How to prepare for hiring a bookkeeper

1. Decide the scope

Bookkeeping can mean very different things. List what you want handled: recording transactions, matching them with bank and card statements, tracking invoices you send and bills you owe, preparing monthly reports, cleaning up past months or organizing receipts. Also say what you do not need, such as payroll or tax filing. A clear scope prevents misunderstandings and lets bookkeepers quote accurately.

2. Choose or confirm the tools

If you already use accounting software, tell the bookkeeper which one and whether you own the account. If you do not, ask for a recommendation, then set up the account in your own name. Check that the tool connects to your bank. You should always be able to log in and see your books, even if someone else maintains them.

3. Gather your records

Collect bank and card statements for the period to be covered, sales reports from your shop or payment services, invoices, receipts, loan statements and any previous accounting reports. Note unusual items such as personal purchases mixed with business ones, cash payments or transfers between accounts. Organized records save time and cost. If some are missing, say so rather than hoping nobody notices.

4. Describe your situation

Explain your business type, how you receive money, whether you sell across borders and whether you have employees or contractors. Mention how you handle sales tax or value added tax if it applies. The bookkeeper needs this context to set up categories correctly. If an accountant prepares your taxes, introduce them so the books meet their needs.

5. Protect access

Share access carefully. Use accounting software user permissions rather than your own login. Turn on two-step sign-in. Never send passwords by email or chat. Ask how the bookkeeper stores and protects your documents, and agree what happens to your files after the work ends.

6. Agree a monthly routine

Set a schedule: when you send receipts, when the books are updated and when you receive reports. A common routine is a month-end close with a short report covering income, expenses, profit and cash. Ask for a brief explanation of anything unusual. Decide how questions are handled, for example a shared list of unclear items to answer once a week.

Questions to ask the bookkeeper

• Which software do you use, and which businesses do you usually work with?
• What does the monthly package include, and what costs extra?
• How do you handle catching up on past months?
• How do you protect my financial information?
• Who answers questions during the month, and how fast?
• Will I receive reports I can understand without accounting training?

Budget and fees

Bookkeepers usually charge a monthly fee based on the number of transactions and accounts, or an hourly rate for cleanup. Ask for a written scope that lists what the monthly price covers and what is extra, such as catching up on past months, payroll support or multiple currencies. Be wary of quotes that seem far below others without a clear scope. A small trial month is a sensible way to judge accuracy and communication before you commit to a longer arrangement.

Preparing for year end

Ask how the bookkeeper will help at the end of the year. A good routine includes checking that every bank account is reconciled, that outstanding invoices are reviewed and that a clean set of reports is ready for your tax preparer. Share your preparer's contact details so questions can be answered directly. Keeping the books tidy all year is far easier than fixing twelve months at once.

Common mistakes

• Leaving receipts and statements until the last minute.
• Mixing personal and business spending.
• Letting the bookkeeper own the software account.
• Assuming bookkeeping includes tax filing and advice.