You’ve finally realized it’s time to hire a bookkeeper for your business, so you start setting up calls with a few candidates. But once you’re actually on the phone — what do you ask? Or do you just let the bookkeeper run the whole call?
When you get on a call with me, I have my own questions for you, but I also leave plenty of room for you to ask me anything. I want to be sure we’re a good fit before any contracts are signed or money changes hands. So here are the questions to ask a potential bookkeeper before you hire, so you walk into that interview prepared.
What is your education and how did you become a bookkeeper?
There are courses out there that teach someone to become a bookkeeper and work from home — which is great, but you want to be sure your candidate has a solid education and genuinely knows what they’re doing. Ask for their credentials and get a clear picture of what they understand about the bookkeeping process and how it will work for your business.
How familiar are you with my specific industry?
Are you a coach, a virtual assistant, a speaker? Ask how familiar the bookkeeper is with your world. Plenty of bookkeepers work across many industries, but they still need to understand yours well enough to do your books accurately. If they’re unfamiliar with your industry, how long will it take them to get up to speed?
What is the scope of the work you’ll do?
Some bookkeepers stick to the data-entry side; others work at a management level and do much more. What you need depends partly on what your accountant handles and what you want to keep in-house. Generally, the more your bookkeeper can do, the better off you are. Look for someone who can:
- Reconcile bank transactions
- Code transactions to the correct account for proper tax treatment
- Assist with estimated tax payments and sales tax payments
- Prepare monthly financial reports like your profit and loss statement and balance sheet
- Help you interpret those reports and the story they tell
- Help build and monitor a budget
- Help with your cash flow plan
- Pay your suppliers
- Prepare invoices
Just be clear on what you want done before you hire, because not all bookkeepers are created equal.
What are your delivery and response times?
Ask how long it takes to hear back when you have a question — and how quickly they’ll reach out when they have a question about your transactions. Some people answer email fast; others take a while. Get a feel for this up front.
How do you communicate with clients?
Your time is valuable, so you want efficient communication. Do they send one question at a time, or batch the day’s questions into a single email? Do you prefer phone or video calls, or would you rather keep it to email or a chat platform like Slack, Messenger, or Voxer? Tell them your preference. And if you’re interviewing a firm with multiple staff, find out who will actually be communicating with you — the person you’re interviewing, or someone else.
How often do you process transactions?
Some bookkeepers log into your software daily, some weekly, some only monthly. Ask how often they’ll be in your books — and know your own expectations. How often do you want your transactions logged and reviewed? It’s a question I always ask my clients.
Who pays for the bookkeeping software?
Some bookkeepers cover the cost of the program (QuickBooks, FreshBooks, Xero, etc.); with others, you pay. Make sure you know who’s responsible. And if your bookkeeper is paying, ask what happens when you stop working together — how do you get your data, and do you have access to the program while they work with you? (You should always have access, whether or not you’re the one paying for it.)
How do you price your services?
Are you paying a flat monthly, quarterly, or annual fee? Are there à la carte add-ons on top of a base fee? Do they bill hourly, invoicing for the time worked each month? Many bookkeepers now use a flat monthly fee — just make sure you fully understand what’s included in the package.
How do you protect your clients’ information?
You’re sharing sensitive financial information, so you need to trust that it’s safe. I personally include an ethics clause and a non-sharing clause in my contract. I have my own money and would never touch yours — but from my years as an auditor, I have plenty of stories of accountants and bookkeepers stealing from clients who had no idea. Get a feel for this during your conversation. The more professional and educated your bookkeeper is, the better off you’ll be — and always trust your gut. That gut instinct doesn’t lie.
How do I get receipts and documents to you securely?
Again, this is sensitive financial information, so ask how documents are shared and kept secure. There are cloud file-sharing options, but make sure your information stays protected and isn’t easily accessed by lots of people. Your bookkeeper may also help organize your documents for tax purposes — another good thing to ask about.
Do you help me analyze the data?
Bookkeeping isn’t just coding and sorting transactions for tax purposes. It’s also reading those transactions to find the stories and patterns in your business. Does your prospective bookkeeper look at this? Can they help you spot those patterns and use them?
Should you outsource your bookkeeping?
I know you don’t want to do your own bookkeeping — that’s why you’re looking in the first place. Yes, it’s private financial information you have to trust someone else with, and that can be a big ask. But as your business grows, you need the books done correctly, and the right person can save you both time and money.
Find someone who truly gets your business and industry and shares your mission. Interview more than one person, follow your gut, and walk into each conversation knowing exactly what you want to ask and what you expect from your bookkeeper.
This article is for general educational purposes only and is not legal, accounting, or tax advice. Always consult a qualified professional about your specific situation.