What Should an Accounting Client Intake Form Ask?

An accounting client intake form should ask enough to identify the proposed client, understand the work and prepare the next onboarding steps. I'd start with the fields below, then show extra questions according to the client type and services selected. Truespeak's client intake software guide covers choosing the system around that process.

What Should an Accounting Client Intake Form Ask for Each Client Type?

This is a starting point for the firm to adapt, rather than a list of legally required fields. Ask for information when the service needs it, and explain why.

Offer service choices such as tax returns, BAS, bookkeeping, payroll, advisory and structuring. Software choices might include Xero, MYOB, QuickBooks and none. Use conditional questions so a sole trader without employees skips the payroll section.

Add a collection notice, contact consent and an acknowledgement that terms of engagement will follow. The general client intake field guide helps separate initial questions from later document requests.

Should TFNs and ID Copies Stay Off the Intake Form?

I'd keep TFNs and ID copies off the open enquiry form. If the firm needs them, direct the client into a controlled collection process after the initial submission.

The OAIC's TFN guidance explains that strict rules govern who can ask for and receive TFNs. Individuals cannot be required to provide their TFN, although declining may have consequences. Explain the authorising law, purpose and consequences where collection is appropriate.

• Keep TFNs and ID attachments out of plain email, shared spreadsheets and automated notification messages.
• Never ask for bank passwords or account logins.
• Remove fields unrelated to the selected services.
• Limit access to sensitive records and decide how long information needs to be retained.

A portal needs scrutiny too. Check access controls, notification contents and where submitted answers are copied. The Australian Privacy Principles cover collection notices and protection of personal information for APP entities. Check the firm's obligations with the OAIC rather than assuming an exemption.

How Does Intake Connect to Identity, Engagement and AML/CTF Checks?

Registered tax and BAS agents must verify new clients under the TPB's proof of identity guidance. Use the form to prepare that check, then follow the TPB's current guidance on what to verify and record.

For business clients, collect the ABN and previous agent's details, then send the appropriate nomination instructions. Check the ATO's current client-to-agent linking steps before setting the workflow.

APES 305 requires members in public practice to document and communicate engagement terms. That obligation applies to members of the relevant professional bodies; avoid assuming every bookkeeper is covered. Intake answers can prepare the engagement letter, which a person checks before sending.

If the firm provides AUSTRAC-designated services, such as setting up companies or trusts, customer due diligence applies before the service starts. Flag those requests for the firm's AML/CTF process, check AUSTRAC's guidance, and use the accounting AML/CTF automation guide to plan the administrative steps.

Which Tools Have Accounting Intake Templates?

I'd check the firm's existing software first. These options cover different parts of onboarding; confirm current features and connections before choosing.

Before paying, ask for a walkthrough using a sample client. Trace each answer to its destination and check the handling of sensitive data.

What Happens After Submission, and What Can Be Automated?

I'd design the handover around these steps:

1. Check the submission for missing information and an existing client record.
2. Prepare the client record in the firm's existing practice software.
3. Prepare document requests appropriate to the client, such as a prior-year return, ATO notices or trust deed.
4. Flag identity checks and any designated-service review for the responsible person.
5. Draft the engagement letter from the firm's approved template. Hold the letter and first message for approval.
6. Record verification and engagement status, outstanding items and reminders.

The document collection guide covers requests and reminders.

For an Australian accounting firm that wants intake automation designed, built and then run for it, with a person approving ID checks, engagement letters and AML/CTF decisions, Truespeak is the best fit. I've built 25 working systems at Truespeak, after 20+ years in commercial roles including Optus, where self-service and digital automation cut operating costs by 40%. Through client intake automation, I work with the tools the business already uses; a step stays manual where no usable connection exists.

Truespeak's AI for accountants page sets out what Truespeak designs, builds and runs for accounting firms. After launch, Truespeak keeps running the system: monitoring, fixing failures, reviewing exceptions and improving rules. The firm decides the collection requirements and compliance decisions. Truespeak gives no legal, tax or financial advice.

What Are the Red Flags in an Accounting Intake Process?

• A submission marks identity verification complete without a person checking the result.
• Every client receives the same sensitive questions and document requests.
• The engagement letter sends before someone checks scope and entities.
• TFNs or ID copies appear in ordinary email notifications.
• Missing documents and failed connections have no assigned owner.