What to Expect When Hiring an Outsourced Bookkeeper

Hiring an outsourced bookkeeper can be great for small businesses looking to add a bookkeeper to their team and for larger companies transitioning from an in-house employee to save money.

While each bookkeeper will have their own unique onboarding process for clients, most will follow similar procedures to gather important information and set the stage for a productive working relationship.

Here is a breakdown of what you can typically expect when hiring an outsourced bookkeeper:

Schedule a Discovery Call

The process typically starts with a discovery call with the potential bookkeeper or bookkeeping firm to determine if you are a good fit for each other. Before you begin your search, it’s helpful to reflect on a few key questions to clarify your needs and make the most of the conversation:

• What services do you need? Common tasks that a bookkeeper performs include bank and credit card reconciliation, accounts payable and receivable, financial statement preparation, payroll processing, and tax reporting.

• What accounting software do you currently use? Popular accounting software includes QuickBooks, Xero, and FreshBooks. At Summit Bookkeeping, we specialize in both QuickBooks Desktop and Online.

• How many hours per month do you spend on bookkeeping?

• How many financial transactions does your business have per month?

• What is your monthly budget for bookkeeping services?

Bookkeepers typically charge hourly or based on the number of transactions your business has each month, so it's good to know this information before your discovery call. Being prepared with these answers can help guide the discussion and ensure that the bookkeeper understands your needs from the start. Take this call as an opportunity to ask questions and assess compatibility.

Submit Onboarding Paperwork

If both parties decide to move forward after the discovery call, the next step is to complete the necessary paperwork to make things official. Documents you may be asked to review and sign include:

• Engagement letter: Outlines the scope of services, terms of the agreement, responsibilities of each party, and billing structure.

• Privacy policy: Explains how your business and financial information will be handled and protected.

• Authorization forms: Signed authorization is typically required if your bookkeeper needs to communicate with third parties on your behalf, such as the IRS, state government agencies, and your bank.

• Business information: You may be asked to provide supporting documentation such as your business license or tax return.

These documents give your bookkeeper the information and authorization they need to get started, help keep both of you protected, and make sure you’re on the same page before any work begins.

Grant Access to Necessary Accounts

Once all the paperwork has been signed, it’s time to provide your bookkeeper with access to your accounts so they can begin their work. Exactly what you share will depend on your preferences and the services they’re providing. Common accounts they may need access to include:

• Accounting software: With software like QuickBooks Online, you can grant Accountant Access to your bookkeeper so they can use their own login.

• Bank accounts: You can choose to provide view-only access or simply share monthly statements.

• Payroll software: If your bookkeeper is handling payroll, they will need access to the platform you use to process payroll, such as ADP or Gusto.

• Government agency websites: For help with tax reporting, your bookkeeper may need access to sites like the IRS or your state’s tax portal.

Security and privacy are key during this stage. If you don't feel comfortable giving direct access to your accounts, your bookkeeper should be able to offer secure alternatives that still allow them to do their job effectively.

Establish a Monthly Routine

With the paperwork signed and access granted, you’ll begin an ongoing working relationship with your bookkeeper. To keep everything running smoothly, it’s important to establish a monthly process and communication routine. Here are some questions to ask yourself to help guide expectations:

• What is your preferred method of communication, and is there a time that’s best to reach you?

• Are there any other contacts you should provide to your bookkeeper, such as a staff member or accountant?

• What are the deadlines for submitting documents such as statements or timesheets?

• If your bookkeeper will be printing checks for you, who is authorized to sign the checks?

• How will you handle multi-factor authentication for accounts?

• How often would you like to receive financial statements, such as a Profit & Loss or balance sheet?

Starting with a clear plan for how you’ll work together each month sets the tone for a successful long-term partnership. It helps minimize confusion, builds trust, and ensures your financials stay accurate and up to date as your business grows.

Outsourced Bookkeeping in Bellingham, WA

At Summit Bookkeeping, our team of bookkeepers works with businesses of all sizes across various industries. If you’re a business based in Bellingham, we also offer a weekly drop-off and pickup service so you have an additional option for providing or receiving documents.

Give us a call at (360) 756-5020 to see if we would be a good fit for your bookkeeping needs!