Switch Accountant Without Losing Your File
Changing accountant is your right, and it is simpler than you think. We contact your current accountant, recover your file and keep your VAT and tax deadlines during the transition. You only have one signature to give.
- File takeover handled for you
- First 20-minute call free
Why do so many business owners hesitate to change accountant?
Fear of losing documents
Your documents, ledgers and past returns sit with your current accountant. You worry a change will leave a gap in your history. In reality, handing over the file follows professional rules.
A VAT or personal income tax deadline coming up
A quarterly VAT return, a tax return or annual accounts are always due soon. You fear it will fall between two accountants. That is exactly what the transition plan settles first.
An unreachable or late accountant
Late replies, tax authority reminders you discover alone, accounts filed at the last minute: these are the top reasons for switching. Every month lost increases the risk of a fine.
Fees that no longer match your activity
Your business has changed, your package has not. You sometimes pay for services you do not use, or for extras invoiced without warning.
The awkwardness of "leaving" someone
You have known your accountant for years. Announcing your departure is uncomfortable. We give you a courteous template letter and then handle the exchanges between professionals.
We take care of everything, you sign only once
You sign the engagement letter and the letter to your current accountant. We handle the file takeover, the authorisations with the tax authorities and the ongoing deadlines.
You send the end-of-engagement letter
We give you a template to adapt and send to your current accountant, respecting the notice period in your engagement letter.
We contact your current accountant
Before accepting the engagement, we contact your current accountant, as the guidelines published by the ITAA (Institute of Tax Consultants and Accountants) provide. They flag useful points, respecting professional secrecy. We also check that their undisputed fees have been paid.
We recover your file
Trial balances, ledgers, VAT returns, personal or corporate income tax returns, annual accounts, depreciation schedules, codes and authorisations: the list is checked item by item.
We take over the authorisations
We update the access authorisations to your files with the tax authorities and official platforms, with your agreement.
How does switching accountant work, step by step?
Diagnostic call (20 minutes, free)
We note your legal form, year-end date, VAT scheme and upcoming deadlines. We spot any late filings.
Call-back within 1 business hour
Proposal and engagement letter
You receive a detailed fee proposal. The engagement letter states what is included and what is not.
Within 3 business days
End of engagement with your current accountant
You send the end-of-engagement letter. We tell you the safest effective date given your deadlines.
According to your contract's notice period
File and authorisation takeover
We recover the file, check opening balances and take over the authorisations with the tax authorities.
Weeks 1 to 4
First takeover review
We hand you a written summary: upcoming deadlines, anomalies found, optimisation ideas to discuss.
End of the first month
When is the best time to change accountant in Belgium?
You can switch at any time. Some moments, however, make the transition simpler.
- Right after the financial year-end. The new accountant starts on a fresh year. The previous one finalises the annual accounts of the closed year, if your engagement letter provides for it.
- After a VAT return. Switching just after filing a monthly or quarterly VAT return leaves a full quarter to organise the takeover.
- Before summer for personal income tax. If you are a self-employed individual, taking over the file before the personal income tax (IPP) filing period avoids a rush for documents.
Avoid if possible: switching in the days before a deadline, without a written agreement on who files it. Our transition plan settles this in writing from the start.
What happens to your file? Your accounting documents belong to you. Your current accountant hands over what is needed for your file's continuity. Any fees still owed are settled between you and them, according to your engagement letter. We never start an engagement while ignoring an ongoing dispute: we discuss it with you first.
Accountant or chartered accountant? In Belgium, these titles are protected and awarded by the Institute of Tax Consultants and Accountants (ITAA). Check your future professional's title in the ITAA public register. Every Viseeon accountant is registered there.
Guide "Switching Accountant Without Stress" and template letter
The ideal calendar according to your year-end date, the list of documents to recover and a courteous end-of-engagement letter to adapt. PDF and Word format.
Get the guideCan you change accountant mid-year?
Yes. Nothing requires you to wait for the year-end. You simply need to agree in writing on who files the next VAT and tax returns, and respect the notice period in your engagement letter.
Can my current accountant refuse to hand over my file?
Your company's accounting documents belong to you. Under the guidelines published by the ITAA, your former accountant makes your documents available without delay, regardless of payment of their fees. The handover is made against a dated, signed inventory. If it gets blocked, we tell you the available remedies.
Do I have to inform my current accountant myself?
Yes, the end of the engagement comes from you, in writing. We provide a template letter. After that, we take over the exchanges between professionals.
What notice period applies?
The one in your current engagement letter. Reread the termination clause before sending your letter. If you cannot find your engagement letter, ask your accountant for a copy.
What happens to my next VAT return?
We set in the transition plan who files which return. As a rule, the previous accountant finishes the current period and we take the next one. No deadline is left without someone responsible.
And the annual accounts of the closed year?
They can be finalised by your current accountant or taken over by us. The choice depends on how far the file has progressed and on your engagement letter. We decide together during the diagnostic call.
Which documents will you recover?
Notably trial balances and ledgers, VAT returns and customer listings, personal or corporate income tax returns, annual accounts, depreciation tables and key contracts. The full list is in our guide.
Will switching cost me more?
Taking over a file takes work, especially if it is behind. We tell you the takeover cost before starting. The price simulator gives you a first comparison with what you pay today.
How do I check that my new accountant is accredited?
The titles of accountant and chartered accountant are protected in Belgium. Check the ITAA public register with the professional's name or number.
My file is behind. Can you still take it over?
Yes. We first assess the situation, then draw up a catch-up plan to bring late filings up to date. See also our dedicated page on late accounting.
Let's prepare your switch of accountant
A Viseeon accountant calls you back within 1 business hour with a transition plan suited to your deadlines.