Client onboarding and month-end close in Notion, for bookkeepers
When you work for several clients, the hard part usually isn't the bookkeeping. It's keeping track of it all: who still owes you a bank statement, which close is due Friday, and whether a client has used up the hours their fee covers.
This site has six free checklists and templates you can copy straight from the page, and one paid kit for building the whole system in your own Notion workspace.
Free checklists
Each one is printed in full on its page. There is nothing to download and no sign-up.
- Bookkeeper client onboarding checklist: 8 steps for week one
- Month-end close checklist for bookkeepers: a Day 1–10 timeline
- A Notion template for virtual assistant clients: what to track
- Document request follow-up emails for bookkeepers: 3 reminder templates
- Bookkeeping scope creep tracker: in-scope versus out-of-scope time
- Recurring bookkeeping tasks checklist: weekly, monthly, quarterly and annual
The paid kit
Bookkeeper Client Hub: Onboarding & Month-End Close Notion Kit, $19 on Gumroad. A kit for building a client hub in your own Notion workspace. Every client has one page, and everything connected to that client links back to it. The finished kit helps you:
- Onboard a new client the same way every time. One button creates an eight-step onboarding checklist, from engagement letter to prior-period tie-out. A Waiting on Client view shows everything that's on the client's side.
- Chase documents on a set schedule. Log each request with a due date. A
Follow-Upcolumn shows "Chase: N days late" as soon as something is overdue. - Run month-end close from a board. One button creates eight close steps. Track them on a Not Started / In Progress / Blocked / Done board, and see every client's next close date in one list.
- Keep recurring work from slipping. Weekly, monthly, quarterly and annual tasks per client, with a due status and the next due date calculated for you.
- See scope creep in numbers. Log your time, flag work as in scope or out of scope, and the client page compares this month's in-scope hours with the hours the fixed fee covers: Within scope, Near limit or Over scope.
What you get: six Notion-ready CSV files (Clients, Onboarding Checklist, Document Requests, Month-End Close Checklist, Recurring Tasks and Time / Scope Log, each with fictional sample rows) plus a written setup guide, BUILD_SPEC, and the guide "Client Onboarding & Month-End Close System". It is a manual build with many steps, not a template you duplicate: you import the CSVs into Notion, then follow the setup guide to set the property types, relations, rollups, formulas, views, the New Client template and the buttons. How long it takes depends on how well you know Notion, so set aside a focused work session. It doesn't connect to your accounting software. Refunds: 14 days from purchase, via Gumroad.
Not yet test-run: the full build has not been test-run end to end in a fresh Notion workspace. If a step doesn't work for you, the 14-day refund via Gumroad applies.
Created with AI assistance. Not accounting, tax, or legal advice.
What it is (and what it isn't)
The kit is an organizational tool. It isn't accounting software, and it doesn't connect to your ledger, bank feeds or payroll provider. It organizes the work around them: you record which package each client uses, and the kit tracks your tasks, requests and time.
Keep working information only in it: names, statuses, dates and notes. Don't store full tax IDs, account numbers, card numbers or passwords in Notion. Use a secure client portal or a password manager for those.
Who it's for
- Solo bookkeepers and small bookkeeping practices with several monthly clients
- Virtual assistants who handle bookkeeping support, document collection or recurring admin for clients on a retainer
- Anyone on a fixed monthly fee who wants to see when a client's work has outgrown the fee
- People comfortable following a long written setup guide in Notion
Requirements: a Notion account. The databases, relations, rollups, formulas, views and page template work on Notion's Free plan. Some button actions depend on your Notion plan and version; the guide and build spec include a manual fallback for each one. Prices and fees in the kit are formatted in US dollars, and you can change the number format to your own currency.
Refund policy: refunds within 14 days of purchase, via Gumroad. To ask for one, reply to your Gumroad purchase receipt or contact the seller through Gumroad. You don't need to give a reason.
Privacy: this site sets no cookies, runs no analytics and collects no email addresses. Gumroad collects your email address at checkout to deliver the kit and shares it with the seller for delivery.
No affiliate links or sponsorships. Software names such as QuickBooks Online, Xero, Gusto and Notion are trademarks of their owners and appear only to describe compatibility. No endorsement or affiliation is implied.
Created with AI assistance. This site and the kit were created with AI assistance. They can still contain mistakes. Not accounting, tax, or legal advice. The checklists are general examples and may not fit your jurisdiction, clients or professional obligations. For advice about a specific situation, consult a qualified professional such as a CPA, enrolled agent or attorney.