How do I hand my bookkeeping clients' software logins to a buyer safely?

Start by making an inventory: which clients, which software, whose account it sits under and who the administrator is. Many practices discover that some access runs through the owner’s personal login, which cannot simply be passed along. Plan the timing. Before the sale is firm, share only what a buyer needs to judge the work, ideally with client details masked.

After closing, let each client issue fresh access to the new owner, or approve the move. That keeps responsibility with the clients and avoids you handing over credentials that were never yours to give. Use a proper password manager or the software’s own user invitation feature, never a spreadsheet or an email thread.

Change shared passwords at the moment of transfer and turn off your own access once the handover is complete. Keep a log of each step, signed off by both sides. If something goes wrong later, that record protects you both. Be ready to explain the plan to clients in plain words: who will have access, from what date and what they can do if they prefer to move elsewhere. A clear message early prevents worried calls later and shows that you took their information seriously.

Key takeaways

• List every client account and who administers it.
• Let clients issue or approve access themselves after closing.
• Remove your own access and log each step at handover.
• Tell clients in plain words who will have access and from when.