Download our free NACHA-compliant ACH authorization form template, available as a fillable PDF and editable Word document. Customize it with your firm’s information and send it to clients during onboarding.
Collecting ACH authorization protects your firm from chargebacks, establishes clear payment terms, and lets you pull fees directly from client bank accounts.
Read on to learn what to include in your form, how to stay NACHA-compliant, and how CPAs use ACH differently from general small businesses.
Free ACH authorization form template
To help you simplify payment processes and support NACHA compliance, we're offering a free ACH authorization form template for accounting firm clients. This template includes the essential information needed to establish ACH payment authorization, providing a strong foundation for your ACH agreements.
By downloading and using this free authorization form template, you can save time and start implementing a professional, compliant payment authorization process today.
What is ACH authorization?
ACH authorization is the explicit consent a client gives your accounting firm to debit or credit their bank account via the ACH network. This agreement is required before initiating electronic fund transfers for services rendered.
Adding ACH authorization to your client intake process, ideally before work begins, helps set clear expectations and makes future payments faster and easier for both your firm and your clients. Pairing your ACH authorization form with an accounting client intake form can also help create a more organized onboarding experience.
The ACH authorization form serves as the documented record of that agreement. It collects the banking information needed to process ACH payments, including the client’s bank name, account number, and routing number, along with their authorization, typically provided through a signature and date.
Having a completed ACH authorization form on file gives your firm a clear foundation for processing ACH payments while helping support secure, compliant payment workflows.
ACH authorization form formats
When creating an ACH authorization form template, accounting firms have several format options to choose from, each with its own advantages:
Paper authorization forms: These traditional physical forms are completed and signed manually by the client. While still commonly used, they can create extra administrative work for firms with remote clients and often require manual data entry.
Phone authorization: In certain cases, NACHA rules allow verbal authorization over the phone, as long as specific recording and documentation requirements are met. Because of the compliance requirements involved, this method is used less often.
Electronic authorization forms: These digital forms can be completed and submitted online through secure portals or integrated client management tools. They offer added convenience for clients and simplify data collection for your firm, contributing to a more frictionless client experience.
How do ACH authorization forms work?
The ACH authorization process typically begins with a client completing and signing an ACH authorization form, either in paper or electronic format. Once received, your accounting firm stores this form and uses the provided banking information to initiate ACH debits for client payments or ACH credits for refunds through your credit card payment processing system.
Must-have elements to include in an ACH authorization form
When creating an ACH form to collect payments, there are a few key elements your firm should include to help support a clear, secure, and effective agreement with clients.
Here’s what to include when outlining the terms of the authorization:
Charge policy
Your clients should understand exactly what they’re authorizing. This section should clearly outline:
The amount or frequency of charges (for example, a recurring monthly fee or payment upon invoice)
The services the ACH payments apply to, aligned with the services outlined in your accounting proposal
The effective date of the authorization
Terms for modifying or terminating the authorization
Client prospect background information
This section collects the identification and banking details needed to process ACH payments, including:
Client name, address, phone number, city, state, and ZIP code
Business name, business address, and business email, if applicable
Account type (checking or savings), account number, and routing number
Client signature or electronic equivalent
Date of agreement
Including these elements in your ACH authorization form template helps establish a clear, professional agreement while supporting secure and compliant payment collection.
How to create a client-friendly ACH authorization form
Creating a client-friendly ACH authorization form helps clients clearly understand the agreement and feel confident authorizing payments. Here are a few important areas to focus on:
Clear, jargon-free language: Use simple, straightforward language that’s easy for clients to understand. Avoid overly technical or legal terminology that could create confusion. Clearly explain the purpose of the authorization and how ACH payments will work.
Transparent payment details: Make sure payment details, including the amount, frequency, and services covered, are clearly outlined. Transparency helps build trust and reduces the likelihood of payment disputes.
Flexibility for electronic or paper options: Giving clients the option to complete the ACH authorization form electronically or on paper adds convenience and supports different preferences. Digital forms can also integrate directly into your accounting workflows for faster processing and a more frictionless client experience. Flexible payments also enhance client satisfaction.
Regular updates to support compliance: Stay up to date on NACHA rules and requirements, and review your ACH authorization form template regularly to help support ongoing compliance and protect your firm.
Templated forms to save time: Using a pre-built ACH authorization form template can help your firm save time, create consistency across client agreements, and reduce the risk of errors in your payment workflows.
By focusing on these areas, your firm can create an ACH authorization form that’s clear, professional, and easy for clients to complete.
Easily process ACH payments with 8am CPACharge
Once an ACH agreement is signed and work begins, 8am CPACharge gives your firm a secure, easy-to-use platform to process ACH payments, manage billing and invoicing, and schedule payments all in one place.
Built specifically for accounting professionals, CPACharge helps firms boost productivity and profits with tools designed to simplify everyday payment workflows.
eCheck payments: Process eCheck (ACH) payments quickly and securely, while giving clients a convenient way to pay online.
Billing and invoicing: Create professional invoices and offer clients flexible, convenient payment options that help you get paid faster.
Scheduled payments: Set up recurring or scheduled payments to support steady cash flow and reduce missed payments.
Reporting and reconciliation: Track and reconcile payments with clear financial reporting that helps your firm stay organized and informed. You can also use our free accounts receivable template to help track outstanding invoices and improve collections.
Ready to see how CPACharge can help your accounting firm simplify payment collection and support a more frictionless client experience? Book a demo today.