Switching bookkeepers in Edmonton, without the gap.

Maybe your bookkeeper is slow to reply. Maybe your business has outgrown them, or they're retiring, or you just never know what you're paying. Whatever the reason, switching bookkeepers in Edmonton is much less dramatic than most owners fear. A clean handover is mostly a checklist and a clear date.

This guide walks through how a handover works, what to request, and how to make sure no GST return or payroll remittance slips through the gap. It applies whether you're in Downtown Edmonton, Callingwood, Spruce Grove or Fort Saskatchewan.

1Signs it's time to switch

• You don't hear back for days, or only around deadlines.
• Your books are months behind and you only find out at year end.
• Your accountant keeps sending back questions or cleanup bills.
• You've had late GST or payroll filings you didn't know about.
• Invoices change every month and you can't tell why.
• You've added staff, a second company or a new revenue stream and they can't keep up.

None of these mean your current bookkeeper is a bad person. Sometimes it's simply not the right fit anymore.

2When to switch

The cleanest cut-off is the end of a month, and even better, the end of a GST reporting period or your fiscal year. That way your old bookkeeper finishes a complete period and the new one starts fresh, with no half-done month to split.

That said, don't wait six months for the "perfect" date if things are going wrong. A mid-year switch works fine as long as the cut-off is clear.

3What to request from your old bookkeeper

Tap each item off as you receive it.

Most professional bookkeepers handle this smoothly. If you hit resistance, remember that your business's records are yours, and much of what you need, like bank statements and filed returns, you can also get from your bank and your CRA My Business Account.

4How switching bookkeepers works, step by step

1. Choose the new bookkeeper first

Line up your new bookkeeper before you give notice, so there's no stretch where nobody is watching the books. Ask about pricing, who'll actually do the work, and how they handle onboarding.

2. Give notice and set the cut-off

Check your current agreement for a notice period. Confirm the cut-off date in writing and who's responsible for each filing on either side of it.

3. Sort out access

If your accounting subscription is in your old bookkeeper's name, ask them to transfer ownership to you. Then invite your new bookkeeper as an accountant user. Your new bookkeeper will also usually need to be authorized as your representative with CRA, which you can approve through your CRA account.

4. Review before taking over

A good new bookkeeper doesn't just pick up where the last one left off. They check that bank and card accounts are reconciled, that GST balances in the books match what was filed, that payroll liabilities tie to remittances, and that opening balances match your last year end. Any problems get flagged now, not discovered at tax time.

5. Carry on with filings

From the cut-off date, the new bookkeeper takes over the monthly routine and the filing calendar. You should see your first set of reports soon after the first month closes.

5Mistakes to avoid when you switch

• Cutting off access too early. Leave your old bookkeeper's access in place until you have everything you need, then remove it.
• Starting a new file from scratch. It's tempting to "start clean," but losing your history makes year end and any CRA review harder. Fix the existing file instead, unless it's truly beyond repair.
• Forgetting the extras. Payroll software, bill pay tools, payment apps and CRA representative access are easy to overlook.
• Not telling your accountant. Let your year-end accountant know who's doing your books now, so questions go to the right place.
• Skipping the review. If the new bookkeeper doesn't check the opening position, old errors quietly become your problem again.

What to expect in the first month

The first month with a new bookkeeper usually involves a few more questions than normal while they learn how your business works: which clients pay how, what your regular expenses are, and how you like your reports. After that, it should settle into a quiet monthly routine.

If you're switching mid-way through a GST period

It happens. Your bookkeeper leaves suddenly, or you decide in the middle of a quarter that you can't wait. In that case, agree on who will prepare and file the return for the current period. Usually it makes sense for the new bookkeeper to take over the whole period, review what's already been entered, and file it, so one person is responsible for the full return. Just make sure that decision is written down before the due date gets close.

6Switching to Plum

When businesses move to Plum, we handle most of the handover for you: we'll tell you exactly what to request, help with access, and review your file before we take responsibility for anything. If we find the books need cleanup, we'll tell you upfront and quote it as a catch-up project so your filings stay on schedule.

Our plans are flat-fee and month to month, with no contract and 30 days' notice, so you'll never feel stuck again. Curious what it would cost? Read how much a bookkeeper costs in Edmonton, or book a call and we'll walk through your switch together.

7Questions people ask

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This article is general information for Alberta businesses and isn't tax or legal advice. Rules and thresholds change, so confirm your situation with your accountant or CRA.