When it comes to outsourcing your accounting or bookkeeping work, you need to hire someone you trust. Hiring a remote bookkeeper can save you time and help you stay focused on what you do best—the work that inspired you to start your business in the first place.
If bookkeeping isn’t what you love to do, then why let it drain your time and energy? Why not outsource the numbers to someone who does love to do it? Over and above the services that they offer, when hiring a bookkeeper it’s important that they are the right fit for your business. After all, they are a crucial part of your business operations.
Over the years, I’ve asked my clients what is most important to them when dealing with my service. Below are the 7 most important things to look for in a bookkeeper – straight from my client’s feedback.
#1. Communication: Clear, Consistent, Client-Focused
A smart bookkeeper knows that communication is the backbone of trust in a business relationship. It’s not just about answering questions when asked, it’s about proactively keeping clients in the loop, giving updates, and flagging issues before they become problems.
How I communicate with my clients is dependent on the service I am completing for them. For clients who require annual accounts and tax returns, I communicate regularly with them while completing the service. I inform them when I receive their information and let them know when I expect to make a start on their work. Once I have started their work, I keep them up to date with any questions I have or anything that may be a concern.
I send out reminder letters a month before any tax payments are due and notify clients if anything unusual arises. If Inland Revenue changes tax rules, I inform anyone who may be affected by the changes and give them the opportunity to discuss this with me.
For my clients with GST returns, I remind them to send me any information I may need and then once completed I inform them of what they owe or are owed. If you’re a bookkeeping client that I complete regular tasks for, then I am in constant communication with you.
#2. Deadlines: No Surprises
Meeting deadlines is critical for compliance and peace of mind. Bookkeepers should not only meet deadlines but also help their clients meet theirs. Reminders, follow-ups, and good systems go a long way toward keeping things running smoothly.
With my clients, I try to give them at least a month’s warning via a letter of the upcoming payment deadline. If a payment is forgotten, I will try and follow up with an updated payment due within a few weeks. If I have not received information from a client, I will send reminders as required.
#3. Understanding Your Business
Your bookkeeper should take the time to understand your industry, your processes, and your pain points. A tailored approach beats a one-size-fits-all solution every time. Big accounting firms may not be able to offer that same personal service as small bookkeeping business like my own. But again, it’s about finding the right fit for your business.
When I first meet with a new client, I spend time finding out as much as I can about their business and how they do things. By keeping in regular contact with them I can keep up to date with what is happening in their business.
Yes, every business has different needs for a bookkeeper. Just because you might have two building contractors as clients, how you deal with each one will be different depending on their operations, the size of the business, the clients that they deal with and much more.
#4. Technology: Staying Current
Not every new app or tool is right for every business, but smart bookkeepers stay informed, know where to look for help, and adapt their approach to suit the needs of their clients.
There is so much technology out there that assists people with the day-to-day running of their businesses that it is hard to keep up. I try to, but in truth, I am led by my client’s needs and if they need assistance, I investigate possibilities.
Being part of the Institute of Certified Bookkeepers keeps me informed and there is always someone who can help. I attend the annual conference for bookkeepers and regular training webinars to keep up to date.
>> Read my blog on AI and Bookkeeping
>> Want to know which accounting software might be right for you? Click here.
#5. Fees: Transparent and Fair
Unexpected fees can be frustrating. A reliable bookkeeper sets clear expectations from the beginning and communicates any changes well in advance.
I am open with my charges from day one. A new client will sign a terms of engagement form with me that states what work will be covered and what charges will be incurred. I also state that this will be adjusted after the first annual account work is done.
My bookkeeping work is completed at an agreed hourly rate at the start. The only other charge you may incur is subscription fees if accounting software is used by your business (Xero, MYOB, etc.), but these are discussed at the first meeting. I charge extra for work that is outside of the terms of the agreement, but this will be discussed and agreed upon before extra work is started.
#6. Proactive Support: Spotting Issues and Opportunities
Your bookkeeper should be on the lookout for issues before they escalate and opportunities to improve your financial position. While not everything can be predicted, a bookkeeper with a proactive mindset can help you avoid financial surprises, plan for growth, and streamline operations.
I try to be proactive where I can. It is easier with bookkeeping work you manage regularly, because any issues or opportunities that arise are easier to spot and can be dealt with in a timely manner.
Annual work is different — you may only see a client's work after the year has ended and so any issues that have happened will need to be dealt with. But if a client reaches out to me, I will assist where I can.
#7. Keeping It Simple: No Jargon
Financial talk doesn’t need to be complicated. The best bookkeepers take time to explain things clearly, answer questions patiently, and make sure you’re confident with your numbers.
I will always keep things simple, there is nothing worse than someone talking a different language to you. If a client wishes to sit down with me and discuss their accounts, I am happy to do this. Quite often I will send out accounts and tax returns electronically, I will highlight anything that is out of the ordinary.
I give my clients the opportunity to make an appointment with me if they wish to discuss anything. I will also answer any queries by email if required. I have an open approach and will respond to any phone call or email, however, not always immediately unless I know something is urgent.
Final Thoughts
Smart business owners know what they expect for their business. A great bookkeeper acts as a partner in your business journey, not just someone who works behind the scenes. If your bookkeeper isn’t ticking all the boxes above, it might be time to find one who does.
Is your accountant or bookkeeper ticking all the boxes? If not, feel free to get in touch.
