Article

Hiring a Bookkeeper? Ask These Important Questions First

23 April 2025 Read time: 5 min

Author Charlotte Whelan

Expert Reviewer Stephen Nesbitt

Looking to hiring a bookkeeper who does more than just keep on top of your books and ensure compliance? If you want to build your business into something scalable, sustainable and set yourself up for long-term success, the right bookkeeper can make all the difference. But here’s the thing – not all bookkeepers are created equal. And when it comes to finding the right one for your business, it pays to look a little deeper.

We’ve pulled together 15 smart questions every business owner should ask before hiring a bookkeeper. Consider this your ultimate cheat sheet to finding a partner who’s not just capable but truly aligned with your goals. Let’s get into it!

When hiring a bookkeeper, check their background and experience.

There are plenty of ways to assess a bookkeeper’s background and experience but ultimately it comes down to this – are they experienced, qualified and capable of supporting the needs of your business now and into the future? Here are the questions we’d ask to find out.

What’s your background and experience?

This one is pretty simple, we recommend hiring a bookkeeper that has experience. Ask about their formal qualifications and how long they’ve been in the field.

It’s also worth understanding if they work as part of a team (rather than as a sole practitioner), and understanding the broader qualifications and experience of that team. This will ensure that even if your bookkeeper is on leave or absent, your business will be covered.

When did you join your current practice (or start your own) and what attracted you to the company?

This should give you a good sense of who they are – their values, interests and passions.

What is your experience with businesses like mine and/or do you have experience in my industry?

Every industry has its nuances and quirks. Whether it’s project based billing or payroll complexity, it’s important that your bookkeeper knows how to look under the hood of your business and then know what they’re looking at. Basically, they should understand the unique financial rhythms of your operations.

If your business is part of a franchise, it may be worth doing some extra digging. Engaging a bookkeeper with specialist knowledge of your industry or even, your specific franchise, can be very powerful. Many large franchises will require you to use their proprietary systems and provide standardised reporting to head office. So hiring a bookkeeper with direct experience can mean a) they get up to speed more quickly and b) they can offer valuable insights from working with other, similar businesses.

If your potential bookkeeper doesn’t have experience in your industry, follow up with this question – ‘What support or training would you require from me to understand our business?’ By asking this question you’ll work out pretty quickly whether they’re prepared to do the hard work to get to know you and your business.

Do you take the time to understand the bigger financial picture and personal goals of the people you work with?

Believe it or not, your bookkeeper (and broader financial team) can help you design the life you want to lead. With the right support you can align your bookkeeping with broader business strategy, tax planning and even your personal finances. So, ask the question – How will working with you help me to achieve my goals, dreams, hopes and aspirations?

When hiring a bookkeeper, look into their service and process.

It’s not just what your bookkeeper does but also how they do it that matters. The right thinking, systems and processes can make all the difference when it comes to accuracy, efficiency and business scalability. Here are a few questions to help you understand whether their approach is built to support your business over the long term.

What services do you provide? What is the scope of your services? Do you just balance the books, or can you help me understand them?

Does your bookkeeper dot the needed i’s and cross the necessary t’s? Great – tick! Next, find out what their scope includes. Do they just handle payroll and tax filing or do they offer more than number-crunching services? When hiring a bookkeeper you want to know both the tangible and intangible value they will bring to your business.

It’s worth noting that a good bookkeeper doesn’t just categorise your expenses for you – they empower you to interpret them. True bookkeeping is about visibility, clarity and confidence. You should expect your bookkeeper to give you real insights into how your business is performing and where it’s heading.

How do you collaborate with other financial professionals?

Who is in your bookkeeper’s professional network? How are they connected? Are they part of the same firm or referral partners? If your bookkeeper is a solo operator – how do they like to work with other professionals?

Good bookkeepers don’t operate in a silo, so if you’re engaging a lone wolf, you’ll want to know how they plan to work with your accountant, tax advisor, legal team and financial planner.

What software do you use and are you certified in it?

Xero, MYOB, QuickBooks, Maxtel, ReceiptBank, Lightyear – whatever software you use, make sure your bookkeeper is confident and certified in it, or they put forward a good case for an alternative. On a related note, if they can help you streamline your tech stack and make your life easier – big green flag.

Are your systems and processes built to grow with me?

Whether you’re managing payroll for 5 or 500, your bookkeeping solution should be built with scale in mind. We’d be looking for a good mix of automation, cloud-based tools and human oversight to deliver a service that flexes as your business evolves.

There are some big proposed payroll and super changes to play out over the next few years – before hiring a bookkeeper, ask them about how their systems and service will support your business to implement these changes.

When hiring a bookkeeper, ask about their fees and charges.

When it comes to fees and charges, you want to know what you’re paying for. Transparency here is non-negotiable.

Ask your bookkeeper to break down their service charge. Is it a fixed fee, hourly rate, or retainer model? Are there additional fees or charges that you need to be aware of – e.g. reviews and amendments or software charges. Here’s exactly what to ask to uncover this information.

How much do your bookkeeping services cost?

Do your research and ask around about what bookkeeping services typically cost, and what’s usually included in their fees.

What is not included in this charge? Are there other fees/charges I should expect?

Above and beyond the cost of the bookkeeping service they offer, it’s worth understanding what other fees you could reasonably expect.

Do you receive commissions or incentives from anyone?

If your bookkeeper receives commissions or incentives from product providers, you want to know about it. When hiring a bookkeeper it’s important to understand how this might influence the service you receive.

Wrap up questions.

Closing it out, here are some final questions to ask before hiring a bookkeeper.

Can you provide any references from previous employees or clients?

It’s always a smart idea to undergo thorough reference checks before hiring a bookkeeper – well actually, any professional you intend to work with on your business.

Where to now? What’s next from here?

Find out what the next steps are so you’re crystal clear on what to expect. Will they send you a quote or more information? Will you go away and do those reference checks and then get back to them? What does onboarding look like? What information will you need to provide and who will manage the handover with your team or previous bookkeeper?

Whatever you do, don’t be pressured into committing or signing anything the first time you meet with a prospective bookkeeper. Sleep on it, do your reference checks, speak to your trusted network and ‘cool off’ before making any commitment.

So there you have it folks!

It’s your very own cheat sheet to hiring a bookkeeper to help your business soar and you achieve your dreams.

But hey why stop there? Keep reading and head to How to Find a Financial Advisor for our our definitive guide on selecting a financial adviser. And if you need more help or have further questions on bookkeeping, please reach out and contact us.