from your phone using the Hubdoc mobile app.Coming Soon
Upload Documents From a ComputerFollow the steps for adding statements, receipts, bills, or other supporting documents from a desktop or laptop.Coming Soon
Email Documents Into HubdocUse your assigned Hubdoc email address to forward eligible documents directly into the secure document workflow.Coming Soon
Log In to HubdocOpen the official Hubdoc login page in a new browser tab.Open Hubdoc
Use the Xero Mobile AppLearn how to access key Xero information and approved functions from a mobile device.Coming Soon
View or Download Financial ReportsFollow the steps for opening, reviewing, and downloading financial reports available in Xero.Coming Soon
Invite an Additional UserReview the proper process before adding another approved user to your Xero organization.Coming Soon
Log In to XeroOpen the official Xero login page in a new browser tab.Open Xero
Reconnect a Bank FeedReview what to do when a bank feed stops updating or requires renewed authentication.Coming Soon
Resolve a Login or Access ProblemUse basic troubleshooting steps when you cannot sign in or do not see the expected organization or documents.Coming Soon
Request Xero or Hubdoc SupportContact TheAccountingDr when the available instructions do not resolve your issue.Request Help
Client Journey Resource Library
Guidance for Every Stage of the Client Relationship
Choose where you are in the process. Each section brings together the forms, instructions, and support most relevant at that stage.
Client Journey
Getting Started
TAD-ONB-001What to Expect During Onboarding
Understand the stages, responsibilities, expected timing, and next steps before recurring bookkeeping begins.
Read Online
View PDF
TAD-ONB-002Client Onboarding Information GuidePreview the business, accounting, banking, reporting, and operational information that may be discussed.View PDF
TAD-ONB-003Preparing for Your Client Onboarding QuestionnaireLearn how the guided questionnaire works, why the information is needed, and what to have available before your onboarding conversation.Review Before OnboardingView PDF
TAD-ONB-004New Client Document Request ChecklistReview the records and supporting documents that may be requested during onboarding. The checklist is for preparation only and does not need to be submitted.Use During OnboardingView PDF
TAD-ONB-005Xero Migration QuestionnaireReview the questions and information that may be discussed when a transition from another accounting system to Xero is being evaluated or planned.Use When ApplicableView PDF
TAD-ONB-006From Quote to Onboarding: What Happens Next
Understand the sequence from quote approval through agreement acceptance, initial payment, onboarding, and service readiness.
Review Before Engagement
Read Online
View PDF
Client Journey
Your First 30 Days
Schedule an Onboarding MeetingReserve a brief meeting to discuss onboarding questions or confirm next steps.Schedule
Initial Account and Access SetupComplete the approved setup steps for Xero, Hubdoc, bank feeds, and other connected systems.Complete During Onboarding
Initial Records SubmissionUpload requested statements, reports, and supporting records using the approved secure workflow.Upload Securely
Opening-Balance and Historical ReviewUsed when prior-period balances, cleanup work, or historical records require review.Discuss if Needed
Ask an Onboarding QuestionEmail a general question, but do not attach sensitive financial or identity documents.Contact
Client Journey
Managing Your Monthly Bookkeeping
TAD-MON-001Monthly Records ChecklistReview the statements, reports, explanations, and supporting records that may be needed each month. This checklist is for preparation and does not need to be completed or returned.Use Each MonthView PDF
TAD-MON-002Month-End Preparation GuideComplete your monthly responsibilities, resolve open questions, and prepare your records before bookkeeping review, reconciliation, and reporting begin. This guide is for preparation and does not need to be completed or returned.Prepare Before Each Monthly CloseView PDF
In-Kind Contribution LogRecord donated goods, services, or other noncash contributions that may not appear in the bank activity. Use when applicable to your organization and return the completed file through the approved secure workflow.Complete When ApplicableDownload Form
Inventory Count Adjustment SummaryReport differences identified during a physical inventory count so the bookkeeping records can be reviewed and adjusted when appropriate. Return the completed file through the approved secure workflow.Use After an Inventory Count When NeededDownload Form
Noncash Barter Transaction LogReport business transactions in which goods or services were exchanged without a normal cash or bank transaction. Return the completed file through the approved secure workflow.Complete When Barter Activity OccursDownload Form
Owner Personal Transaction DisclosureIdentify business expenses paid personally or personal expenses paid with business funds when those transactions may not be clear from the accounting records. Return the completed file through the approved secure workflow.Complete When ApplicableDownload Form
TAD-MON-003How We Close Your BooksUnderstand the review, categorization, reconciliation, documentation, quality-control, and reporting steps used to complete your monthly bookkeeping. This explanatory guide does not need to be completed or returned.Review During Your First Monthly CloseView PDF
Special Transactions and Adjustments
These editable spreadsheets capture activity that may not be obvious from bank and credit-card transactions. Download only the form that applies, complete it, and provide the finished file through the approved secure client workflow.
Understanding Your Bookkeeping and Financial Reports
Use these educational resources to understand the monthly close, review your financial reports, and learn what a Financial Health Check considers and communicates.
Monthly Document Submission GuideSubmit routine bookkeeping records through Xero or Hubdoc according to your established workflow.Upload Securely
TAD-MON-004Understanding Your Monthly ReportsLearn how the Profit and Loss, Balance Sheet, cash information, and supplemental reports work together and what questions to ask when reviewing your monthly results. This explanatory guide does not need to be completed or returned.Review Each Month After Reports Are DeliveredView PDF
Financial Health Check Walkthrough: What We Review and What You ReceiveThis lesson explains the six areas considered during a Financial Health Check, the limitations of the preliminary review, and the Healthy, Needs Attention, and Critical Review Recommended result categories.Review Before or After Your Financial Health CheckWatch Video
How to Read an Accounts Receivable Aging ReportLearn how to interpret an accounts receivable aging report, understand the aging columns, identify overdue customer balances, and use the report to recognize receivable and cash-flow concerns.Review When Evaluating Customer ReceivablesWatch Video
Ask a Bookkeeping QuestionContact TheAccountingDr with a general bookkeeping or reporting question.Contact
Request a Service ChangeAsk about changing the scope, frequency, or support included in your bookkeeping services.Request Change
Client Journey
Year-End & Tax Preparation
TAD-YE-001Year-End Preparation GuideOrganize final-year records, resolve open bookkeeping matters, and prepare complete financial information for the annual close and your outside tax professional. This preparation guide does not need to be completed or returned.Begin Before the Final Monthly Close of the YearView PDF
1099 Information ChecklistUsed when contractor information and year-end reporting support are included or coordinated.Request When Needed
Tax-Professional Records Package GuideExplains the reports and records typically prepared for delivery to the client’s tax professional.Coming Soon
Audit Readiness ChecklistDesigned for organizations that need additional support preparing records for an independent audit or review.Request When Needed
Client Journey
Forms & Authorizations
Client Reporting Forms
Download these editable spreadsheets when the related event or transaction occurs. They capture information that may not otherwise be visible in Xero or routine bank and credit-card activity.
Engagement & Authorizations
Review engagement terms and authorization requirements that govern the bookkeeping relationship, payment setup, and approved system access. Certain authorization documents are provided securely when applicable.
ACH AuthorizationSent securely when ACH is selected as the recurring payment method.Sent Securely
Software Authorization FormsSent securely when authorization is needed for approved accounting, banking, merchant, or related system access.Sent Securely
Client Journey
Policies & Reference Guides
Accounting Topics ExplainedRead practical explanations of accounting and bookkeeping concepts.Read Online
Accounting Course VideosWatch educational accounting and financial-statement lessons.Watch Videos
Understanding the Accounting CycleSee how financial transactions move through recording, adjustments and reconciliations, financial reporting, and completion of an accounting period.Optional Educational ResourceWatch Video
Accounting eBooksAccess longer-form accounting education and reference material.View eBooks
Client Communication and Response PolicyExplains appropriate communication channels, typical response expectations, and what should not be sent by email.Coming Soon
Secure Document Submission PolicyExplains how sensitive financial records are provided through Xero, Hubdoc, or another approved secure workflow.Coming Soon
Ministry Financial Health AssessmentSpecialized financial-health guidance for ministry and nonprofit organizations.Open Assessment
Protecting Client Information
Use Secure Systems for Financial Documents
The Xero or Hubdoc Help menu above provides direct access to task-based guidance, login pages, and assistance. Financial records and sensitive information should remain inside the approved Xero and Hubdoc workflow.
The Website Is a Knowledge Center - not an Upload Portal
Do not send account passwords, banking credentials, routing or account numbers, payroll records, tax documents, or other sensitive financial information through ordinary email.
Submit routine bookkeeping records directly through Xero or Hubdoc according to the process established during onboarding.
General Questions
Email may be used for ordinary bookkeeping questions, meeting requests, and non-sensitive communication.
Financial Documents
Receipts, bills, invoices, statements, and supporting records should be submitted through Hubdoc or Xero.
Financial Reports
Review current financial reports and accounting information directly within your Xero organization.
Payment Information
ACH authorization and bank-account information must be completed through the secure process provided by TheAccountingDr.
Administration and Standards
Open Standards Manual
Design and Documentation Standards Manual
Internal governance for TheAccountingDr websites, client resources, documents, marketing assets, and the Practice Suite.
Need Assistance With a Resource or Client Process?
Contact TheAccountingDr for help with onboarding, monthly bookkeeping expectations, Xero or Hubdoc access, client-information updates, report questions, or additional service needs.
© 2026 TheAccountingDr. Original materials may not be copied, reproduced, redistributed, rebranded, sold, or presented as another person's work without written permission.