Hand over a departing client's files
When a client leaves, Maito builds the handover index and lists what to close, so nothing lingers.
Operations · Accounting and bookkeeping · When something happens · Updated
Slack
Box
Dropbox
Notion
Microsoft 365
Linear
Asana
ClickUp
Jira
TrelloHow do you hand over a departing client's files?
To hand over a departing client's files, mark the client as ended. Maito sorts their files into what can go back, what you keep under your retention policy and what is still open, such as recurring tasks. It posts the list in Slack, closes tasks you approve and drafts the handover note.
How it's done today
Staff gather files by hand and forget the recurring tasks and access still tied to the client.
What Maito does
- Check the retention rules in company knowledge
- Index the files that can be transferred
- List tasks and access still open
- Hand the package to a person to review
Example
Loop run: Client marked Ended · Globex Tools
Globex Tools is marked Ended as of Oct 16. Here is the handover. Can hand over (41 files): 2023 and 2024 returns, year-end statements, payroll summaries, signed engagement letters. We keep, copies only: 2023 workpapers. Our policy notes say seven years, so they stay with us until 2030. Still open: • Quarterly payroll tax reminder, next due Oct 31 • Monthly bookkeeping task, next due Nov 3 • Globex's login to our client portal Catch: the payroll tax reminder would fire in 12 days for a client we no longer serve, and Globex may still expect us to file it. Worth a written note to them. From the shared drive and the task tracker. Index attached: globex-handover-index.xlsx.
@Maito Close both recurring tasks. I'll send the package and the note about the payroll tax myself.
Both recurring tasks are closed. I left the portal login for you to remove. Want a draft of the note about the Oct 31 payroll tax filing?
Maito (8:47 AM):
Globex Tools is marked Ended as of Oct 16. Here is the handover.
Can hand over (41 files): 2023 and 2024 returns, year-end statements, payroll summaries, signed engagement letters.
We keep, copies only: 2023 workpapers. Our policy notes say seven years, so they stay with us until 2030.
Still open:
• Quarterly payroll tax reminder, next due Oct 31
• Monthly bookkeeping task, next due Nov 3
• Globex's login to our client portal
Catch: the payroll tax reminder would fire in 12 days for a client we no longer serve, and Globex may still expect us to file it. Worth a written note to them.
From the shared drive and the task tracker. Index attached: globex-handover-index.xlsx.
Priya (8:55 AM):
Close both recurring tasks. I'll send the package and the note about the payroll tax myself.
Maito (8:56 AM):
Both recurring tasks are closed. I left the portal login for you to remove. Want a draft of the note about the Oct 31 payroll tax filing?
How to set it up
- Ask your agent
“When I move a client to Ended in the task tracker, build a handover package: the files we may hand over, what we must keep, and any recurring tasks or logins still open. Post it in #accounting.”
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Connect task tracker
- Linear
- Asana
- ClickUp
- Jira
- Trello
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It won't remove portal logins or decide how long you must keep records. It points them out for a person to handle.
Questions
No. It lists them and drafts the handover. A person shares or removes files.
From your policy notes in the files, or from rules you share in a thread, which it remembers.
File storage such as Google Drive, Box, Dropbox, Notion or Microsoft 365, and a task tracker such as Linear, Asana, ClickUp, Jira or Trello.
