Checklist Before Sharing Your Books with a Capacity Partner

Before you share Xero or MYOB access with any bookkeeping or capacity partner, run a short due diligence checklist. You stay responsible for your books and your business — a partner should operate under clear scope and supervision.

Use this list before granting file access.

Before you share any data

• Signed NDA covering cross-border data handling
• Written confirmation of APP-aligned workflows
• Clear scope: what the partner prepares vs what you review
• Agreement on who communicates with end clients (if you are a practice)
• MFA requirements for all cloud file access

Technical and workflow checks

• Trial file processed to your templates (not theirs)
• Query log protocol — how flagged items reach you
• Turnaround SLAs aligned to Australian business hours
• Software proficiency in your stack (Xero, MYOB, Dext, XPM)
• Zero local file storage — work done inside your cloud only

Ongoing supervision

Document how finished work is reviewed: who checks files, how often, and how errors are escalated.

A reputable partner will welcome this conversation and provide workflow documentation.

Red flags to walk away from

• Requests to download client files to local devices
• Unwillingness to sign an NDA before a trial
• Generic templates that do not match your format
• Unclear who owns the client relationship when you are a practice
• No clear escalation path for material queries