How to switch accountants without losing FreeAgent
Changing accountant doesn't have to mean changing software. How to keep your FreeAgent account, history and bank feeds, and give your new accountant the right access.
By In Front Accounting, ACCA-qualified accountants · Published 21 October 2026
The short answer
- Your FreeAgent data belongs to your business. Switching accountant changes who has access, not your records.
- How access moves depends on your setup: either your accountant is a user on your account, or your account sits on an accountant's Practice Dashboard.
- Take your own export first (Settings > Export All Data), and check how your free or paid FreeAgent access works before anything moves.
- If you get FreeAgent free through NatWest, RBS, Ulster Bank or Mettle, check that the conditions for your route still apply after the change.
Step 1: work out how your current accountant has access
Look at Settings > Users in FreeAgent, or ask your current accountant. There are two common setups:
- Your accountant is a user on your account. You (or another full-access user) manage the account and the subscription.
- Your account is on your accountant's Practice Dashboard. FreeAgent explains that the accountant then has full access and manages your FreeAgent subscription. You can still log in as normal.
Step 2: take your own backup
With full (level 8) access, go to Settings and choose Export All Data. You can export account data as a spreadsheet and your files and attachments as a zip. FreeAgent emails you when it's ready, and the download is available for seven days. Keep a copy, plus PDFs of your profit and loss, balance sheet and trial balance from Accounting > Reports. FreeAgent also runs its own backups. Your export is simply your own copy of the records at the handover date.
Step 3: move access to your new accountant
If your account is on a Practice Dashboard and your new accountant also uses one: ask your old accountant to remove your account from their dashboard. FreeAgent says the account then gets a two-week grace period, and you'll get an email explaining your options. Your new accountant starts the transfer to their dashboard, using the email address you log in with.
If your new accountant will work as a user: go to Settings > Users, select New User, choose the Accountant role and enter their details. FreeAgent sets accountant users at level 7 or above. An accountant user can't file final accounts and Corporation Tax returns unless a director has approved and signed the accounts first.
If you're leaving a Practice Dashboard and taking the subscription back yourself: follow the grace-period email, and sort this out before the grace period ends.
Step 4: check free access through NatWest Group banks
Free FreeAgent through NatWest, RBS, Ulster Bank or Mettle has conditions, and they can differ between direct setup and setup through a FreeAgent partner accountant. For example, FreeAgent states that partner setups with Mettle need Mettle as the primary bank account. Check the current conditions for your route before switching, so a change of accountant doesn't trigger an unexpected subscription. Our FreeAgent with Mettle guide explains the details.
Step 5: check everything after the handover
- Your bank feeds are still importing. Look for new transactions after the switch date.
- There are no gaps or duplicates around the handover (see our bank reconciliation guide).
- Your old accountant's user access has been removed if it's no longer needed.
- Your VAT settings and the HMRC MTD connection still work before the next return is due.
- Your new accountant has the last filed accounts and tax returns, plus professional clearance from the old one.
Thinking of switching to In Front Accounting?
We handle professional clearance and pick up your existing FreeAgent account. See how switching works and our FreeAgent accountant service, or send us a message.
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Common Questions
Will I lose my FreeAgent data if I change accountant?
Changing accountant changes who has access to the account. Take your own export first, and make sure the subscription is dealt with if your account is leaving a Practice Dashboard.
What happens when an accountant removes me from their Practice Dashboard?
FreeAgent says the account enters a two-week grace period, and you'll get an email explaining how to transfer it to a new dashboard or sign up directly.
Can I switch accountant part-way through the year?
Yes. The new accountant requests professional clearance from the old one, and you hand over access to your FreeAgent account.
Do I keep free FreeAgent from my bank when I switch?
That depends on your bank and setup route. Check FreeAgent's current conditions; for partner setups with Mettle, FreeAgent specifies Mettle as the primary bank account.
Last reviewed 21 October 2026. Steps follow FreeAgent's own help articles at the time of writing; menu names and access levels can change. Sources: FreeAgent: add your accountant as a user, transfer between Practice Dashboards, export all data, user access levels, FreeAgent and Mettle. General guidance, not advice on your specific circumstances.