Bookkeeper job description: Requirements, skills, and salary expectations in 2026

Whether you’re wondering how to become a bookkeeper or considering hiring a bookkeeper for your small business, understanding what the job involves can help you make the right decision for your needs. Let’s walk through everything you need to know, from the required skills to salary expectations to the different types of bookkeeping roles available.

Jump to:

• What is a bookkeeper?
• What is a bookkeeper job description?
• Types of bookkeeping jobs and job description examples
• General bookkeeper
• Full-charge bookkeeper
• Payroll bookkeeper
• Industry-specific bookkeeper
• Virtual bookkeeper
• Freelance bookkeeper
• Key skills and qualities to have as a bookkeeper
• Software and tools to know as a bookkeeper
• Bookkeeper requirements and education
• The day-to-day of a bookkeeper
• Bookkeepers vs. accountants
• Bookkeeping vs. data entry
• Salary expectations in 2025
• Interview tips for a bookkeeper
• Conclusion

What is a bookkeeper?

A bookkeeper is a professional who makes sure a business’s financial records stay accurate and organized. They’re responsible for tracking everyday transactions—e.g., sales, expenses, invoices, and payments—so you always have a clear picture of where your money is going.

What is a bookkeeper job description?

The job description of a bookkeeper gives candidates and businesses looking to hire them a snapshot of the role. It outlines the day-to-day tasks, the skills needed to succeed, and what the company offers in return. Most postings follow a similar format and break things down into clear sections, so expectations are set on both sides. Here are the main parts of a bookkeeping job description:

Job title and summary

The title is the first thing people notice, so clarity matters. Straightforward titles like "Bookkeeper" or "Full-Charge Bookkeeper" make it easy to understand the role’s level and focus.

After the title, a short summary introduces the position. It’s usually one or two sentences that explain the main purpose of the role and why it’s important to the business.

Example:

Bookkeeper

The Bookkeeper is responsible for recording daily transactions, reconciling accounts, and keeping financial records organized for Company 123. The candidate must have excellent attention to detail, strong communication skills, and a proactive approach to spotting and resolving discrepancies.

Roles and responsibilities

This section outlines what the bookkeeper will be doing on a regular basis. While details can vary by company size or industry, most roles involve a consistent set of core tasks.

Example:

• Enter and categorize daily transactions
• Create invoices and record customer payments
• Track vendor bills and prepare outgoing payments
• Reconcile bank and credit card accounts
• Maintain organized digital and paper records
• Assist with payroll and tax preparation
• Generate simple reports to share with owners or accountants
• Use bookkeeping software to keep data accurate

Types of bookkeeping jobs and job description examples

Depending on the business, industry, or career stage, bookkeepers can wear different hats. Some handle the basics across the board, while others specialize in certain areas like payroll or inventory. Here are some of the most common types of bookkeeping roles you’ll come across and examples of their job descriptions.

General bookkeeper

This position is your standard bookkeeping role. A general bookkeeper records sales and expenses, sends out invoices, pays bills, and makes sure the books match the bank statements. They might also put together simple reports so business owners can quickly see how the business is performing. It’s a well-rounded role that gives you a strong foundation if you want to move into more advanced bookkeeping or accounting down the line.

Job description example

Job Summary

Our business is seeking a full-time Bookkeeper to join our team. In this role, you’ll help maintain accurate financial records, manage payroll, and support reporting processes

Key Responsibilities

• Process bi-weekly payroll, including taxes, benefits, and new hire paperwork.
• Perform monthly bank reconciliations across multiple accounts.
• Prepare and file sales tax returns across jurisdictions.
• Track and process staff expense reimbursements.
• Monitor and categorize daily business expenses.
• Assist with budgeting and variance analysis
• Maintain organized digital and physical financial records.
• Support annual audit and tax preparation.
• Ensure compliance with GAAP and payroll regulations.

Qualifications and Skills

• Associate’s degree in Accounting, Finance, or related field (or equivalent experience).
• 3+ years of bookkeeping experience.
• Advanced Excel skills and familiarity with payroll software.
• Knowledge of sales tax regulations and filing procedures.
• Strong attention to detail and accuracy.
• Excellent organizational, time management, and communication skills.
• Ability to work independently and meet deadlines.

Compensation and Benefits

• Salary: $65,000 annually.
• 401(k) retirement plan.
• Paid time off and sick leave.

Full-charge bookkeeper

In many small and mid-sized businesses, one person handles it all. A full-charge bookkeeper manages the complete bookkeeping cycle: transactions, payroll, reconciliations, and even preparing financial statements for management. They’re usually the go-to financial partner for the business owner.

Job description example

Job Summary

ZYX Inc. is looking for a Full-Charge Bookkeeper to oversee all aspects of financial recordkeeping and reporting. This full-time, hybrid role manages the entire bookkeeping process, ensures compliance with GAAP, and delivers timely financial insights that support company leadership.

Key Responsibilities

• Maintain the general ledger and chart of accounts.
• Process accounts payable and receivable transactions.
• Perform monthly bank reconciliations and manage month-end/year-end close.
• Generate and analyze financial statements and reports.
• Ensure compliance with GAAP and company policies.
• Assist with payroll processing and related tax filings.
• Support audits and tax preparation when needed.

Qualifications and Skills

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
• At least 3 years of bookkeeping experience (full-charge preferred).
• Strong working knowledge of GAAP and standard accounting practices.
• Proficiency in accounting software and Microsoft Office Suite.
• Excellent organizational skills and high attention to detail.
• Ability to work independently and handle confidential financial information with integrity.

Compensation and Benefits

• Salary range: $50,000–$60,000 annually, based on experience.
• Health, dental, and vision insurance.
• 401(k) with employer match.
• Paid time off (PTO) and paid holidays.
• Supportive, mission-driven work culture focused on growth and respect.

Payroll bookkeeper

A payroll bookkeeper focuses on making sure employees are paid correctly and on time, handling wage calculations, tax withholdings, and compliance with labor laws. They’re especially valuable for companies with larger teams or more complex payroll needs.

Job description example

Job Summary

Manufacturing LLC is seeking a Payroll Bookkeeper to manage weekly payroll processing and support core accounting functions. This role ensures accurate employee pay, compliance with tax requirements, and timely reporting, while also assisting with bookkeeping and customer account management.*

Key Responsibilities

• Process and manage weekly payroll using payroll software.
• Prepare and submit weekly and quarterly tax filings.
• Post payroll journal entries to the general ledger.
• Administer and record daily cash receipts.
• Investigate and resolve billing or account discrepancies.
• Conduct credit checks for new customers.
• Monitor outstanding A/R balances and follow up with customers for payments.
• Prepare commission reports in collaboration with the sales department.
• Support the Controller with general accounting tasks and special projects.

Qualifications and Skills

• At least 5 years of payroll processing and credit management experience, preferably in manufacturing.
• Strong computer literacy and experience with ERP systems.
• Excellent organizational skills and extreme attention to detail.
• Effective interpersonal and communication skills.
• Ability to manage deadlines and maintain accuracy under pressure.

Compensation and Benefits

• Competitive salary with annual performance bonus potential.
• Paid vacation and holidays.
• Health, life, and disability insurance.
• 401(k) retirement plan with company contributions.
• Supportive team environment with opportunities for growth.

Industry-specific bookkeeper

An industry-specific bookkeeper blends traditional bookkeeping duties with specialized knowledge tailored to the field they work in. For example, a bookkeeper in healthcare may handle patient billing, insurance claims, and trust fund accounting, while one in construction might manage project-based costs, progress billing, and vendor contracts. These roles demand the same core skills, but they also require familiarity with industry-specific systems, compliance rules, and workflows.

Job description example

Job Summary

We are a nursing facility looking for a Full-Time Bookkeeper to join our team. This role ensures accurate financial records, timely billing, and strong cash management while supporting residents, staff, and the facility’s administrative team.

Key Responsibilities

• Maintain accurate daily census and classify charges for services and supplies.
• Record and process charges in the automated accounts receivable system.
• Generate timely and accurate billing for Medicaid, Medicare, VA, private insurance, and residents.
• Assist administrator with collections and maintain documentation on outstanding accounts.
• Safeguard cash transactions, deposit receipts daily, and manage petty cash.
• Record and reconcile disbursements, ensuring authorization and documentation compliance.
• Maintain accounts payable records and reconcile checkbook to bank balances monthly.
• Manage payroll processing, personnel records, and timely submission of action forms.
• Ensure compliance with all payroll taxes, benefits, garnishments, and savings plan contributions.
• Administer and account for Patient Trust Fund transactions.
• Prepare regular reports and meet strict deadlines in line with facility policies.

Qualifications and Skills

• High school diploma or equivalent; bookkeeping coursework or 2+ years bookkeeping experience preferred.
• Strong math, writing, and analytical skills.
• Ability to work accurately under pressure and meet deadlines.
• Detail-oriented, organized, and a collaborative team player.
• Familiarity with healthcare reimbursement systems (Medicaid, Medicare) a plus.
• Excellent communication and discretion in handling sensitive information.

Compensation and Benefits

• Competitive hourly pay (from $45/hour, depending on experience).
• Health, dental, and vision insurance (family plans available).
• 401(k) with company match.
• Generous earned time off (ETO), holidays, and sick time.
• Tuition reimbursement and professional development support.
• Life insurance and disability coverage.
• Uniforms provided and employee perks programs.
• Advanced pay options and shift differentials.

Virtual bookkeeper

A virtual bookkeeper does everything a traditional bookkeeper does, but online. Thanks to cloud-based accounting software, they can record transactions, reconcile accounts, and prepare reports without ever stepping into the office. Business owners can share documents and data through secure portals, which makes it easy to keep the books up to date from anywhere. This setup is especially popular with businesses that don’t need someone on-site every day.

Job description example

Job Summary

We are seeking a Virtual Bookkeeper to support small and mid-sized business clients across the U.S. This fully remote role handles day-to-day bookkeeping tasks, monthly reconciliations, and financial reporting, while communicating directly with business owners and executives.

Key Responsibilities

• Communicate with clients regularly via email, phone, and Zoom.
• Perform data entry and create bank rules for recurring expenses.
• Reconcile accounts monthly in QuickBooks Online.
• Prepare balance sheets, income statements, and cash flow reports.
• Manage payroll reconciliations quarterly and prepare 1099s.
• Track and categorize transactions accurately each month.
• Support budget creation, variance reporting, and expense management.
• Create and send invoices; manage accounts receivable.
• Build and maintain systems for uploading and organizing receipts/statements.

Qualifications and Skills

• Minimum 2 years of bookkeeping experience.
• Solid understanding of GAAP and core accounting principles.
• Proficiency with QuickBooks Online (QBO certification preferred).
• Comfortable using spreadsheets, MS Office, and cloud platforms (Google Drive, Dropbox, etc.).
• Strong accuracy, attention to detail, and organizational skills.
• Excellent communication skills for client interaction.
• Bachelor’s degree in Accounting, Finance, or Business Administration preferred.

Compensation and Benefits

• Competitive salary range ($45,000–$58,000, depending on experience).
• Health, dental, and vision insurance.
• 100% remote opportunity.
• Professional development support and dedicated team resources.
• Inclusive, people-focused culture with opportunities to grow alongside entrepreneurial clients.

Freelance bookkeeper

A freelance bookkeeper is self-employed and usually works with multiple clients at once. Instead of being tied to a single business, they offer bookkeeping services on a contract or hourly basis. Freelancers typically set their own schedules, choose their clients, and specialize in niches, like helping local restaurants, e-commerce shops, or startups.

Job description example

Job Summary

SLC Winery is seeking a freelance bookkeeper to oversee its day-to-day financial operations. This hybrid role allows flexibility while providing bookkeeping, payroll, and tax support to a fast-paced hospitality environment.

Key Responsibilities

• Manage general accounting and bookkeeping functions for the business.
• Prepare monthly balance sheets, income statements, and reconciliations.
• Post journal entries, adjusting entries, and maintain supporting documentation.
• Oversee accounts payable and receivable, ensuring timely payments and collections.
• Process payroll, employee benefits, and commission payouts.
• Support FOH/BOH teams with invoice mapping, menu builds, and inventory audits.
• File sales, use, liquor, and soft drink taxes monthly; assist with tax audits.
• Prepare budgets, forecasts, and financial analyses to identify risks and opportunities.
• Provide clear financial reporting and insights to the management team.
• Assist with onboarding and payroll setup for new employees.

Qualifications and Skills

• 2+ years of restaurant or hospitality bookkeeping experience preferred.
• Bachelor’s degree in Accounting or Finance (or bookkeeping certification) preferred.
• Strong knowledge of QuickBooks, Excel, and restaurant-specific software.
• Excellent communication skills with the ability to explain financial concepts to non-finance managers.
• Detail-oriented, highly organized, and able to work independently.
• Motivated self-starter with strong problem-solving skills.

Compensation and Benefits

• Contract role, with pay ranging from $15–$30 per hour, depending on experience
• Hybrid work arrangement (onsite support as needed, plus remote flexibility)
• Opportunity to work with a dynamic management team in the hospitality industry
• Potential for ongoing contract work and professional growth

Key skills and qualities to have as a bookkeeper

Bookkeepers bring a mix of practical skills and personal qualities that make them reliable partners for business owners. Here are a few of the most important:

Attention to detail

Even the smallest error, like a missing receipt or an extra zero, can throw your books off balance. A bookkeeper with a sharp eye for detail can spot these mistakes before they accumulate into bigger problems. For example, a careful bookkeeper might notice that a vendor invoice was entered twice or that a payment was applied to the wrong account, which could have led to overstated expenses or even tax filing issues down the road.

Organization

Bookkeepers typically spin several plates at once: tracking payments, keeping receipts on file, making sure payroll runs on time, and managing multiple accounts. Without a solid system, you could easily miss a deadline or overlook a payment that throws the books out of balance. That’s why strong organizational skills are so valuable. Whether it’s using accounting software to track everything in one place or creating checklists to stay on top of recurring tasks, good organization keeps the workflow steady and stress-free.

Financial literacy

A solid understanding of accounting basics (e.g., ledgers, debits and credits, and financial statements) helps bookkeepers keep records accurate and meaningful. This knowledge makes it easier to spot when something looks off, like an expense in the wrong account or cash flow that doesn’t match reported income. It also helps bookkeepers explain the bigger picture, whether the business is staying profitable, where money is being spent, and what to plan for next.

Integrity

Bookkeepers work with some of the most sensitive details of a business, like payroll, tax records, and banking information. Employers and clients rely on bookkeepers to be honest, discreet, and ethical in every part of the job. That means recording transactions accurately, reporting results truthfully, and keeping confidential information safe. If you can do that, you’ll build a reputation for reliability and trustworthiness that can lead to stronger relationships and bigger opportunities down the road.

Communication skills

A good bookkeeper can explain financial details clearly, whether they’re talking to a business owner, accountant, or vendor. That means breaking down reports into plain language, avoiding jargon, and highlighting what really matters. For example, if a business owner asks why profits look lower this month, a bookkeeper might explain that while sales stayed steady, expenses went up due to a seasonal inventory purchase.

Software and tools to know as a bookkeeper

Modern bookkeeping requires a solid grasp of technology. After all, the right tools make work faster, more accurate, and easier to manage. Here are the main types of tools bookkeepers use:

Bookkeeper requirements and education

Becoming a bookkeeper doesn’t require years of formal schooling. In fact, many people start with just a high school diploma or GED and pick up skills through on-the-job training. That’s why bookkeeping can be an attractive entry point for anyone interested in finance or business.

That said, some employers may prefer candidates with some post-secondary coursework, whether it's bookkeeping credits, an accounting certificate, or an associate degree in accounting or business. These additional credentials can open doors to more responsibility, such as handling financial reporting or analysis.

Certifications

Certification isn’t required, but it's an excellent way to stand out. Two popular options include:

• Certified Bookkeeper (CB) from the American Institute of Professional Bookkeepers (AIPB)
• Certified Public Bookkeeper (CPB) from the National Association of Certified Public Bookkeepers (NACPB)

Both require passing exams, meeting experience requirements, and agreeing to a code of ethics. They aren’t mandatory, but they can boost your credibility and help you move into higher-paying or more senior roles.

Entry-level vs. senior bookkeeper

Like any position, a bookkeeper’s job will look different when first starting out compared to someone with years of experience. Here’s how they compare:

• Entry-level bookkeeper: At the beginning, most bookkeepers focus on the basics, like recording daily transactions, processing invoices, reconciling bank accounts, and getting comfortable with accounting software. Many learn on the job and build confidence as they go.
• Senior bookkeeper: Bookkeepers can move into more advanced responsibilities after several years of experience, certification, or additional schooling. In this role, you might manage payroll, prepare financial statements, oversee other bookkeepers, or work more closely with accountants and business owners on financial planning.

Do I need a CPA to be a bookkeeper?

No, you don’t need to be a Certified Public Accountant (CPA) to work as a bookkeeper. CPAs go through extensive education, pass a rigorous exam, and focus on more advanced work like taxes, audits, and financial strategy. A bookkeeper’s role focuses on accurate, day-to-day recordkeeping, and CPA credentials aren’t required for that.

The day-to-day of a bookkeeper

What does a bookkeeper do on a daily basis? Here’s what their typical responsibilities look like:

Recording transactions

A bookkeeper logs every financial move your business makes, whether it’s a customer purchase, a supply order, or a utility payment. They use bookkeeping software to enter these details, categorize them correctly, and make sure nothing is missed. This habit builds a clean financial record that owners and accountants can trust.

Sending invoices and paying bills

A big part of bookkeeping is managing money coming in (accounts receivable) and going out (accounts payable). On the receivables side, they create and send invoices, track who has paid, and follow up on overdue accounts. On the payables side, they handle bills from vendors and suppliers, making sure payments go out on time to keep relationships strong and avoid late fees.

Reconciling accounts

Reconciling means double-checking the books against external records, like bank and credit card statements. A bookkeeper looks for discrepancies—e.g., a double charge, a missing payment, or a math error—and fixes them right away. Ultimately, this process helps catch errors, prevent fraud, and make sure your books stay accurate.

Manage payroll

For many small businesses, payroll falls under the bookkeeper’s responsibilities. That includes tracking employee hours, calculating wages, handling deductions for taxes and benefits, and making sure everyone gets paid correctly and on time. A good bookkeeper also helps keep payroll records compliant with local and federal regulations.

Keeping records organized

From digital receipts to paper invoices, financial documents pile up quickly. Bookkeepers keep everything in order by filing documents, labeling expenses, and maintaining neat digital folders. When it’s time to prepare taxes, apply for a small business loan, or share records with an accountant, this organization saves time and stress.

Bookkeepers vs. accountants

Bookkeepers and accountants, they’re the same thing, right? Not exactly. While both work with financial information, their roles are different but complementary.

Bookkeepers focus on the day-to-day. They record transactions, reconcile accounts, manage invoices and payroll, and keep financial records accurate and organized. In other words, they build the foundation that shows where a business’s money is coming from and where it’s going.

Accountants take that information to the next level. They analyze the data, prepare tax returns, create financial forecasts, and provide strategic advice. Accountants can hold advanced degrees or certifications, such as a CPA (Certified Public Accountant), which allows them to perform audits and represent businesses in front of tax authorities.

In short, bookkeepers keep the books accurate, and accountants interpret them.

Bookkeeping vs. data entry

What about data entry and bookkeeping? They also play different roles when managing your finances.

• Data entry means typing in raw information—like receipts, invoices, or payments—so it’s captured in your system. The focus is on speed and accuracy, not interpretation. It’s important work, but it’s usually repetitive and doesn’t require much accounting knowledge.
• Bookkeeping can involve data entry, but it goes further than just entering information. A bookkeeper organizes and categorizes those transactions, reconciles accounts to make sure the books match the bank, and keeps records in line with accounting standards.

Here’s a quick breakdown:

• Data entry gets the numbers in.
• Bookkeeping makes sure those numbers add up and make sense.

Salary expectations in 2026

According to the most recent data from the U.S. Bureau of Labor Statistics (BLS), the median annual wage for bookkeeping, accounting, and auditing clerks is $49,210. That means half of the bookkeepers made more than that amount, and half made less.

At the lower end, the bottom 10% earned less than $34,600 a year. At the top, the best-paid 10% made more than $72,660 a year. Your actual pay will depend on factors like experience, location, and the type of business you work for.

For example, some industries pay more than others. Here’s a look at median bookkeeper salaries in a few key fields:

• Construction: $51,670
• Professional, scientific, and technical services: $50,180
• Healthcare and social assistance: $48,810
• Wholesale trade: $48,810
• Retail trade: $45,030

Which pays more, bookkeeping or accounting?

Generally, accounting pays more than bookkeeping. According to recent data from the BLS, the median annual wage for accountants and auditors is $81,680. Compared to the $49,210 median pay of bookkeepers, that’s more than a $30,000 difference in the middle of the pay scale.

The difference reflects the scope of the work. Bookkeepers handle the daily recordkeeping, while accountants analyze that data, prepare taxes, create reports, and typically have advanced degrees or CPA licensure. Those added responsibilities (and extra schooling) translate into higher pay.

Interview tips for a bookkeeper

If you’re searching for a bookkeeping job, you’ll need to brush up on your interview skills so you can land the perfect gig. Here are some tips to keep in mind.

Highlight your software skills

Bookkeeping today runs on tools like QuickBooks Online and Excel. Be ready to talk about your experience with these programs, or how quickly you’ve learned new ones in the past. Employers love to see that you can adapt.

Be ready for detail-oriented questions

Expect questions like “How do you find a $0.80 discrepancy?” or “How do you prevent errors in your work?” These kinds of questions test how careful and methodical you are with numbers. Employers want to know that you’ll notice small mistakes, stay calm while tracking them down, and have a clear process for making sure your work is accurate.

Share real stories

Numbers are important, but stories stick. Have a few examples ready of times you solved a problem, improved a process, or made life easier for a client or manager. This shows how you put your skills into action.

Ask good questions

At the end of the interview, be sure to have some questions ready. Ask about the team you’d be working with, what their busiest times of year are, or which accounting tools they rely on most. It shows you’re genuinely interested in the job and already thinking about how to fit in.

Conclusion

Bookkeeping offers a rewarding career for those who enjoy working with numbers, staying organized, and helping businesses succeed. As a small business owner, having a bookkeeper you can rely on means you can focus on running your operations and always know how your company stands financially.

If you’re thinking about bringing in a bookkeeper, consider QuickBooks Live Expert Bookkeeping. You’ll be matched with a dedicated bookkeeper who keeps your records accurate and provides the insights you need to make smarter decisions.