List the work, including the invisible bits
Write down who deals with invoices, banks, payroll, payments, customer queries, reports and adviser requests. Include the tasks somebody fits around their main job. They are often the parts that disappear from a formal job description.
Show the systems and the gaps
List the accounts, sales, payroll and stock or operational systems. Describe the repeated manual work and known discrepancies. Use appropriate individual access when the handover starts; do not share passwords in a general enquiry form.
Separate current work from catch-up
Identify unreconciled periods, overdue information and outstanding queries. These need their own scope and timetable. A new ongoing monthly fee should not leave you guessing whether historic clean-up is included.
Set the approval route
Agree who supplies information, approves invoices, authorises payments and signs off payroll or reports. Define a contact for urgent questions and an alternative if that person is away.
Make the first cycle realistic
Plan the first reporting period around the records and access actually available. Agree what happens if an input is late and how progress will be reviewed. Keep the existing adviser involved where their work continues.
Where to start
Your current reports, a task list and a summary of outstanding issues are enough for a useful first discussion. The detailed access plan comes after the scope is agreed.