How to Choose a Bookkeeper for Your Small Business

Start with software and credentials

Your bookkeeper should know your accounting software well. Intuit runs a directory of certified QuickBooks ProAdvisors you can search by location and specialty, and Xero certifies advisors the same way.

A bookkeeper does not need to be a CPA. Bookkeeping is recording and reconciling; a CPA adds tax work and assurance. It helps if a CPA is available when questions go beyond the books. The SF Business Solutions team holds QuickBooks Online ProAdvisor, QuickBooks Online Advanced, Xero Advisor and Xero Payroll certifications, includes one licensed CPA, and prepares and files clients' tax returns as well as keeping the books.

Questions to ask before you hire

Ask every candidate the same questions and compare the answers side by side.

• Which accounting software do you work in, and will the books be in my own file?
• Who exactly will do the work, and who checks it?
• When will last month be closed, and which reports will I get?
• Do you use cash or accrual basis, and why for my business?
• What is included in the monthly price, and what costs extra?
• Is there a setup fee, and how do you price catch-up work?
• How do you handle my bank data? (The right answer: read-only feeds, never my password.)
• What happens to my books and access if I cancel?
• Do you prepare and file the tax return too, or will I need a separate preparer?
• Can I see reviews on a third-party site?

Red flags

Walk away if you hear any of these.

• They ask for your online banking password.
• The books would live only on their platform, with no clear export.
• No stated close date, or 'we'll get to it when we can'.
• Prices only after a long sales call, with no written scope.
• No reviews anywhere you can check yourself.

Compare quotes on the same basis

Quotes are hard to compare because every firm bundles differently. Line them up on the same points before you look at the total.

• Monthly fee, and what volume it assumes (transactions, accounts or monthly expenses).
• One-time costs: setup, onboarding and catch-up.
• What is included: reconciliations, statements, payroll entries, bill pay, the year-end close and the tax return.
• Close date: which day of the next month you get the reports.
• Contract: minimum term, notice period and how the books are handed back.

Check the reviews yourself

Look for reviews on sites the bookkeeper does not control, such as Upwork, Clutch or Google, and read the complaints as well as the praise. Ask for the name of a business like yours if you want more.

Pay attention to what reviewers praise. Comments about accuracy, responsiveness and meeting deadlines tell you more about bookkeeping than comments about friendliness. A few detailed reviews from real businesses are worth more than many one-line ratings.