What to Look for When Hiring a Bookkeeper
Hiring a bookkeeper can feel like a leap of faith. You're handing over access to your finances, trusting someone to keep things accurate, and hoping they know what they're doing.
But here's the thing—not all bookkeepers are created equal. Some will keep your books clean and give you real insight into your numbers. Others will create a mess you'll pay someone else to fix later.
So how do you tell the difference before you hire? Here's what to look for.
Find a Bookkeeper Who's a Partner, Not Just a Vendor
The best bookkeeper relationships aren't transactional. They're partnerships.
A good bookkeeper doesn't just want to categorize your transactions and send you an invoice. They want to understand your business, help you make sense of your numbers, and make sure you're getting real value from the work.
When you're talking to a potential bookkeeper, pay attention to how curious they are. Do they ask questions about your business? Do they want to understand how you operate, what your goals are, and what's been challenging for you financially?
If they're just nodding along and ready to quote you a price, that's not a great sign. If they're engaged and asking thoughtful questions, that's someone who's going to care about getting it right.
A Good Bookkeeper Reviews Your Books Before Quoting
This one's important. A bookkeeper who gives you a price without looking at your QuickBooks file (or whatever system you're using) is guessing.
Every business is different. Transaction volume, number of accounts, complexity, how messy things are—all of that affects the work involved. A good bookkeeper knows this and will want to see what they're working with before they commit to a number.
If someone quotes you a flat rate without asking any questions or reviewing your current setup, be cautious. They either don't know what they're getting into, or they're planning to cut corners.
Look for Clear Communication and Deadlines
A bookkeeper who disappears for weeks and then sends you a random update isn't doing their job.
Before you start working together, you should both agree on a few things: How often will you receive reports? What's the deadline each month? How will you communicate—email, scheduled calls, something else?
Good bookkeepers are proactive. They set expectations upfront, they stick to deadlines, and they keep you in the loop. If something's off in your numbers, they tell you. If they need something from you, they ask clearly and give you a reasonable timeline.
If a bookkeeper is vague about how often you'll hear from them, that's a red flag.
Your Bookkeeper Should Provide Monthly Reports
You shouldn't have to ask for reports. A good bookkeeper delivers them on a regular schedule—monthly at minimum.
These reports are how you know what's going on with your money. Profit and loss, balance sheet, maybe cash flow. The format might vary, but the point is the same: you should always know where your business stands.
If a bookkeeper isn't offering regular reporting as part of their service, ask why. And if they can't explain what the reports mean or how to use them, that's a problem.
Bookkeeper Credentials: What Actually Matters
You might think you need someone with a fancy degree or a wall full of certifications. But in bookkeeping, real-world experience often matters more than credentials.
A bookkeeper who's been in the trenches—cleaning up messy books, working with small business owners, solving actual problems—is going to be more valuable than someone who just passed a test.
That's not to say certifications are worthless. QuickBooks certifications, for example, mean they know the software. But don't let credentials be the deciding factor. Ask about their experience, what kinds of businesses they've worked with, and how they handle common challenges.
Red Flags When Hiring a Bookkeeper
Here are a few warning signs during the hiring process:
They don't ask questions about your business. A bookkeeper who isn't curious about how you operate probably isn't going to do a thorough job.
They quote without reviewing your books. This usually means they're guessing—or they plan to figure it out later at your expense.
They're vague about deliverables. If they can't tell you exactly what you'll get and when, that's a problem.
They're way too cheap. Bookkeeping done right takes time. If someone's charging significantly less than everyone else, ask yourself what they're skipping.
They can't explain things clearly. A good bookkeeper should be able to tell you what they're doing and why in plain language. If everything sounds like jargon, communication is going to be a struggle.
What to Expect from a Good Bookkeeper
To recap, here's what you should expect from a qualified bookkeeper:
They ask questions and want to understand your business.
They review your books before giving you a quote.
They set clear expectations and deadlines during onboarding.
They deliver monthly reports without you having to chase them.
They communicate clearly and keep you informed.
They help you understand your numbers—not just record them.
How to Hire the Right Bookkeeper
Hiring a bookkeeper is about more than finding someone who can use QuickBooks. It's about finding someone who will be a real partner in your business—someone who cares about accuracy, communicates clearly, and helps you actually understand your finances.
Take your time, ask the right questions, and trust your gut. The right bookkeeper will make your life easier. The wrong one will make it harder.
