How To Find The Right Bookkeeper For Your Business!

The harsh truth.

Owning a small business can feel like juggling flaming swords – thrilling but terrifying! 

Face it—one of the less thrilling swords is keeping up with your finances. Most of you, except for the few odd ducks out there, didn’t start your business because you were passionate about tracking expenses, income, invoicing, etc., otherwise known as bookkeeping.

And even less exciting is trying to figure out how to pick the right bookkeeper for you and your business.

But, I digress…

Let’s start by painting a familiar picture of a day in the life of a small business owner.

Meet Becca and her dilemma:

Becca owns a small cleaning service for homeowners and small offices. She’s the kind of person who loves a tidy space and that fresh-linen smell. The floors and countertops she touches practically glow when she’s done, and her clients rave about her attention to detail.

But it takes a lot to keep up with running a successful business. Does this schedule look familiar?

• 6:00 AM: Becca’s alarm blares; she gets dressed in her cleaning uniform and makes a quick breakfast.
• 7:00 AM: Loads the van with mops, cleaning sprays, sponges, rags, and all the other needed materials for the day.
• 7:30 AM – 5:00 PM: Goes from client to client, scrubbing showers, dusting cabinets, and leaving that famed glow behind.
• 5:30 PM: Returns home, exhausted. Hair smelling like cleaner, and arms aching from scrubbing. Takes a shower and gets a quick bite to eat.
• 6:00 PM: Slumps over her laptop to do the dreaded finances, which includes trying to remember if she paid the last invoice from her supply store.
• 7:00 PM: After an hour of trying to update her books with no clue if it’s accurate, she gives up in favor of family time – I’ll get to it later.

Becca often ends her day feeling overwhelmed, and ‘later’ never happens until she is forced to scramble at tax time because she doesn’t have a great monthly bookkeeping routine.

One day, a small biz friend said, “You shouldn’t spend your free time stressing about numbers. You need a bookkeeper.” Becca had hesitations. She thought it might be expensive or that she’d lose control of her business. But then she realized her time was worth something. She felt drained trying to sort out financial details on her own.

So, Becca chose to hire a bookkeeper. 

She did a quick Google search, called the first number that popped up, did a quick call, and then signed on the dotted line. It felt like a weight lifted off her shoulders. She realized she could spend that extra time planning new services and dreaming up fresh ways to impress her clients.

Sadly, that feeling was gone after two months.

Becca quickly learned that the bookkeeper she hired: 

• had zero experience with a service-based business
• took weeks to respond to emails
• never provided reports
• never explained the financials in a way she could understand
• and never really took an interest in learning what Becca’s needs were

So, Becca went at it again, but this time, she made sure she picked a bookkeeper who was a good fit for her and her business.

How, you ask? Let’s dive in:

Service Offerings: Do They Have What You Need?

Becca realized she needed someone who did more than just record numbers. She wanted a bookkeeper who could handle payroll and keep an eye on all her income streams. She learned that some bookkeepers offer a wide range of support, and that felt right for her.

Bookkeepers aren’t just human calculators; the skill set of many goes beyond tracking expenses to a buffet of services that can help your business thrive. It’s worth exploring what a bookkeeper can bring to the table. Before talking to them, make a list of your must-haves. Do you need someone to handle:

• Invoicing
• Payroll
• Receipt management
• Loans
• Bill pay
• Fill in the blank ____________ 

Before signing on, ask for a list of their services to make sure they can handle all your needs.

Pro tip: Many bookkeepers offer customizable packages. Find one that fits your budget and covers what’s important to you.

Reputation: What Are People Saying?

Would you buy a car with zero reviews? Probably not. The same goes for hiring a bookkeeper.

Becca took the time out of her busy schedule to read reviews on Google and the potential bookkeeper’s social media profiles.  She looked for consistent praise for quick replies, accurate records, and other things that were important to her. She also asked fellow cleaning service owners if they knew of a good bookkeeper.

A bookkeeper’s reputation can give you a sneak peek into what it’s like to work with them, and happy clients are a good sign that you’ve found someone reliable. 

Red flag alert: If you see too many complaints about missed deadlines or lack of communication, you should run the other way!

Technology Integration: Are They Keeping Up?

Becca didn’t want to use spreadsheets any longer but wanted to click a button (or as few as possible, lol) and see her monthly numbers. She also wanted to snap a photo of a receipt and have it automatically saved since she liked the idea of less paper clutter. So, she looked for a bookkeeper who used ‘user-friendly’ tools.

We live in a digital age where apps and cloud-based software make life easier. Your bookkeeper should be tech-savvy, using modern, secure tools to track your finances, create reports, and even share updates in real time. Ask potential bookkeepers about the tools they use. Are they comfortable with QuickBooks Online, Xero, or other accounting platforms?

Fun Fact: Tech-savvy bookkeepers don’t just save you time; they also help you avoid costly mistakes. Who doesn’t want that?

Communication and Accessibility: Can You Reach Them?

From her previous experience, Becca learned she hated waiting days for a reply or being ghosted altogether. So, she wanted a bookkeeper who would answer questions within a couple of business days. She also learned that she needed straightforward explanations, not someone who threw around fancy finance terms without breaking them down.

Communication is key to a successful partnership, so look for someone responsive and easy to talk to. Ask how they handle client communication. Do they offer regular updates? Are they available for questions? When will you receive reports? Will they communicate with your tax professional, payroll company, etc.?

You need a bookkeeper who aligns with your communication needs. Are you a hands-on kind of person or someone who only needs to chat every now and then? Express those needs when talking to candidates.

Pricing and Scalability: Does It Fit Your Budget?

Finally, Becca checked if the bookkeeper’s fees worked with her small business budget. She also looked for someone who could handle her needs if her cleaning service grew bigger.

Bookkeeping isn’t a one-size-fits-all service; it’s an investment. Look for transparent pricing that matches your needs and budget. Some bookkeepers charge a flat fee, while others bill hourly. Make sure you understand their pricing structure upfront. 

And if you’re planning to grow your business, check if their services can expand with you. A bookkeeper who can grow with you is worth their weight in gold (figurative gold of course LOL).

Industry Experience: Are They Familiar With Businesses Like Yours?

Becca decided to go another step further and find a bookkeeper who had worked with other small cleaning businesses. She was excited about the idea of them understanding which expenses were typical like vacuum repairs, cleaning supplies, or specialized tools for tough stains.

When choosing a bookkeeper, it’s a huge bonus if you can find someone who can understand your industry. A bookkeeper with experience in similar businesses like yours will already be familiar with the common challenges and vendors. They will also be ready to adjust your chart of accounts for accurate reporting for your industry + your unique needs.

Don’t hesitate to ask potential bookkeepers about what industries they have experience in.

The BIG Difference!

Armed with that list, Becca reached out to a few candidates, asked plenty of questions, and found a bookkeeper who really understood her needs. Becca soon discovered that she hadn’t just found a great bookkeeper but a partner and ally who was invested in her success.

And that was huge! 

They knew about the standard cleaning supplies, traveling costs, staff hours, equipment repairs, and other aspects unique to a cleaning business. The bookkeeper also noticed that Becca spent a lot of money on specialty cleaning products. After bringing that to Becca’s attention, she switched to a more cost-effective approach. Becca saved a chunk of change each month and used that money to create a small marketing plan to get new clients.

Even more, the bookkeeper communicated in easy-to-understand terms by pointing out things like “You spent $200 extra on supplies this month than last month,” or “You made an extra $500 in office cleaning revenue this month. Let’s see what changed.”

Becca was finally confident of future growth. Since she knew her numbers, she no longer had to guess if she could afford to offer new services, hire additional helpers, or outfit another van. And it felt so freeing!

Ready to Be Like Becca?

Remember, hiring a bookkeeper isn’t just about keeping the numbers in check; it’s about creating space for you to do what you do best. So, take a deep breath, grab a coffee, and start your search. Take your time to think about your needs before talking to anyone. And when you do, we suggest you speak to more than one candidate.

You’ve got this! 💪

At Abundant Life Bookkeeping, we specialize in helping small businesses thrive. Schedule a free call today, and let’s see how we can partner with you to help take some stress off your plate.

And hey, if we’re not a good fit, we know some outstanding bookkeepers we can point you to.

Drop us a line on our contact page OR schedule a call using the button below 👇

Amanda Wylie – Certified QuickBooks Online ProAdvisor

Owner/CEO

I love the Lord and live way out in the country with my wonderful husband and my 8 children still at home. Besides everything bookkeeping, my passions and interests include gardening, chickens, herbal remedies, coffee and learning new things!

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