# Client Offboarding: Hand Over Files, Close Open Tasks

Source: https://maito.app/workflows/hand-over-a-departing-clients-files

When a client ends, Maito lists the files to hand over, the ones you keep, and recurring tasks still running, and closes the ones you approve.

When a client leaves, Maito builds the handover index and lists what to close, so nothing lingers.

[Operations](https://maito.app/workflows/team/operations) · [Accounting and bookkeeping](https://maito.app/workflows/industry/accounting-and-bookkeeping) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Box
-   Dropbox
-   Notion
-   Microsoft 365
-   [Linear](https://maito.app/workflows/tool/linear)
-   [Asana](https://maito.app/workflows/tool/asana)
-   [ClickUp](https://maito.app/workflows/tool/clickup)
-   [Jira](https://maito.app/workflows/tool/jira)
-   [Trello](https://maito.app/workflows/tool/trello)

## How 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

1.  Check the retention rules in company knowledge
2.  Index the files that can be transferred
3.  List tasks and access still open
4.  Hand the package to a person to review

## Example

Loop run: Client marked Ended · Globex Tools

**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

When something happens Hand over a departing client's files

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

### Does it delete or send any files?

No. It lists them and drafts the handover. A person shares or removes files.

### How does it know our retention rules?

From your policy notes in the files, or from rules you share in a thread, which it remembers.

### Which tools does it use?

File storage such as Google Drive, Box, Dropbox, Notion or Microsoft 365, and a task tracker such as Linear, Asana, ClickUp, Jira or Trello.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

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