Being buried in spreadsheets and tracking receipts is the last way you want to spend your day. The solution is hiring a virtual bookkeeper, but how do you find the right one? At AIS Solutions, we’ve been in this industry since 2000, and we know how to choose a virtual bookkeeper.
- Assess Your Business Needs
- Evaluate Credentials and Experience
- Technology and Software
- Communication
- Availability
- Pricing and Service Agreements
- Trial Period
1. Assess Your Business Needs
What are you looking for—basic transaction recording or something else? This is one of the most important steps in this process, as it will determine which services you should search for. Think of it as a blueprint!
Here are three things to consider:
- Level of Service Needed: What will your virtual bookkeeper’s responsibilities be? The scope of bookkeeping services can vary widely based on your business’s size, complexity, and industry. Think of broad topics like tax filing, payroll, and financial reports for starters.
- Budget: How much can you afford to spend without sacrificing quality? Be realistic when budgeting. This will help you further refine your search.
- Tools: Not all virtual bookkeepers use the same tools. Are you using certain software or hoping to work with something specific like QuickBooks? If you’re unsure about which tools to use, consult with a trusted virtual bookkeeper like AIS Solutions.
2. Evaluate Credentials and Experience
Credentials are vital as you decide on your winning virtual bookkeeper. But what should you look for?
Ideally, you should hire someone who’s earned a certified public accountant (CPA), QuickBooks ProAdvisor, or Xero credential. These bookkeepers know their stuff and have been formally recognized for their skills. CPAs have attained a higher standard of education and training and are highly valued in the bookkeeping industry.
Don’t overlook less formal credentials like years of experience and client testimonials. They indicate that a bookkeeper is well-versed in financial management and knows how to avoid costly mistakes.
3. Technology and Software
A virtual bookkeeper must be proficient in using accounting software and other tools. The person or service you hire should be familiar with industry standards like QuickBooks, Xero, and FreshBook, which offer help with everything from invoicing and expenses to payroll and tax.
Sometimes, businesses use CRM platforms, inventory management systems, or project management tools. If that sounds like you, talk to bookkeepers and find out exactly what they can (and cannot) do for your business. This will pave the way to a more seamless partnership for you and your bookkeeper.
4. Communication
When it comes to virtual bookkeeping, clear and open communication is an absolute must. You need someone who is both responsive and proactive in addressing your needs. Imagine you notice a discrepancy in your monthly financial report and email your bookkeeper asking for clarification. But since you don’t hear back in time, you miss a critical deadline for submitting tax documents. Don’t let this happen to you!
Ask your virtual bookkeeper for check-ins or status updates so you can feel confident about your finances. Messaging platforms like Slack are a great way to stay in touch, keep files organized, and make to-do lists.
5. Availability
Availability is just as important as communication. Clarify work hours. Some virtual bookkeepers work traditional business hours in their local time—which might be different from yours. Others offer more flexibility.
What matters isn’t full-time or part-time status. You want a virtual bookkeeper who’s accessible when you need them.
6. Pricing and Service Agreements
Bookkeepers typically offer different pricing options like hourly rates, fixed monthly rates, and project-based fees. Hourly rates can be beneficial if you have fluctuating needs or you don’t want to commit to a set monthly amount. This, however, can lead to unpredictable costs, especially if your bookkeeper has to work longer than expected.
When you discuss service agreements, make sure your virtual bookkeeper understands the scope of the work and services you need. It’s always a great idea to ask about any additional fees or hidden costs. This way, you’ll always know what to expect.
7. Trial Period
Once you narrow down your options, try a virtual bookkeeper’s services out for a month or so before committing to a long-term contract. This allows you to evaluate their performance and see if they’re the right fit for you.
During this time, see if your virtual bookkeeper is:
- handling your financial transactions accurately and in a timely manner
- proactively flagging potential issues
- providing insight into your finances
- Responding promptly when you get in touch
If you feel at any point that their work isn’t delivering the level of service your business needs, it’s okay to end the trial early. The key here is to be professional and upfront.
Hiring the right virtual bookkeeper can make or break your business’s financial health. Fortunately, choosing from among thousands of virtual bookkeepers is surprisingly simple when you follow these seven steps.
You’ve got enough of your plate. Why stress over bookkeeping? If you need advice or a virtual bookkeeper, we’re here to help you. Reach out to schedule a chat!
Welcome to AIS Solutions. We’re a Canadian bookkeeping and cloud accounting firm with expertise in virtual bookkeeping, bookkeeping for e-commerce, SaaS companies, landscapers, and contractors.
We help business owners make good financial decisions by providing accurate real-time numbers.
We also specialize in QuickBooks training.
- If you enjoyed this article, you might also like “Why hire a virtual bookkeeper.”
- If you’re a business owner interested in learning more about our bookkeeping services, we’d love to chat with you. Head over here to arrange a time for us to meet.
- If you’re interested in QuickBooks training, head over here.
