10 Must Ask Questions to Find the PERFECT Bookkeeper for YOUR Business

Does bookkeeping feel like a never-ending chore where you're buried in numbers and data? You're not alone! Many small business owners find themselves drowning in spreadsheets, which is why the right bookkeeper can make all the difference.

It doesn't have to be that way! If you're feeling overwhelmed, it might be time to get some help. With so many bookkeepers out there, some amazing, and some... not so much... It's crucial to find the right fit for your business - a partner who not only manages your numbers, but also empowers you to make informed financial decisions.

To help you narrow down your options and find someone you can truly trust with your finances, here are the essential questions you should ask any potential bookkeeper.

1. What qualifications, registrations and memberships do you have?

To legally provide BAS services, a bookkeeper must be a registered BAS or Tax Agent. You can verify this by searching the Tax Practitioners Board. Nearly every bookkeeping task falls under BAS services, so it's critical!

Make sure they have the right qualifications too, at least a Certificate IV in Financial Services or Accounting (which they'll have if they're an Agent). Bonus points if they hold professional memberships with bookkeeping associations like the Institute of Certified Bookkeepers.

Because bookkeeping is a regulated industry, you need to ensure your bookkeeper meets all legal requirements, which protects you and your business.

My Qualifications: I have an Associate Commerce Degree with an Accounting Major and an HR Minor, I'm also a registered BAS Agent.

2. What industry and level of experience do you have?

Bookkeepers often specialise in specific industries, and having that expertise can make a world of difference. While the bookkeeping rules are the same, different industries may use various software and have unique processes, platforms and nuances that can streamline your experience.

Consider the complexity of your business when evaluating the level of experience you need. If you're a smaller business without complicated income streams, you might not require a highly experienced bookkeeper. Checking online reviews on platforms like Google can give you insights into the industries they’ve worked in.

My Experience: I have over 15 years in accounting and bookkeeping, and my team brings another 15 years to the table! We specialise in supporting eCommerce, creatives, and service-based small businesses.

3. Are you insured?

Insurance is essential for your bookkeeper. As part of their BAS Agent licence, they must have Professional Indemnity insurance to protect against errors and omissions. Given the increasing reliance on cloud-based services, Cyber Insurance is also a valuable safeguard and something I consider to be a non negotiable.

My Insurance: I carry Professional Indemnity insurance and Cyber Insurance to provide an extra layer of protection for both myself and my clients in our fully cloud-based operations.

4. How do you communicate with us?

Clear communication is key! It’s essential to know how often you'll receive updates and what channels will be used.

At Accounted For You: We send regular email updates regarding any queries or missing information, using Google Sheets for quick responses. This method helps keep everything organised and prevents lost emails or multiple versions of spreadsheets. Additionally, we provide regular reports based on your selected package.

5. How do you work with our Tax Agent (Accountant)?

Bookkeepers and Tax Agents collaborate closely, especially in a cloud-based environment where everyone can access the same data. Your bookkeeper may occasionally need to contact your tax agent for clarifications or updates, so it’s good to understand how this communication will happen and if there are any associated charges.

At Accounted For You: We're both integral parts of your team, and I maintain strong relationships with the accountants we collaborate with and regularly check in on your behalf.

Not sure about the differences between a bookkeeper and a tax agent? Check out our podcast episode, Bookkeeper vs Accountant, for a quick overview!

6. What do they want from you, the client?

Ask your potential bookkeeper what information and documents they’ll require from you and how to send them. This reveals their thoroughness and process. If they say they only need your bank statement, consider it a red flag and run! Effective, and accurate bookkeeping involves so much more!

At Accounted For You: We provide our clients with a checklist via our secure triage system, outlining what we need. This includes regular bank statements, copies of expense invoices (submitted through HubDoc), merchant provider fee invoices, and any other relevant materials specific to your business.

7. Who will be doing the work, and where?

It’s important to know who will handle your bookkeeping tasks. This varies from business to business, there is no right or wrong here. So ask this question to ensure you’re comfortable with their setup and it aligns with your needs.

At Accounted For You: I have a fantastic team specialising in different aspects of managing your numbers. Every financial document undergoes a thorough review, my work included.

You’ll have a dedicated main contact familiar with your business, but if they’re unavailable, our detailed systems, checklists, and processes (#OCD + #spreadsheetgeek) ensure a smooth handover to another team member without missing a beat. All our work is conducted remotely, and our team is based in Australia.

8. How does the software and ownership work?

Most likely, your bookkeeper will use cloud-based accounting software. So, it’s essential to ask: who owns the file and subscription? If you ever need to switch bookkeepers, knowing this is crucial.

At Accounted For You: we exclusively use Xero. Most of my clients own their subscriptions and pay Xero directly.

Xero also supports business owners retaining ownership. If your bookkeeper goes MIA (hey, it happens!), you can easily remove their access and keep your financials safe and sound. Just make sure you know who holds ownership and how to get it back if needed!

9. What services will your bookkeeper do for you?

This might sound simple, but clarity is key! Be sure to communicate your needs and confirm that your bookkeeper can meet them. Not all bookkeepers handle payroll, as it's a specialised area. Also, remember that BAS Agent bookkeepers can’t prepare income tax returns, which surprises many.

At Accounted For You: we offer a full service including day-to-day processing of income and expenses, payroll and superannuation compliance, BAS/IAS preparation, financial reporting, client invoicing, supplier payment batching, software setups and more!

What we don’t cover? Tax returns, tax advice, structural advice, income planning, or financial advice.

Want to know more about the different services and who is legally allowed to do them for you? Is Your Bookkeeping Above Board breaks this down, as not everyone is allowed to handle your books.

10. What will your investment be?

Ah, the million-dollar question! You need to ask this for obvious reasons but be prepared for a wide range of answers. Remember, you often get what you pay for, cheaper options may lead to unregistered or dodgy bookkeepers. On the flip side, there are talented newcomers charging lower rates as they build their client base.

Keep in mind that opting for the cheapest option without understanding what’s included can lead to bigger expenses down the line to fix mistakes. Bookkeeping is a skilled profession, and you’re paying for that expertise and value, it's more than just punching in the numbers!

At Accounted For You: we offer monthly packages & support options, tailored to your unique business needs. If you think we’re the right fit, book a free 15-minute discovery call, and we’ll discuss the support you need. Then, I’ll send you a customised proposal, no cookie-cutter solutions here!

Finding the right bookkeeper is essential for your business's financial health and growth. By asking the right questions and understanding what to expect, you’ll be better equipped to make an informed decision on who is perfect for you.

At Accounted For You, we're more than 'just' your number crunchers, we're your dedicated partners in navigating the financial landscape of your business. If you're ready to elevate your financial management and simplify your bookkeeping process, don’t hesitate to reach out.