Let's get you on-boarded
There are a few steps we need to go through to get you on-boarded. Some of these steps are required by law or by our governing body Chartered Accountants Australia & New Zealand. We have to make sure those boxes are all checked before we can provide any services to you.
Over the next week, Nicole Pittrich, Trio's Client Co-ordinator will be in touch with a few more documents for you to sign or complete. To try and make things as streamlined and painless as possible we use digital technology to complete a number of these steps.
As we all know, technology is awesome when it works but very occasionally it glitches. Should that happen to you please get in touch. We have analogue alternatives we can use. It takes a bit longer but the last thing we want is for you to be sitting there pulling your hair out in frustration.
If at any point in your on-boarding processes you're unsure what's happening, what to do, or why we need this information just let us know - we'll be happy to explain things to you in more detail.
1. Key information
First of all we'll need to gather some key information from you. We will send you a link to a client details form for you to complete. The one piece of information you may need to go searching for before you start this form is the IRD numbers for all entities and individuals included in the proposal.
2. Verify your identity
This is a requirement under Anti-Money Laundering legislation. If you haven't already completed Identity Verification with us, we will send you and the other beneficial owners (usually that's directors, shareholders with more than 25%, & trustees) an email containing a link to electronically verify your identity online.
We may also need to request copies of trust deeds and other financial information. If this is the case, you should have been given a heads up, although from time to time we may identify part-way through the verification process that additional information is required.
3. Provide Trio with the authority to act on your behalf with IRD
We'll send you and other directors/trustees an "Authority to Act" form to sign - this enables us to link your accounts with IRD and to talk to third parties about your business.
4. Let your old accountant know you're moving
If you are changing accountants, one of us needs to let them know you're moving. Generally, it's nicer if you talk to them first and copy us into your email. We can provide suggested wording if you're not sure what to say. Or if you'd rather not have to talk to them ever again we can take care of everything for you.
Once your old accountant has been notified that you're moving, they will send us copies of all relevant information and transfer your Xero subscription to us. Generally this process takes a couple of weeks, but could be delayed if you owe your old accountant any money or if they are completing work for you.
5. Xero setup or review
We're into the final stretch of on-boarding now and will get your Xero setup and provide you with training. If you are already on Xero, then we will review your Xero file to check that everything is in order and there is nothing that is ringing any alarm bells for us.
6. Reminder of your first monthly payment
One of the most frequent questions we get is "when will my monthly payments start?"
The monthly payments will begin in the month of your "Start Date" as shown in your proposal. You can expect to receive your first invoice in the first week of the month, and payment is due on the 20th of the month. For example, if your start date is August 2020 then you will receive your first invoice on the 1st of August with payment due on the 20th August.
Our preferred payment method is direct debit via GoCardless. The invoice will contain a link enabling you to set up a direct debit and answer any questions you might have. But if you have any questions in the meantime about payments, please let us know.
So that's the process in a nutshell. If you have any questions at all, please just let get in touch with Nicole by emailing firstname.lastname@example.org