Having a precise understanding of your needs ensures you find a bookkeeper whose services match your requirements, preventing you from paying for support you don't need or missing out on essential functions.
2. Determine your budget and understand pricing
Before actively searching, establish a realistic budget for bookkeeping services. Knowing what you can afford will help narrow down the types of bookkeeping options available to you.
When you contact potential bookkeepers or firms, ask for a clear and detailed breakdown of their fees and services.
Understand their bookkeeping fees: Do they charge by the hour, offer a flat monthly rate, provide tiered packages, or use value-based pricing?
Make sure you know exactly what services the quoted price includes, and clarify if there are additional charges for tasks outside the standard scope, like extra phone calls or reports. This transparency helps avoid unexpected costs down the line.
3. Define communication style and frequency
Discuss their standard response times to inquiries and think about how you prefer to work and communicate with your bookkeeper.
How often do you need updates or reports—daily, weekly, or monthly? What is your preferred method of communication?
Beyond the logistics, consider the importance of rapport. You should feel comfortable discussing sensitive financial information and asking questions.
Ensure their communication style aligns with yours and that you feel confident in their ability to explain financial matters clearly. A strong working relationship built on clear communication and trust is essential.
4. Evaluate qualifications and relevant experience
Once you have a good idea of the work involved, focus on finding a bookkeeper whose background aligns with your business needs. Look for professionals who have experience working with businesses similar to yours, considering factors like size or industry structure.
Asking candidates about their experience or qualifications specifically within your industry can be very insightful. Industry-specific knowledge often means they'll be familiar with relevant financial details and common challenges.
Some common certifications in the US 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)
- Software-specific certifications, such as QuickBooks Certified ProAdvisor or Xero Advisor Certification
Beyond experience, consider the specific skills that contribute to effective bookkeeping. Look for candidates who demonstrate:
- Attention to detail
- Strong organizational skills
- Understanding of accounting principles
- Tech savviness
- Problem-solving abilities
- Clear communication
