Free Checklist Templates for Engagement Management

Engagement Management

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OR

Client Engagement Closeout Checklist

Financial Reconciliation

Post final WIP and unbilled time entries

Reconcile fixed-fee vs. time-and-materials billing

Issue final invoice and clear A/R

Confirm scope creep status

Issue change-order invoice for overage

Workpaper and Documentation Archival

Compile final workpaper binder

Index supporting documents in SmartVault or Suralink

Apply seven-year retention lock

Document independence assessment for next year

Client Sign-Off

Deliver final report and management letter

Hold final client review meeting

Capture signed acceptance of deliverables

Resolve open items before closing

Administrative Closure

Mark the engagement closed in Karbon or TaxDome

Cancel client-portal access for temporary collaborators

Update CRM with renewal and cross-sell notes

Team Debrief and Resource Release

Run the engagement post-mortem

Submit staff performance feedback

Release staff back to the scheduling pool

Log CPE hours earned during the engagement

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Client Engagement Letter Renewal

Prior Engagement Review

Pull the current engagement letter

Confirm the engagement type and standards

Run independence and conflict check

Review prior-year realization and write-offs

Scope and Service Assessment

Document scope changes from the prior year

Hold the renewal discovery call

Document the change-order scope

Refresh the PBC and deliverable list

Pricing and Profitability

Recalculate the fixed-fee budget

Apply the annual rate increase

Set proposed fees and payment terms

Engagement Letter Drafting

Draft the renewal engagement letter

Insert SSARS or audit-specific language

Update the WISP and data-handling addendum

Internal Review and Approval

Route for partner review

Route for legal or risk review

Update the practice management system

Client Acceptance and Signature

Send the letter via Practice Ignition or DocuSign

Capture the client's renewal decision

Issue the disengagement letter

File the executed letter and kick off the engagement

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Client Engagement Onboarding Checklist

Pre-Engagement Compliance Checks

Run the conflict-of-interest screen

Escalate flagged conflicts to the engagement partner

Confirm independence for audit-adjacent work

Capture the executed MSA and SOW

Scope and Deliverables Definition

Document the engagement type and commercial model

Define deliverables and acceptance criteria

Lock the engagement timeline and milestones

Carve out background IP and pre-existing methodology

Identify the client's regulatory profile

Financial Setup and Billing

Open project codes for time tracking

Configure billing structure and invoice cadence

Confirm payment terms and late-fee provisions

Lock the rate card and approved budget

Team and Stakeholder Mapping

Assign the engagement partner and engagement manager

Stand up the workstream leads and team roster

Build the client stakeholder map

Onboard subcontractors with COI and insurance

Communication Cadence and Tooling

Provision the shared workspace and channels

Set the weekly status report cadence

Document escalation paths and scope-change protocol

Legal and Data Handling Controls

Execute the mutual NDA with the client

Walk the team through the client-data handling protocol

Verify professional liability and E&O coverage

Execute the BAA before any PHI access

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Client Onboarding Checklist

Engagement Acceptance

Run client acceptance and conflict check

Determine engagement type and scope

Confirm independence for attest engagements

Send engagement letter for signature

Compliance and KYC

Collect entity formation documents

Collect signed Form W-9 and beneficial-owner info

Verify entity type drives downstream tax setup

Confirm WISP coverage and data-handling protocol

Systems and Access Setup

Provision client portal and folder structure

Request accountant access to QBO or Xero

Obtain IRS and state tax authorizations

Set up payroll and AP tool integrations

Opening Balances and Historical Cleanup

Collect prior-year tax returns and financials

Reconcile opening balances to prior CPA

Audit and clean the chart of accounts

Review historical bank feeds for uncategorized items

Scope and quote the historical cleanup project

Kickoff and First Deliverable

Hold the kickoff call with the client

Build the recurring PBC document request list

Schedule recurring close and review cadence

Deliver the first month's close package

Complete partner sign-off on onboarding

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Engagement Budgeting Checklist

Define Engagement Scope

Confirm the engagement type and deliverables

Document client-imposed deadlines

Identify governing professional standards

Build the Work Breakdown

Draft a WBS by engagement phase

Assign tasks to staff levels

Estimate hours per task by role

Estimate Costs and Out-of-Pockets

Apply standard billing rates to estimated hours

Add software, e-file, and out-of-pocket costs

Build a contingency reserve for scope creep

Set Fee Structure and Secure Approval

Choose the engagement fee structure

Draft the engagement letter in Practice Ignition

Obtain partner sign-off on the budget

Track Actuals Against Budget

Set up WIP tracking in practice management

Run the weekly time-and-cost variance report

Flag tasks past 80% of budgeted hours

Record the current variance status

Manage Variances and Change Orders

Review variance drivers with the engagement partner

Draft a change order for out-of-scope work

Re-confirm the revised fee with the client

Close Out and Realization Review

Reconcile final WIP to billed amounts

Calculate engagement realization rate

Document lessons learned for the next engagement

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Project Kickoff Checklist

Engagement Setup & SOW Confirmation

Confirm SOW signature and effective date

Run conflict-of-interest screen against the engagement

Escalate flagged conflicts to the engagement partner

Identify regulatory and data-handling obligations

Verify executed BAA, DPA, or regulatory addendum

Open the engagement code and time-tracking project

Lock the staffing plan and leverage ratio

Internal Mobilization

Verify firm-issued devices and MFA enrollment

Hold the internal pre-kickoff briefing

Build the stakeholder map and RACI

Draft the RAID log with opening risks

Assign the deliverable QA reviewer

Client Kickoff Meeting

Walk through SOW scope, exclusions, and change-order process

Review the milestone plan and acceptance criteria

Align on weekly status cadence and steering committee

Confirm escalation paths and decision rights

Capture additional client-side stakeholders

Post-Kickoff Documentation & Cadence

Distribute the kickoff readout deck

File the signed SOW in the engagement archive

Schedule recurring status and mid-engagement QA review

Sign off on engagement readiness

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