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Changing accountants mid-year: 5 rules for a smooth handover
Step Inside Accounting · Practical guide
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1. You can change in any month
There is no need to wait until the end of the year. The company can change its certified accountant (contabilista certificado) at any time, as long as the year’s accounts remain complete.
That is why the new accountant does not start from the balances alone: they import all the records since 1 January, usually through the accounting SAF-T file. Changing between October and December is also possible, but it needs more coordination because the year-end close is near.
2. Give notice to your current accountant and settle the account
Start by giving written notice to your current accountant, with the notice period set in the contract, which is usually 30 days. Make sure there are no unpaid fees.
This really matters: before taking on the company, the new accountant has to confirm that the previous one was paid. Asking for that confirmation in writing avoids delays.
3. The formal change is made on the Portal das Finanças
The new accountant registers the appointment on the Portal das Finanças and the company confirms it with its own access. It is usually done within one to three working days.
The outgoing accountant notifies the Tax Authority and their professional Order that they are stepping down. Until the replacement is formalised, they remain linked to the company, so the new appointment should not be left for later.
4. The handover
The previous accountant must hand over the company’s documents and give the new one the information they need. A good handover includes:
- The accounting SAF-T file since 1 January.
- The trial balances for the last closed month and year to date.
- Bank statements and reconciliations.
- VAT, withholding tax and depreciation schedules.
- Lists of customers and suppliers with balances and, if there is one, the inventory.
If the documents are not handed over without a valid reason, the company can complain to the Order of Certified Accountants (Ordem dos Contabilistas Certificados).
5. The deadlines that cannot fall through the cracks
In the week of the change, agree who handles each obligation that falls due: invoice reporting, salaries and Social Security, and the VAT for the period. The simplest approach is for the previous accountant to close the last full period and the new one to start with the next.
There are no official costs for the change. The only extra cost may arise if the accounts are behind and months have to be caught up.
Example
The company decides to change in June and gives its current accountant 30 days’ notice. On 1 July, the new accountant makes the appointment on the Portal das Finanças and the company confirms it. During July, the new accountant receives the files and the SAF-T for January to June. By August, the new accountant is handling everything.
Team tip
Talk to us before you give notice to your accountant. We handle the appointment, speak directly to the previous accountant about the handover and check whether any obligations are outstanding before we take over the accounts.
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This article is for information only and does not replace professional advice. Figures and rules are those in force at the date of publication and may change.
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