Client Onboarding

This page explains what happens before MRS Bookkeeping starts any agreed work with you.

On this page:

1. Purpose of onboarding

Client onboarding is the process used to make sure that:

  • your enquiry is understood;
  • the work requested is within MRS Bookkeeping’s current service scope;
  • the next step is clear;
  • any price or scope is agreed in writing;
  • confidential documents are handled safely;
  • no one starts work on the wrong basis.

You do not need to have everything organised before contacting MRS Bookkeeping.

For most new clients, this journey starts with a Financial Record Rescue enquiry — the default starting point for messy, incomplete or unclear records. Clients do not need to tidy everything first.

In many cases, the purpose of the first stage is simply to understand what records exist, what appears to be missing and what the sensible next step may be.

2. Current service scope

MRS Bookkeeping is supervised by HM Revenue & Customs (HMRC) for anti-money laundering purposes and is separately registered with HMRC as a tax agent.

Alongside records organisation, bookkeeping-readiness, practical admin support, education and clarity work, MRS Bookkeeping offers bookkeeping for client use, accounts preparation, payroll and PAYE administration, VAT return preparation, MTD submissions and tax return preparation. Formal tax advice remains outside the current service scope.

For more detail, please see the AML / Service Scope page.

3. Before you send documents

Please do not send bank statements, ID documents, tax records, payroll information or other confidential documents until I have confirmed the appropriate secure handover method.

A short description of the situation is enough to begin.

For example, you might explain:

  • what kind of business or organisation you run;
  • what records feel messy or unclear;
  • whether your records are paper, digital or mixed;
  • whether there is a deadline causing concern;
  • whether you already have an accountant;
  • what you would like to understand or resolve.

If documents are needed later, I will explain what is needed and how it should be provided.

4. Step 1 — Initial enquiry

The first step is usually a short Financial Record Rescue enquiry — the default starting point for most new clients — though the Contact page, email or telephone work just as well.

I aim to respond to enquiries within 2 business days.

At this stage, the aim is not to solve everything.

The aim is to understand:

  • what kind of help you are asking about;
  • whether the issue appears to fit MRS Bookkeeping’s current service scope;
  • whether the matter may need an accountant, tax adviser or another appropriately supervised professional;
  • whether a short call or further scoping would help.

Where it would help, I’m happy to arrange a short, free discovery call — typically around 30 minutes — to talk through your situation and work out the right next step together.

Submitting an enquiry does not create a client relationship.

5. Step 2 — Suitability and scope check

After receiving your enquiry, I may ask a few scoping questions.

These may cover:

  • the type of business or organisation;
  • the period of records involved;
  • whether records are paper, digital or mixed;
  • whether there are missing records;
  • whether there are HMRC, tax, VAT, payroll or MTD concerns;
  • whether you already have an accountant;
  • whether the work is urgent;
  • whether the request falls inside or outside the current service scope.

Payroll and PAYE administration may be provided within a separate agreed written scope. MRS Bookkeeping does not provide formal tax advice.

Where appropriate, I may suggest that you speak to an accountant, tax adviser or other appropriately supervised professional.

6. Step 3 — Written scope

If the enquiry appears suitable, MRS Bookkeeping will normally provide a written scope before paid work begins.

The written scope may include:

  • what work is included;
  • what work is excluded;
  • what information is needed from you;
  • whether documents are required;
  • how documents should be provided;
  • the price or pricing basis;
  • any deposit or payment terms;
  • expected timescales;
  • any limits on the service;
  • what the output or next step will be;
  • relevant cancellation or refund terms.

You should read the written scope carefully before agreeing to proceed.

7. Step 4 — Agreement to proceed

No paid work starts without a clear written scope and agreed terms.

You are not committed to paid work simply because you have made an enquiry, had an initial conversation or submitted a form.

Work starts only when:

  • the scope has been confirmed;
  • the price or pricing basis has been confirmed;
  • any required terms have been provided;
  • you have agreed to proceed;
  • any required payment or deposit has been made, if applicable;
  • any required document handover process has been agreed.

8. Step 5 — Secure document handover

If the agreed work requires records or documents, I will confirm the appropriate secure handover method.

Depending on the situation, this may involve:

  • agreeing which documents are needed;
  • agreeing whether paper or digital records are preferred;
  • agreeing how documents should be provided;
  • agreeing whether any information should be removed or redacted first;
  • explaining how physical records will be returned;
  • explaining what happens to digital files after the work.

Please do not send confidential documents before this step.

For more detail, please see the Data Handling / Client Records Notice.

9. Step 6 — Records review and organisation

For records organisation or Financial Record Rescue-style work, the agreed work may involve:

  • reviewing what records appear to exist;
  • sorting documents into a clearer structure;
  • creating a document inventory;
  • identifying obvious gaps;
  • separating records by year, type, account or other practical category;
  • identifying records that may need to be found, requested or recreated;
  • preparing a practical next-step plan.

Depending on the agreed scope, this work may also include bookkeeping, transaction categorisation, accounts preparation, tax return preparation, VAT return preparation and MTD submissions. Payroll and PAYE administration are available within an agreed written scope. Formal tax advice remains outside the current service scope.

10. Step 7 — Output and next steps

The output will depend on the agreed scope.

For records organisation or bookkeeping-readiness work, this may include:

  • a clearer folder or document structure;
  • a simple inventory;
  • a list of obvious missing items;
  • a summary of what appears unclear;
  • suggested next steps;
  • questions to ask your accountant, if relevant;
  • guidance on better record-keeping habits.

The aim is to help you understand what exists, what appears to be missing and what the sensible next step may be.

At the close of a Financial Record Rescue engagement, I will also offer a clear next step — typically the Self-Managed Records Support option or an ongoing bookkeeping retainer — so you know what a sensible follow-on would look like even if you don’t take it up straight away.

11. If you already have an accountant

You can still contact MRS Bookkeeping if you already have an accountant.

MRS Bookkeeping may be able to help you get your records into a clearer and more usable state before you speak with them.

This can help you understand what you have, what appears to be missing and what questions you may need to ask.

MRS Bookkeeping does not replace your accountant and will not provide formal tax or accountancy advice under the current agreed service scope.

12. If the work is not suitable

MRS Bookkeeping may decline or pause an enquiry where:

  • the work is outside current service scope;
  • the work requires AML supervision that has not yet been confirmed;
  • the work is outside professional competence;
  • the work is outside insurance cover;
  • the work requires formal tax advice or another service that cannot be provided within the agreed scope;
  • there is a conflict of interest;
  • the information provided is insufficient;
  • the requested timescale is not realistic;
  • the work would be better handled by an accountant, tax adviser or another professional.

If that happens, I will aim to explain the reason clearly.

13. Identity checks

Where agreed work includes bookkeeping, accounts preparation, VAT return preparation, MTD submissions or tax return preparation, MRS Bookkeeping will carry out identity checks as part of normal anti-money laundering compliance.

Being asked for ID does not mean you are suspected of doing anything wrong. It may simply be part of normal anti-money laundering compliance.

Please do not send ID documents unless MRS Bookkeeping has specifically asked for them and has confirmed the appropriate secure handover method.

14. Your responsibilities during onboarding

You are responsible for:

  • providing accurate information;
  • explaining any deadlines or urgent concerns;
  • telling MRS Bookkeeping if you already have an accountant or adviser;
  • not sending confidential documents before a secure handover method has been agreed;
  • making sure you have authority to share any records you provide;
  • reading the written scope and terms before agreeing to proceed;
  • asking questions if anything is unclear;
  • seeking tax, legal, accountancy or regulated financial advice where needed.

MRS Bookkeeping can help organise and clarify records within the agreed scope, but responsibility for the completeness, truthfulness and legal accuracy of your business records remains with you.

15. Privacy and records handling

Information provided during onboarding will be used to assess your enquiry, prepare any written scope, manage communication and provide agreed work where applicable.

For more information about how personal data is collected, used, stored and shared, please see the Privacy Policy.

For more information about how financial records, paperwork and digital files are handled, please see the Data Handling / Client Records Notice.

16. Business identity

MRS Bookkeeping is the trading name of Martin Richard Schmalenbach, operating as a sole trader.

Business address:

Muffins, West Lane, Dolton, Devon, EX19 8QU

Contact:

Email: martin@mrsbookkeeping.co.uk (Contact page)
Telephone: 07427 931 179
Website: mrsbookkeeping.co.uk

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18. Review and updates

This page is reviewed periodically and may be updated as MRS Bookkeeping’s services, supervision status, onboarding process, tools, payment arrangements or legal obligations change.

This page is reviewed when the service scope, regulatory status or legal obligations change.

19. Last updated

23 October 2026