Episode 87: How and When to Fire Clients: Best Practices for Bookkeepers & Accountants

Oct 9

Heads up: I use affiliate links for my fave products. If you click and purchase, I may receive a small commission at no extra cost to you.

Conquering Workflows & Systems for Bookkeepers & Accountants podcast with Alyssa Lang, founder of Workflow Queen and Magnetic Bookkeeping & Consulting. Episode topic: How to Become a Removable CEO & Build a Work-Optional Business

In this solo episode, Alyssa Lang covers the essential steps and strategies for gracefully firing clients while protecting your business integrity. Alyssa deep dives into implementing clear disengagement policies, managing client boundaries, and ensuring smooth transitions to foster a healthier, more aligned client base for your firm.

In this episode you’ll hear:

How to determine if you are ready to fire a client
When to fire a client and the logistics that go with it
How to communicate to your client that you are firing them
How to be ready to make space for new, and more aligned clients

Resources mentioned in this episode:
💻 Breakthrough for Bookkeepers & Accountants

Listen to the Full Episode here 👇🏼

🎧 Listen on iTunes ⇨ Click here

🎧 Listen on Spotify ⇨ Click here

🎧 Chose another listening platform ⇨ Click here

How and When to Fire Clients: Best Practices for Bookkeepers & Accountants

Introduction

Ever found yourself stuck with those clients who just don’t fit anymore? Maybe they’re not responding to emails, they’re asking you to do sketchy stuff, or they keep expecting more work without paying extra. Or even worse—they’re downright rude to you or your team. If any of this sounds familiar, it’s probably time to part ways.

In this episode, I’m diving deep into how to know when it’s time to fire a client, the logistics of actually doing it, and how to communicate the breakup smoothly. Plus, we’ll chat about how letting go of the wrong clients makes room for the ones who are way more aligned with your business.

How to Know If You’re Ready to Fire a Client

First off, let’s get real: You know when a client just isn’t working anymore. But how do you know for sure that it’s time to move on? Here’s what to look for:

They’re unresponsive. If your client ghosts you for months, leaving you hanging, it’s more than just annoying—it’s messing with your workflow.
They’re asking for questionable things. Ever had a client who wants you to bend the rules or do something that just doesn’t sit right? That’s your cue to move on.
They refuse to pay for extra work. Scope creep is real. If a client keeps asking for more but won’t pay for it, that’s a red flag.
They’re rude to you or your team. This is a hard no. There’s no reason to tolerate disrespect, no matter how much they’re paying.

If any of these sound familiar, it’s time to start thinking about firing that client.

When to Fire a Client (and the Logistics of It)

Okay, so you’ve made the decision—now what? There’s never a perfect time to fire a client, but don’t let that stop you. Waiting for the “right time” just keeps you stuck. Even if it’s the end of the year or a busy season, if a client isn’t aligned with your business, it’s time to let them go.

Here’s how to handle it:

Check Your Contract: Always start by checking the terms of your contract. Do you need to give 30 days' notice? What’s the process for disengaging? Make sure you’re following the terms you agreed to.
Have an Action Plan: Don’t just ghost the client. Put together a clear offboarding plan so they know what to expect. Let them know what you’ll deliver, what deadlines they need to be aware of, and how to access any final materials. This keeps things professional and smooth.
Don’t Wait for the “Right Time”: Whether it’s the middle of a project or near year-end, don’t hold back. It’s better to fire a client and free up space for new ones than to stay stuck in a relationship that no longer works. You can even prorate fees if needed to handle the timing of the disengagement.
Offer Referrals (If You Want To): If the client wasn’t a nightmare but just no longer fits your business, you might want to refer them to someone else. But remember—you don’t owe anyone a referral, especially if they’ve been difficult.

And if you need more help with tough client decisions, check out 💻 Breakthrough for Bookkeepers & Accountants. It’s packed with strategies to help you manage clients, scale your business, and handle the tough stuff like scope creep and client relationships.

How to Communicate the Breakup

Now, let’s talk about how to actually tell a client you’re letting them go. This is probably the hardest part, but it doesn’t have to be awkward. You can be professional, kind, and direct without it turning into a drama-filled breakup.

Here’s how I like to do it:

Keep It Simple and Polite: Whether you’re emailing or having a call, be direct but kind. Thank them for the time you worked together, and let them know you’re moving in a different direction.
Example: "Hey [Client], after some reflection, I’ve decided to shift my focus to clients that are more aligned with our services. While it’s been great working with you, I feel you’d be better served by another provider moving forward."
Explain If Needed: Depending on the situation, you might want to offer an explanation. If the client has been unresponsive, you can say that you need more communication to best serve them. If they’ve been rude or asking for too much, you can explain that the relationship no longer feels aligned.
Give Them a Timeline: Make sure you clearly outline the next steps and the timeline for the offboarding process. Let them know when your services will officially end, what they’ll receive, and how they can access anything they need.
Example: "We’ll finish up the current project by [date], and you’ll have access to all your files through [platform] until [final date]. After that, you’ll be fully transitioned off our services."
Stay Firm: Sometimes, clients will try to negotiate or convince you to stay, but once you’ve made the decision, stand your ground. This is about your business’s long-term success, and keeping a client who’s not a good fit isn’t worth the headache.

How Letting Go Makes Space for New, Aligned Clients

Firing a client isn’t just about removing someone who’s not working—it’s about making space for clients who are better aligned with your business. When you clear out that mental (and sometimes emotional) space, you’ll be ready to attract the right clients.

I’ve experienced this firsthand. After letting go of three misaligned clients last month, we brought on two amazing clients who are totally aligned with our niche. It’s a reminder that letting go opens up space for growth and better opportunities.

Trust me, once you let go of those pain-in-the-neck clients, you’ll have the energy to focus on the people who really value what you bring to the table.

Conclusion: It’s Okay to Let Go

Letting go of clients can feel scary, but it’s one of the best things you can do for your business. Whether it’s about scope creep, lack of alignment, or just plain rudeness, firing a client frees up space for better, more fulfilling work.

And if you need more support navigating these kinds of decisions, check out 💻 Breakthrough for Bookkeepers & Accountants. We dive into everything from pricing strategies to handling tricky client situations.

Remember, letting go is part of growth, and you deserve to work with clients who appreciate and align with your business. So don’t hold back—make room for clients who fit!

Thanks for listening. If this episode inspired you in some way, take a screenshot of you listening on your device and post it to your Instagram stories and tag me, @workflowqueen For more information about the Conquering Workflows & Systems for Bookkeepers & Accountants Podcast or interest in our programs or mentoring visit our resources below:

Visit our website: workflowqueen.com

Follow the Blog: workflowqueen.com/blog

Connect on LinkedIn: linkedin.com/in/alyssa-lang-wq

Connect on Instagram: instagram.com/workflowqueen

Connect on Facebook: facebook.com/workflowqueen

Podcast Publishing Tools we use: