Switching Your China Accountant Without Missing a Filing: A Handover Checklist
Quick answer: You can change your China accountant at any time, but the safest point is right after a month's tax filings are submitted, or after the annual audit and CIT reconciliation. A good handover transfers original accounting records, electronic tax bureau access, e-fapiao settings, bank tools and payroll data, and checks for open issues before the new firm files anything.
Many foreign owners stay with an accountant they are unhappy with because they fear a missed filing during the move. With a proper handover plan, the risk is small and the benefits of better service are large.
Signs it is time to switch your accountant in China
• You cannot see your own books or get reports on time.
• Questions take weeks to answer, or are answered only in Chinese.
• The tax bureau contacted you about something your accountant did not mention.
• Your audit finds adjustments that should have been caught monthly.
• You don't know who your accountant actually is.
When to switch
Timing | Why it works |
Right after a monthly filing | Most tax filings are due by the 15th of the month. Switching after submission gives the new firm a full month before the next deadline. |
After the annual audit and CIT reconciliation (by 31 May) | The prior year is closed and agreed, so the new firm starts from a clean, audited position. |
At year-end | A natural break, but the new firm then takes responsibility for closing the previous year. |
Avoid switching in the days before a filing deadline.
The handover checklist with your new accountant
Accounting records
• Accounting vouchers, ledgers and financial statements, paper and electronic
• Fixed asset register and depreciation schedules
• Tax loss carry-forwards and their supporting records
• Prior-year audit reports and tax returns
• Supporting contracts for significant transactions
Accounting vouchers and ledgers must be kept for long periods, generally 30 years, so make sure originals are transferred, not just copies.
Systems and access
• Electronic tax bureau access, with the tax agent role reassigned to the new firm
• E-fapiao issuing settings and quotas
• Accounting software data export
• Bank online-banking access and USB keys, held by the company, not the old accountant
• Social insurance and housing fund portal access
Open items
• Unreconciled bank or VAT balances
• Pending tax bureau queries or inspections
• Outstanding outbound payment filings
• Late or missing annual reports
What the new China accounting firm should do first
1. Review the last 12 months of filings against the books and bank statements.
2. Reconcile VAT, CIT prepayments and IIT with the tax bureau's records.
3. Flag any errors and agree how to correct them.
4. Confirm the compliance calendar and responsibilities in writing.
If the review finds gaps, they can be fixed through catch-up work.
Switching to Woodburn
Transferring your China company to Woodburn is free of charge. Our Shanghai team manages the handover with your previous provider, including system access, records and open items. See Switch to Woodburn.
Frequently asked questions
Do we need the old accountant's cooperation?
It makes the handover much easier, especially for originals and system roles. Most of the access belongs to the company, so it can be recovered even if they are slow to help.
Will the tax bureau be notified?
The tax agent role on the electronic tax bureau is updated. The company's tax registration does not change.
Can we switch in the middle of the year?
Yes. The new firm continues the books from the handover month and takes over the year-end close.
Related reading
Switch your China accounting to Woodburn, free of charge
We handle the handover with your current provider and review your filings so you start with a clean, reconciled position. Or call Shanghai +86 21 5116 2893 · Hong Kong +852 3978 0300 |
About Woodburn Accountants & Advisors
Woodburn Accountants & Advisors helps international businesses set up and run companies in mainland China and Hong Kong. With more than 30 years' experience and offices in Shanghai and Hong Kong, our team of chartered company secretaries, certified public accountants and tax specialists has guided hundreds of foreign companies, from first-time market entrants to established multinationals, through company registration, accounting, tax, payroll and annual compliance. We combine large-firm expertise with boutique responsiveness.
Our China services: China Company Registration · Cloud Accounting & Financial Reporting · Cloud Payroll · Tax & Audit · Employer of Record · Finance Manager · Visa Applications · Trademark Registration
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