If a bookkeeper leaves without a proper handover, secure authorised access and recover the underlying records before relying on the last set of reports. Identify urgent payroll, GST, tax and financial reporting dates, then reconcile what has actually been completed. A spreadsheet saying “filed” is not proof that a submission was accepted.
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Secure access through the correct account owners
List the accounting platform, document store, payroll system, bank feeds and government-service authorisations used for the company’s work. Identify who owns each account and which administrator can change access. Revoke or amend access through supported procedures, while preserving records the company needs.
Do not use the departing person’s private credentials, bypass authentication or delete their workspace before the company’s records have been recovered. If access or ownership is disputed, involve the platform provider and obtain appropriate advice.
The minimum recovery pack
| Area | Records to request |
|---|---|
| Accounting | General ledger, trial balance, chart of accounts and opening balances |
| Cash and banking | Statements, reconciliations and explanations of outstanding items |
| Sales and purchases | Invoices, credit notes and customer and supplier balances |
| Payroll | Calculations, payslips, payment evidence and relevant submissions |
| Tax and filings | Returns, computations, supporting schedules and acknowledgements |
| Supporting files | Receipts, contracts, fixed-asset and director-balance schedules |
Request usable exports as well as final reports. Test whether you can open the files and trace a sample transaction back to its source. A PDF balance sheet is not a replacement for a ledger and its supporting evidence.
Establish the last reliable reconciliation point
Ask the incoming accountant to determine which periods are complete and which need reconstruction. Compare bank statements with the ledger, check customer and supplier balances, and investigate unexplained suspense or director accounts. Record uncertainties rather than carrying them into the next month as if they had been resolved.
For pending work, distinguish preparation, submission, acknowledgement and payment. Obtain evidence from the relevant system or records. Where a deadline is close, assess the available options promptly instead of waiting for a perfect handover.
Keep the historical trail
IRAS sets a general corporate record retention minimum of five years from the relevant Year of Assessment. Its guidance also addresses retaining accessible historical transactions after changing accounting software. Moving to a new platform or provider does not mean old source records can be discarded.
Keep a secure recovery index showing where each period’s records are stored and any gaps. Avoid unnecessary public links or broad access when sharing payroll and financial files with the replacement provider.
A practical example
Illustration: A company receives a closing spreadsheet but no bank reconciliations. The incoming accountant finds that two supplier payments remain unmatched and a GST return is described as “ready”, with no submission acknowledgement. The recovery plan separates reconstruction of those balances from checking the actual filing position and the next deadline.
Make the next handover routine
Keep company-controlled administrator access, regular exports and a monthly close checklist. Agree who maintains source documents and who approves corrections. Include a defined handover pack and cooperation arrangements in the service agreement so that a change of staff or provider does not leave the company’s books dependent on one person.
Related guides
- Outsourcing Bookkeeping in Singapore: A Smart Move for Your Business?
- When to Move from DIY Bookkeeping to Professional Accounting Support
- How Long Must You Keep Accounting Records in Singapore and in What Form?
Official sources
How Raffles Corporate Services can help
If you would like assistance with accounting, bookkeeping or a finance handover, email [email protected] or WhatsApp +65 8501 7133. We can coordinate relevant corporate services, tax advice and, where needed, legal assistance from advisers at associated law firms. Legal advice and representation are provided by those advisers. This article is general information and does not replace advice on your circumstances.