From Quote to Onboarding:
What Happens Next
Understand how your personalized bookkeeping quote, service agreement, initial payment, and onboarding steps work together before services begin.
A Simple, Two-Acceptance Process
TheAccountingDr separates the proposed services and price from the formal engagement terms so each part can be reviewed clearly.
Accepting the quote approves the proposed services and price. Accepting the separate service agreement confirms the terms governing the engagement.
Why the process is separated
- Clarity: The quote shows what is being proposed and what it will cost.
- Transparency: The agreement explains responsibilities, payment terms, service limitations, confidentiality, and termination.
- Documentation: Electronic acceptance through Xero creates a record of the client's approval.
- Readiness: Work begins only after acceptance, payment, and the required information and access are complete.
The Process, Step by Step
This sequence applies to recurring bookkeeping and may also be used for one-time cleanup, catch-up, or Xero migration projects.
Review the Personalized Quote
Review the service descriptions, fees, assumptions, and any one-time items shown in the online Xero quote. Ask questions before accepting anything that is unclear.
Accept the Quote in Xero
Selecting ACCEPT confirms approval of the proposed services and pricing. Quote acceptance does not, by itself, start the engagement.
Review and Accept the Service Agreement
The agreement explains the engagement terms, responsibilities, payment requirements, scope changes, confidentiality, service limitations, and termination.
Receive and Pay the Initial Invoice
The first recurring payment or approved one-time fee is generally due before work begins. The applicable timing will be stated in your engagement documents.
Complete the Onboarding Process
You receive the applicable onboarding instructions, questionnaires, document requests, and secure-access guidance. Not every item applies to every client.
Provide Records and Secure Access
Provide requested statements, reports, explanations, and approved system access. Do not send passwords or full banking credentials through ordinary email.
Confirm Readiness and Begin Work
Work begins after acceptance, required payment, and the information and access needed for the approved service have been received.
One-Time Projects and Scope Changes
One-time projects are quoted separately because the scope is based on particular records, time periods, systems, and conditions.
Bookkeeping Cleanup
Corrects, organizes, reconciles, or supports existing accounting records that contain errors, inconsistencies, or unresolved balances.
Catch-Up Bookkeeping
Brings missing or incomplete bookkeeping periods up to date using available statements, reports, and supporting records.
Xero Migration
Transfers and configures approved accounting information from another system to Xero. Some information may require separate handling.
When additional approval may be needed
- Previously undisclosed financial accounts, systems, sales channels, or activity
- Missing records, statements, accounting periods, or source documents
- Unsupported balances, duplicate activity, or significant prior-period errors
- Greater transaction volume or reporting complexity than originally identified
- Migration limitations, unusable exports, or data that does not transfer as expected
Material scope issues will be communicated before work outside the accepted scope is performed. A revised quote or separate approval may be required.
Frequently Asked Questions
Does accepting the quote mean bookkeeping begins immediately?
No. The agreement must also be accepted, required payment must be received, and onboarding requirements must be completed before work begins.
Why do I need to accept both a quote and an agreement?
The quote focuses on services and pricing. The agreement focuses on the terms and responsibilities governing the relationship.
What happens if I have questions about the quote?
Ask questions before selecting ACCEPT. The quote can be clarified or revised when needed before the engagement proceeds.
What happens if the quote expires?
The quote may need to be reissued or reevaluated because pricing, availability, timing, or the condition of the records may have changed.
Will every client receive the same onboarding requests?
No. Requests are tailored to the approved services, systems, accounts, transaction activity, reporting needs, and condition of the records.
How should sensitive information be provided?
Use the secure methods provided during onboarding. Do not send passwords, security answers, full banking credentials, or similar information through ordinary email.
Your Readiness Checklist
- I reviewed the services, fees, and assumptions in the quote.
- I asked questions about anything I did not understand.
- I accepted the quote through Xero.
- I reviewed and accepted the applicable service agreement.
- I paid the required initial invoice.
- I completed the applicable onboarding steps.
- I provided the requested records and secure system access.
Questions Before You Accept?
Questions are welcome before you accept a quote or service agreement. Use the online Contact page to ask about the proposed services, pricing, process, or onboarding requirements.
Contact TheAccountingDrThis resource provides a general explanation of the standard engagement process. The personalized quote, service agreement, invoice, and written communications govern the specific services and terms applicable to each client.