How to Change Your Accountant

You can change your accountant at any time of the year; when planned properly, the switch takes a few days. We explain the warning signs, the handover steps, the documents to take over and what the new advisor does in the first 30 days.

Communication problems, late returns, unexplained penalties or needs that change as the business grows… There can be many good reasons to change your accountant. Yet many business owners keep working with an accountant they are unhappy with, worried that “the handover will be messy”. In this guide we explain the steps of changing your accountant, the documents to take over, the right timing and the points to watch out for.

Signs that you should change your accountant

• You learn about filing and payment dates on the last day
• They cannot explain why you received late filing or irregularity penalties
• You wait days for answers to your queries
• They never share your business’s profit and loss position with you
• You have constant problems with digital processes such as e-Invoice and e-Ledger
• They are unaware of incentives and exemptions specific to your sector

If several of these signs apply to you, it may be time to look for a new financial advisor. We have collected the selection criteria in How to Choose an Accountant in Ankara.

Steps for changing your accountant

1. Choose the new financial advisor: Clarify the scope, fee and start date in a written contract.
2. Notify the current accountant: Give written notice in line with the termination terms of your contract, and settle any unpaid fees.
3. Take over the documents: The books, tax returns and accrual slips, payrolls, contracts and electronic records are handed over in full.
4. Transfer authorisations: The intermediary authorisation in the e-declaration system and the e-Ledger and e-document user permissions are assigned to the new advisor.
5. Run an opening check: The new advisor reviews the records taken over and reports missing or incorrect items.
6. Update the calendar: Upcoming filing and payment dates are planned under the new arrangement.

Documents to take over during the handover

To roughly check items you think are missing from the depreciation list, use our depreciation calculator.

When is the best time to change your accountant?

Technically it is possible in any month. But in terms of workload and risk, some periods are easier than others. The chart below is our recommendation showing the relative ease of switching at different times of the year.

If you switch during the annual return period, who will file the return must be agreed in writing. For key dates, see our Tax Return Calendar article.

How should you notify your previous accountant?

A short, clear, written notice is enough. You can use e-mail or a written letter. A sample text:

“Dear …, from … our accounting services will be handled by our new financial advisor …. We kindly ask you to file the returns up to the … period, and to hand over our books, tax returns and accrual slips, payrolls and electronic records by …. Thank you for your cooperation.”

Stating clearly in the notice up to which period the previous accountant will file returns makes the division of responsibility between the two offices clear.

What the new advisor should do in the first 30 days

1. List the documents received and report what is missing
2. Check the latest returns and accruals to identify any unpaid debts
3. Compare opening balances with the trial balance and bank records
4. Match staff records with the social security system
5. Inform you of upcoming filing dates and payment amounts
6. Present a short report with the risks identified and recommendations

This initial check prevents past errors from being carried into the new period and gives you a clear picture of your business’s financial position.

Fee and contract points to watch

Pay attention to the notice period in your contract with your previous accountant and to any unpaid fees. Unpaid fees can create tension during the document handover, so settling accounts openly and in writing is healthiest for both sides. With your new advisor, clarify the scope and fee from the start. You can find how fees are set in our article Accounting Fees in Ankara.

The first filing period after the handover

The real test of the switch is the first return filed by the new advisor. In this period, you need to make sure the VAT carried forward from the previous month, provisional tax offsets and staff details have been transferred correctly. Not leaving the first return to the last day gives time to complete anything missing. Ask to be told the amount payable a few days in advance so that your cash planning is not disrupted.

What does changing your accountant bring to your business?

A change made at the right time often does more than solve problems; it creates new opportunities. A fresh pair of eyes can spot deductions, incentives or incorrect practices that went unnoticed before. Regular reporting and quick communication help the business owner make better-informed decisions. You can also find what to look for when choosing your new advisor in 7 Things to Ask When Choosing an Accountant.

Common mistakes during the handover

• Relying on a verbal agreement: Who files which return must be in writing.
• Not taking the electronic records: Not only paper documents but also e-Ledger files and software backups should be requested.
• Delaying the transfer of authorisations: If the previous accountant’s access continues, returns can be confused between the two offices.
• Skipping the opening check: Past errors are carried into the new period.

A communication plan for the transition

Changing your accountant requires communication not only between two offices but also within your business. Tell your staff who to contact with payroll and social security matters. Even if your suppliers’ e-invoice details do not need to change, update your accounting contact address. If your bank requests your financial statements, share your new advisor’s contact details.

Also make sure the authorisations in the e-Ledger, e-Invoice and e-Declaration systems are updated. Your previous accountant’s user permissions should not be left in place. We explain these technical steps in detail in our e-Ledger and e-Invoice Guide. Well-planned communication ensures that the transition is completed without your customers and employees noticing.

Frequently asked questions

Can you change your accountant in the middle of the year?

Yes. You can change your accountant in any month of the year. What matters is planning the handover around filing dates and dividing responsibilities in writing.

What should I do if my previous accountant does not hand over the documents?

The documents belong to your business. First make a written request; if the problem continues, you can apply to the professional chamber. Your new advisor will also guide you through this process.

Do I need to notify the tax office when I change accountants?

The intermediary authorisation in the e-declaration system is assigned to the new advisor. Whether a separate petition is needed depends on the business’s situation; your new advisor makes the necessary notifications.

How long does the handover take?

If the documents are ready, the transfer of authorisations and the handover are completed within a few days. A detailed check of the records may take a few weeks depending on the size of the business.

Who is responsible for past-period errors?

Before the tax administration, the taxpayer is primarily responsible. When past errors are found, options such as voluntary correction (pişmanlık) can be considered; that is why the opening check is so important.

Do I pay an extra fee when changing accountants?

In most offices, handover procedures are handled as part of starting the new service. If extensive corrections are needed in past-period records, this work may be assessed separately.

My business is a limited company; is the handover any different?

In limited and joint-stock companies, in addition to the statutory books, documents such as the resolution book, general assembly papers and the share ledger must also be taken over.

Does changing accountants affect my e-Invoice system?

Your e-Invoice and e-Archive system belongs to your business; changing accountants does not affect it. You only need to grant the necessary access to your new advisor and remove the previous accountant’s permissions.

How do I check the documents I received from my previous accountant?

Prepare a handover record and tick off the documents one by one. Your new advisor lists anything missing within the first week; missing items are then requested in writing.

Final word

When planned correctly, changing your accountant is not a loss for your business but a fresh start. A written contract, a complete document handover and a timely transfer of authorisations make the transition smooth.

At Ankara Muhasebecim, we manage the handover from start to finish, following every step for you, from correspondence with your previous accountant to the opening check. You can review our accounting service or get in touch with our office in Kızılay.