Our simple guide to getting started with us. We want your onboarding experience to be smooth, secure, and straightforward.
Welcome to Affinia:
As part of welcoming every new client, we must meet certain mandatory regulatory requirements: this guide explains what you can expect once you decide to work with us. We make getting started as straightforward and stress-free as possible. From our initial consultation through to your letter of engagement, we’ll guide you every step of the way.
The process:
01
Initial consultation
→
02
Quotation provided
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03
Upload your documents
(ID and supporting information)
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04
Identity and compliance checks
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05
Engagement confirmation
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06
Work begins
Useful document checklists:
For individuals
- Proof of ID (e.g. passport, driving license)
- Proof of residential address dated within 3 months (e.g. utility bill, bank statement)
- Proof of source of funds (e.g. employment letter, inheritance, bank statement)
For corporate businesses
- Proof of ID of the Statutory Directors/PSCs (e.g. passport, driving license)*
- Proof of residential address of the Statutory Directors/ PSCs dated within 3 months (e.g. utility bill, bank statement)
- Proof of source of funds (e.g. bank statements, invoices, loan agreements)
*If you’re not a Statutory Director or Person of Significant Control (PSC) but will be our main point of contact, we may ask for a short confirmation letter from a listed Director or PSC to show that you’ve been given authority to act on the business’s behalf.
Your onboarding journey: step-by-step
Initial consultation
Your first conversation with us is an opportunity for us to get to know you, understand the support you need, and discuss whether you’d like to move forward.
We’ll then arrange a meeting, either in person or virtually, to talk through the next steps.
Quotation provided
We will provide a personalised fee proposal outlining the services we recommend, the scope of work, and the associated costs.
This gives you the opportunity to review everything in detail, ask any questions you may have, and ensure you’re comfortable with the proposed support before confirming that you’d like to proceed with us.
Upload your documents (ID and supporting information)
You will receive a welcome email inviting you to create your profile on the Affinia Client Portal. The Portal allows you to:
- Set up your login credentials
- Confirm your personal or company details
- Arrange your direct debit (where applicable)
- Complete a new client form
- Securely upload onboarding documentation, including:
- Proof of ID (e.g. passport or driving licence)
- Proof of address dated within the last three months
- Proof of source of funds (where required)
To comply with Anti-Money Laundering (AML) regulations, we must verify your identity before commencing any work. For corporate clients, we will also request Know Your Client (KYC) documentation for Statutory Directors and Persons of Significant Control (PSCs).
The Portal will remain your secure hub for sharing and receiving documents throughout your engagement with us.
Identity & compliance checks
Once your documents have been uploaded, our Business Support Team will carry out the necessary identity and Anti-Money Laundering (AML) checks required before we can begin working with you. If you are a Statutory Director, Person of Significant Control (PSC), or member of a corporate business, you may also need to complete Companies House identity verification. Our team can assist you with this process or request your verification code if you have already completed it.
Engagement confirmation
While the necessary checks are underway, we’ll keep in touch with you throughout the onboarding process to ensure everything progresses smoothly.
As requirements can vary from client to client, we’ll guide you through any additional steps as needed and keep you updated along the way. We will also issue your engagement letter, which sets out our agreed terms of business. Once this has been signed and onboarding is complete, we can begin working with you.
Work begins
When your onboarding is complete and all documentation has been finalised, we’ll get started on delivering the services agreed. Your dedicated Affinia contact will be on hand to support you, answer any questions, and ensure you have access to the expertise and advice you need. From this point forward, we’ll work alongside you to help achieve your goals and provide proactive support as your needs evolve.
Frequently asked questions
Getting started:
Your initial call with Affinia helps us understand who you are, what you need, and how we can best support you.
Our Business Support Team will begin your onboarding in our internal system and set you up on the Client Portal, where you’ll upload your documents and confirm your details.
Using the client portal:
It’s our secure online platform where you can upload and receive documents.
You’ll be guided to:
- Set up your login
- Confirm your personal or company details
- Set up direct debit (if applicable)
- Upload your Know Your Client (KYC) documents
Our Business Support Team can assist you if you have any issues or questions.
‘Know Your Client’ (KYC) & Anti-Money Laundering (AML) requirements:
We are legally required to verify your identity under UK Anti‑Money Laundering (AML) regulations. This is standard for all professional firms.
For Individuals:
- Proof of ID (e.g. passport, driving license)
- Proof of residential address dated within 3 months (e.g. utility bill, bank statement)
- Proof of source of funds (e.g. employment letter, inheritance, bank statement)
For Corporate Business:
- Proof of ID of the Statutory Directors/PSCs (e.g. passport, driving license)
- Proof of residential address of the Statutory Directors/ PSCs dated within 3 months (e.g. utility bill, bank statement)
- Proof of source of funds (e.g. bank statements, invoices, loan agreements)
If you’re not a Statutory Director or Person of Significant Control (PSC) but will be our main point of contact, we may simply ask for a short confirmation letter from a listed Director or PSC that you’ve been given authority to act on the business’s behalf.
We understand that situations vary. We can accept alternatives such as:
- A tenancy agreement or HMRC letter if you’ve recently moved
- A certified translation if your documents are not in English
- Alternative ID options if you don’t have a passport or driving licence
- Additional documents if someone is acting on your behalf (e.g. Power of Attorney)
Just let us know and we’ll guide you through the options.
We may ask for a certified translation. Our Business Support Team can explain what’s acceptable.
Economic Crime and Corporate Transparency Act (ECCTA):
If you are a Statutory Director, PSC, or member of a corporate business, you may need to complete the new Companies House identity verification. Affinia can help you complete this as part of onboarding. If you’ve already completed it, we may ask for your verification code.
Other common questions:
If you’ve worked with another accountant, we may ask for their contact details so we can request a professional clearance letter. This is a standard part of moving between firms.
Once your identity checks are complete and your onboarding information is verified, we’ll send your Letter of Engagement via the Portal for signature.
As soon as your Letter of Engagement is signed, we can start the work you have instructed us to carry out.
Your Affinia contact (the person who met with you after your initial conversation) will be your main point of contact throughout your engagement with us.
