Client asks for bank reconciliation services. You agree. Two months later, they’re demanding full financial reporting and questioning why you’re charging extra. Sound familiar?
This scenario happens because bookkeepers skip the most basic protection tool available to them: a properly drafted engagement letter. The document defines your services, protects your fees, and prevents scope creep before it starts.
This guide shows you exactly what belongs in a bookkeeping engagement letter, why you need one for every client relationship, and how FigsFlow generates professional, legally sound letters in under 30 seconds. You’ll also find templates, real case studies, and practical steps to implement today.
Key Takeaways for Busy Bookkeepers
- Engagement letters are legal contracts that define services, fees, and responsibilities between bookkeeper and client
- Every client needs a signed letter before you begin work to protect both parties from disputes
- Letters must include 10 core elements covering scope, limitations, fees, data protection, and termination terms
- Digital signatures are legally binding in the UK, making electronic letters as valid as paper versions
- FigsFlow generates compliant letters in 3 steps taking approximately 30 seconds from start to send
What is a Bookkeeping Engagement Letter?
A bookkeeping engagement letter is a formal written agreement establishing the professional relationship between you and your client. It functions as a binding contract outlining exactly what bookkeeping services you will deliver.
The letter specifies deliverables such as transaction categorisation, bank reconciliation, VAT return preparation, or payroll processing. More importantly, it states what you will not provide, preventing clients from assuming services you never agreed to perform.
Think of it as your professional boundary document. Without these boundaries documented in writing, clients inevitably expect more than you intended to deliver. The engagement letter creates mutual understanding before money changes hands or work begins.
Unlike informal proposals or quotes, engagement letters carry legal weight. Courts recognise them as enforceable contracts when fee disputes or service disagreements arise. This protection works both ways, safeguarding you from unreasonable client demands and protecting clients from unclear service terms.
❓ Confused About Engagement Letters vs Letters of Intent?
You’re not alone. Many bookkeepers mistakenly use these terms interchangeably. An engagement letter (LOE) is legally binding and defines your service relationship. A letter of intent (LOI) simply expresses interest before negotiations begin. Understanding this difference protects your practice.
Why Bookkeepers Need an Engagement Letter
Clear documentation separates professional bookkeeping practices from amateur operations. An engagement letter establishes you as a serious professional who understands business relationships require formal agreements.
- Prevents Scope Creep Immediately – Defines exactly what services you provide and what falls outside your agreement
- Provides Legal Protection in Disputes – Serves as indisputable evidence when fee or service disagreements arise
- Ensures GDPR Compliance – Includes privacy notices explaining how you handle sensitive financial data
- Demonstrates Professional Competence – Signals you operate a legitimate practice with proper procedures
- Clarifies Payment Terms Upfront – Specifies fees, billing frequency, and payment deadlines to prevent disputes
Every successful bookkeeping relationship starts with mutual understanding. Engagement letters create this foundation by documenting expectations in clear, enforceable terms.
Real-Life Case Study: How an Engagement Letter Saved £12,000
Sarah, a Manchester-based bookkeeper, quoted £300 monthly for basic transaction categorisation. Three months in, her retail client began requesting cash flow forecasts, inventory reconciliations, and consolidated reports.
Sarah hesitated to bill for the extra work, worried about damaging the relationship. By month six, she'd provided £12,000 worth of unbilled services. When she raised the issue, the client claimed these services were implied in the original agreement.
Without an engagement letter defining her exact deliverables, Sarah had no written proof. She wrote off the £12,000 to maintain the relationship.
A simple engagement letter stating "transaction categorisation and bank reconciliation only" would have given Sarah written proof when additional requests arose. She could have referenced it immediately, establishing that new services required separate agreements and additional fees.
Key Elements of a Bookkeeping Engagement Letter
How FigsFlow Makes Engagement Letters (In 3 Simple Steps)
Creating engagement letters manually takes 30-45 minutes per client. FigsFlow reduces this to 30 seconds with an automated three-step process that handles everything from service selection to digital signatures.
Step 1: Access the Proposal Generator and Select Services
Click “Generate Proposal” from your FigsFlow dashboard. The platform opens an interface designed specifically for bookkeeping and accounting services.
Browse service categories on the left panel. Services are organised into bookkeeping, accounts preparation, VAT services, and payroll. Use the search function to find specific services quickly.
Select your bookkeeping services by clicking them from the list. Common selections include monthly bookkeeping, bank reconciliation, VAT return preparation, or payroll processing. You can select multiple services if the client needs a combination.
The system allows you to add multiple clients simultaneously. This proves useful when onboarding several clients from the same business group.
Step 2: Configure Client Details and Set Pricing
Search and select your client from the entity dropdown. If you’ve integrated FigsFlow with HubSpot, client data imports automatically. Otherwise, select from your contact list or add a new client.
Configure service parameters using dropdown menus. For bookkeeping services, select monthly transaction volume, quality of existing records, and whether they use cloud accounting software.
The pricing calculator displays real-time fees as you make selections. FigsFlow’s algorithm considers transaction volume, record quality, and market rates. The right panel shows monthly, quarterly, and annual pricing with automatic VAT calculations.
Adjust pricing manually if needed. Apply percentage or fixed discounts, and add notes for special arrangements.
Choose your document preference. The default “Send both Proposal & LOE” generates both documents together. Click “Proceed to Preview” when finished.
Step 3: Preview and Send Your Engagement Letter
Review the generated document in the PDF preview pane. The system displays your engagement letter with branding, client details, service descriptions, and fees automatically populated.
Toggle “Include Cover Letter” to add a personalised introduction. Add attachments if needed (up to 5 files, 20MB total) such as insurance certificates or professional membership proof.
Switch between tabs to review your proposal and engagement letter separately. Verify all details are accurate before sending.
Click “Send Live” to email documents directly to your client with built-in e-signature functionality. Clients review and sign electronically without leaving their inbox.
Alternatively, click “Save as Draft” to store the document for later. The entire process takes approximately 30 seconds.
Beyond Engagement Letters: What FigsFlow Offers
FigsFlow is a complete client onboarding platform handling everything from initial proposals through compliance checks to signed agreements. Here’s what it offers beyond engagement letters:
- Professional Proposal Generation
- AML Compliance Module
- Secure Document Collection
- Complete Audit Trails
- HubSpot CRM Integration
- Centralised Dashboard
All this is yours at zero cost for the next 30 days. Take full advantage of automated onboarding, compliance checks, and engagement letter generation without commitment.
Additional Resources
- What is an ACCA-Compliant Engagement Letter? – Detailed explanation of ACCA requirements, mandatory clauses, and official templates for UK accountants
- Engagement Letter vs Letter of Intent: Key Differences Explained – Clear comparison showing when to use each document and why confusing them creates legal risks
- 2025 Anti-Money Laundering ID Check Guide for Accountants in UK – How to integrate identity verification and compliance checks with your engagement letter process
- Engagement Letters for Tax Practitioners | ACCA Global – Official ACCA engagement letter templates, guidance notes, and service schedules updated for 2025
Conclusion
Engagement letters protect your bookkeeping practice from unclear scope, unexpected fees, and misaligned expectations. Every professional bookkeeper needs signed letters before starting billable work.
The essential components are straightforward: define services, state exclusions, specify fees, and include data protection clauses. These create legally binding contracts courts recognise.
Manual letter creation wastes time you could spend serving clients. FigsFlow automates the entire process in three steps, taking approximately 30 seconds from start to send.
Start protecting your practice today. Clear engagement letters build professional relationships that last.
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Frequently Asked Questions
A bookkeeping engagement letter must include parties’ details, specific services provided and excluded, engagement period, fee structure with VAT, payment terms, client responsibilities, data protection clauses, and termination conditions. Professional letters also reference bookkeeping standards and limitation of liability clauses.
Update engagement letters annually at minimum, and immediately when services, fees, or business structure changes. If clients request additional services mid-engagement, issue an updated letter before performing new work. Regulatory changes affecting data protection also trigger updates.
Yes, digital signatures are legally binding in the UK under the Electronic Communications Act 2000 and EU eIDAS Regulation. Electronic signatures carry the same legal weight as handwritten signatures. Platforms like FigsFlow provide audit trails proving when documents were sent, opened, and signed.
No, each engagement letter should be customised to the specific client and services provided. While you can use a standard template, you must adjust service descriptions, fees, and terms to match each engagement. Generic letters provide weak legal protection in disputes.
Don’t begin work for clients who refuse to sign engagement letters. Unsigned letters provide minimal legal protection because you cannot prove the client agreed to your terms. If a long-term client refuses, consider whether continuing without proper documentation is worth the risk.
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