Bedford Accountant Reveal: What to Ask Your Accountant Before Signing Up

Selecting an accountant is more important than most business owners realise. The right adviser helps you stay compliant, reduce tax, improve cash flow and make smarter decisions. The wrong one leaves you chasing information, fixing mistakes and feeling uncertain about your financial position.

In Bedford we regularly meet clients who joined an accountant without asking enough questions. Some assumed everything was included then discovered hidden fees months later. Others expected proactive advice yet only received basic bookkeeping. A few realised their accountant had limited experience with their type of business which affected both compliance and tax efficiency.

This article explains the key questions you should raise before signing any engagement letter. The goal is not to interrogate your accountant but to make sure you fully understand what you will receive and how the relationship will work. When you know what to ask you can compare firms properly and choose one that genuinely supports your goals.

Why Choosing the Right Accountant Matters

Your accountant does more than submit a tax return. They can shape your business strategy, protect you from HMRC issues and identify ways to improve profit. A good accountant becomes a partner in your day to day decisions. They monitor deadlines, streamline your systems and guide you when circumstances change.

Choosing without due diligence creates risk. You may miss tax planning opportunities. You may pay more tax than necessary. You may suffer stress during a VAT or payroll error. You may face HMRC penalties because filings were incorrect or late.

Asking detailed questions removes assumptions and sets expectations clearly from the start.

What You Should Ask Your Accountant Before Signing Up

Below is a structured explanation of the most important questions and why they matter to your business.

What services are included in the monthly fee

If I was ever in the position of needing an accountant I would accept nothing less than a fixed fee service. I cannot express strongly enough how frustrating it is when a new client arrives with a pile of unexpected invoices from their previous accountant. Every time I see this it tells me one thing. The accountant never took the time at the beginning of the relationship to understand the client or plan for what their business actually needed. If they did not think ahead about something as basic as services and pricing it raises a serious question. How on earth were they helping with forward planning, tax efficiency or anything more strategic

What frustrates me even more is seeing clients charged for advice. In my view charging a paying client for simple email guidance is unacceptable. Advice is part of the job. It is the minimum level of support any accountant should offer without sticking another invoice in the post. Yet I still come across firms who bill for answering questions, clarifying rules and giving reassurance. It creates distrust and it discourages clients from asking for help which is the last thing any accountable adviser should want.

I fully appreciate that if a client wants a long meeting to go through a detailed business matter it may fall under additional costs. That is completely reasonable. What should never attract extra charges is simple email guidance. Quick questions, clarifications and day to day support should be part of the service because clients need to feel comfortable asking for help without worrying that every message will trigger another invoice.

Some accountants wrap everything into one transparent fixed monthly fee. Others offer a headline price then add extras later for tasks they class as add ons. This is where confusion starts and where clients end up overspending without realising it.

This is why you should always get complete clarity on what is included. Ask directly:

·       Will bookkeeping be included or treated as a separate charge

·       Are VAT returns part of the package

·       Will they handle payroll and year end PAYE submissions

·       Does the fee include reminders, meetings and unlimited support

·       Are director Self Assessment tax returns included

When you know exactly what you are paying for you avoid the shock of surprise invoices stored up across the year. Many Bedford businesses I have met genuinely believed VAT returns were included only to discover a separate charge every quarter. For some this caused real cash flow pressure that could have been avoided with clear information at the start.

A good accountant is upfront, transparent and committed to protecting your business. Clear fees are the foundation of that trust.

How often will you hear from them

Communication is one of the biggest frustrations we hear from new clients. Some accountants are reactive which means they wait until you contact them. Others are proactive and reach out regularly with updates, planning opportunities and reminders.

Ask:

·       How often will they check in

·       Do they provide quarterly reviews

·       Is support unlimited or capped

·       Do they charge for phone calls or emails

A good accountant should be available when you need support. They should not disappear until year end. Frequent communication means issues are dealt with early which avoids costly problems later.

Who will be handling your work

Some firms have a senior accountant who meets you then delegates the work to junior staff. Others give you a single dedicated contact who handles everything themselves.

Ask:

·       Will you have a direct accountant or a general team

·       Will the person doing the work have experience with your industry

·       What is their qualification and background

If your business involves construction, e-commerce, hospitality or property you need someone experienced in those areas. Each has different tax rules, VAT concerns and compliance requirements. A mismatch between your needs and their experience is an early warning sign.

What software do they use

Modern accounting relies on cloud software. If your accountant uses older systems or does not integrate with your preferred tools you will waste time manually moving data.

Ask:

·       Which accounting software do they use

·       Do they provide training

·       Can they access real time information

·       Do they use tools for receipt capture

·       Do they have experience with your sales platforms if you sell online

Software compatibility ensures your accountant can proactively analyse your figures. It gives you up to date information and ensures compliance with Making Tax Digital.

What does onboarding look like

A structured onboarding process ensures a smooth transition. Without it you may spend the first month chasing documents or struggling to understand what they need.

Ask:

·       What documents do they require

·       How long does setup take

·       Will they review past accounts and correct any errors

·       Will they speak to your old accountant

A good onboarding process sets the tone. It shows the accountant has systems in place and takes compliance seriously.

Do they offer tax planning or only compliance

Compliance work means filing returns. Tax planning means structuring your business to reduce your tax burden legally. Not all accountants provide this level of advice.

Ask:

·       Will they review your tax position annually

·       Do they offer guidance on dividends, salaries and expenses

·       Do they explain opportunities for capital allowances

·       Do they advise on R&D, pension planning or business structure

Your accountant should help you take advantage of legitimate savings and avoid common risks. This requires more than annual filing.

How do they handle HMRC letters

Every business receives HMRC contact at some stage. You need to understand whether your accountant will handle this for you.

Ask:

·       Will they deal with HMRC on your behalf

·       Is this included in the fee

·       Do they warn you about potential risks early

Accountants who manage HMRC contact quickly give you peace of mind. Delays create added complications and unnecessary stress.

How will they help you grow

An accountant should not just record what has happened but help you move forward. Their advice should support your plans whether you want to expand, take on staff or improve profit margins.

Ask:

·       Do they provide forecasting

·       Can they help you price your services

·       Do they review financial performance throughout the year

·       Do they offer business planning meetings

The best accountants understand that financial data is only useful if it helps you make decisions.

What is their response time

If you send a question on a Monday you need to know when you can expect a reply. Some firms take a few hours. Others take days.

Ask:

·       What is their standard response time

·       Do they guarantee same day acknowledgment

·       Do they provide urgent support when needed

Clear expectations avoid frustration and help you plan your business admin correctly.

What experience do they have with HMRC checks

An accountant should know how to handle VAT inspections, PAYE reviews and SA queries. Ask about their experience and how they support clients during these events.

Ask:

·       Have they handled HMRC investigations

·       What was the outcome

·       Do they charge extra for this support

HMRC checks can be stressful but a knowledgeable accountant can reduce risk and protect your business.

Can they explain your financial position in simple terms

Good accountants can explain complex topics clearly without jargon. If they confuse you at the consultation stage it will not improve later.

Ask:

·       If I asked you to explain my accounts in simple language could you do it

·       How would you help me understand cash flow

Clarity saves time and ensures you always know what is happening in your business.

What happens if you want to leave

Although nobody plans to switch accountants again you should know the exit process in case it becomes necessary.

Ask:

·       Is there a notice period

·       Will they charge for information requests from your new accountant

·       Will you retain access to your data

Professional firms should not make leaving difficult. If they hesitate to answer this clearly it can indicate poor service culture.

Real World Example

A small consultancy firm in Bedford came to us after a difficult year with their previous accountant. When we first met them they said they signed up based on the low monthly fee and did not ask many questions. They assumed everything was included but later found that VAT returns, payroll and meetings were all billed separately. By the end of the year the total cost had doubled.

They also struggled to get answers. Emails often went unanswered for a week so deadlines were missed and the client felt unsupported. When the accountant failed to act on an HMRC letter the business was hit with interest charges that could have been avoided.

We reviewed their full setup, switched them onto Xero, corrected their backlog and implemented quarterly check ins to keep them fully informed. We sent them a feedback request after 6 months and it was clear their financial clarity and confidence had improved significantly.

This example highlights why these questions matter. A low fee or friendly sales pitch does not guarantee good service. Due diligence is essential.

Legal and Regulatory Considerations

Accountants must follow professional rules set by bodies like ACCA, ICAEW or AAT. They must also comply with anti money laundering regulations, data protection rules and HMRC standards.

When interviewing an accountant always ensure they are:

·       Properly qualified

·       Registered for AML supervision

·       Covered by professional indemnity insurance

·       Using secure systems for storing your data

Professional regulation protects you if something goes wrong. It also ensures your accountant follows ethical standards.

Practical Tips for Choosing the Right Accountant

If I was choosing an accountant for myself I would only look for a few core things and they are non-negotiable. First they must be qualified. ACCA, ICAEW or AAT. A qualification shows they are regulated, monitored and insured. It means there is a code of conduct they must follow which protects you if something goes wrong. An unqualified accountant may be cheaper but you carry all the risk if they make a mistake.

I also want absolute clarity from the first conversation. If they cannot explain things simply at the start then sack off the whole idea of using them as your accountant, they will not suddenly become clearer later. Personally, I want someone who talks in a way that is easy to understand. I want answers that are free from jargon and that actually make sense.

Transparent pricing is a must for me. I want to know exactly what I am paying for with no grey areas or hidden extras. If an accountant hesitates when you ask about fees it is already a red flag. It should be as simple as this. Your business needs X Y and Z so the fee is fixed for X Y and Z. That level of clarity is the least you should expect.

Most importantly I want to walk out of the first meeting feeling supported and understood. If I feel pressured confused or brushed off I would not even consider signing up. Your accountant becomes one of the closest advisers to your business so the fit has to be right from day one.

Good accountants make your life easier. They take pressure off your shoulders and make sure your business is running as tax efficient as possible. If they cannot do that then they are not adding value. Anything less is simply not worth your time.

The Bottom Line for Bedford Business Owners

Choosing the right accountant is not a box-ticking exercise. It shapes your tax position, your stress levels and the financial direction of your business. When you know what to ask and what to expect you put yourself in control. The right accountant will support you, protect you and help your business grow with confidence.