How to use the template
- Copy the checklist for each client and remove items outside the engagement. Add accounting-specific access, opening balances and the first period’s document list.
- Ask clients to invite your team with individual accounts and appropriate roles. Never request passwords by email or in this sheet.
- Review three queues: waiting on the client and overdue, received but unchecked, and one client’s full list for kickoff. Define who signs off before moving to ongoing work.
Download the workbook for all tabs, or use the CSV for a single table. To use Google Sheets, upload the Excel file or import the CSV. Delete the example rows and the final NOTE row in each CSV before adding your own records. Store files in your firm’s approved system and link to them; keep passwords, identity numbers and document contents out of the tracker.
Checklist
Checklist| Area | Item | Owner | Due | Done when | Status | Checked by |
|---|
| Agreement | Engagement letter or contract signed | You | Day 0 | Signed copy saved in the client folder | — | — |
| Agreement | First invoice or deposit paid | Accounts | Day 3 | Payment shows in your accounting software | — | — |
| Agreement | Scope summary sent: what's in, what's out | Lead | Day 1 | Client has replied to confirm it | — | — |
| Documents | Document list sent, one line per item | Lead | Day 1 | Client has the list | — | — |
| Documents | Each required document received | Client | Day 7 | File saved where your team can open it | — | — |
| Documents | Each document checked: right file, readable, current | Team member | Day 8 | Marked checked, with a name and date | — | — |
| Access | List of accounts you need and the role you need in each | Lead | Day 1 | List sent to the client | — | — |
| Access | Invitation accepted for each account | Client | Day 7 | You've logged in with your own login | — | — |
| Contacts | Day-to-day contact named | Client | Day 2 | Name, email and phone in the tracker | — | — |
| Contacts | Approver named for each kind of decision | Client | Day 2 | Recorded in the tracker | — | — |
| Contacts | Billing contact named | Client | Day 2 | Recorded in the tracker | — | — |
| Contacts | How they want updates (channel, how often) | Lead | Kickoff | Recorded in the tracker | — | — |
| Kickoff | Kickoff call booked | Lead | Day 3 | Invite accepted | — | — |
| Kickoff | Agenda built from the items still open | Lead | Day before | Sent with the invite | — | — |
| Kickoff | Notes and next steps sent | Lead | Same day | Client has them in writing | — | — |
| Kickoff | First milestone and date agreed | Lead and client | Kickoff | Date in the tracker | — | — |
Multi-client tracker
Multi-client tracker| Client | Item | Area | Waiting on | Owner | Due date | Status | Checked by | Last follow-up | Blocks | Notes |
|---|
| EXAMPLE Client C | Invitation accepted for Google Analytics (Editor) | Access | Client | Lead F | 9 Oct | Requested | — | 13 Oct | Monthly report setup | Invite to be sent to our team address |
| EXAMPLE Client C | Logo files in original format | Documents | Client | Lead F | 9 Oct | Received | — | 13 Oct | Brand work | Saved in client folder /assets |
| EXAMPLE Client D | Engagement letter signed | Agreement | Us | Partner G | 6 Oct | Checked | Partner G, 6 Oct | — | All work | Signed copy in client folder |
Done test
Done test| # | Onboarding is complete when |
|---|
| 1 | The agreement is signed and the first payment has cleared. |
| 2 | Every required document has been received and checked by a named person. Anything marked Not applicable has a reason next to it. |
| 3 | Every account invitation has been accepted and tested. |
| 4 | Contacts and approvers are recorded. |
| 5 | Kickoff notes have gone out and the first milestone has a date. |
| 6 | The person doing the work confirms they can start. |
| Sign-off | One person signs it off, usually whoever owns the client relationship. Name and date: |
runnrr