By: Jennifer Brazer
Jennifer is the author of From Cubicle to Cloud and Founder/CEO of Complete Controller, a pioneering financial services firm that helps entrepreneurs break free of traditional constraints and scale their businesses to new heights.
Fact Checked By: Brittany McMillen
How to Choose a Virtual Bookkeeper: Key Tips for Boosting Your Business’s Financial Health
Choosing the right virtual bookkeeper is one of the most important financial decisions you’ll make for your business. Let’s face it—your finances tell the story of your business, and finding someone trustworthy, knowledgeable, and capable ensures that the story stays compelling (and legally compliant). Virtual bookkeeping isn’t just about making the numbers match; it’s about creating a partnership that keeps your financial health in check while your business grows and scales.
As the CEO of Complete Controller, I’ve spent over 15 years helping businesses like yours navigate bookkeeping challenges. Along the way, I’ve learned what works and—more importantly—what doesn’t when it comes to finding a bookkeeper who fits your business like a glove. Today, I’m sharing that expertise to bring clarity to your search. Ready to transform your business’s financial health? Let’s dive in.
Defining Your Business’s Financial Needs
Before you start looking for a virtual bookkeeper, ask yourself one critical question: What does my business truly need? Defining and prioritizing your financial obligations and pain points opens the door to targeted and practical solutions.
Identifying core services
Start by listing your bookkeeping priorities:
- Financial Statements: Regular, accurate financial statements give an essential bird’s-eye view of your business’s performance.
- Budgeting Support: A bookkeeper can help prevent overspending or underfunding major projects.
- Payroll Processing: Are payroll headaches keeping you up at night?
- Tax Compliance: This is non-negotiable—tax deadlines wait for no one.
Here’s an example from our own client base. A startup owner once brought me in for her virtual tax preparation needs, completely unaware that her bookkeeping system lacked accuracy. Once we dug in, it was like fixing a leaky faucet—we tightened up her financial statements and improved cash-flow accuracy, saving her thousands.
Historical perspective
Bookkeeping has come a long way since businesses jotted down numbers in ledgers back in the 19th century. Today, cloud technology allows you to streamline every aspect of your finances. Why not take advantage of it?
Evaluating Credentials and Experience
Would you let an unlicensed driver take your brand-new car for a spin? Of course not. Handing over your books to someone without the right credentials is no different.
What to look for
- Professional Certifications: A Certified Public Bookkeeper (CPB) demonstrates top-tier skill and knowledge. If you focus on QuickBooks, make sure they’re a QuickBooks Certified User. Learn more about the Certified Public Bookkeeper (CPB) certification.
- Proven Experience: Credentials matter, but nothing beats real-world know-how. For instance, one small retail shop we worked with saw a 25% reduction in errors after bringing in a virtual bookkeeper armed with years of hands-on experience.
Make sure they also demonstrate an understanding of the importance of reconciling your accounting statements regularly. If they don’t, that’s a red flag.
Prioritizing Communication and Reliability
Even a brilliant bookkeeper is ineffective if communication is sporadic or unclear. They need to feel like an extension of your team.
Building a communication strategy
Ask whether they prefer emails, video calls, or phone meetings—and ensure this aligns with your needs. Will they deliver precise monthly updates without missing a beat?
Vetting for dependability
- Testimonials Matter: Seek references or reviews on LinkedIn, Google Reviews, or their website. If they’ve helped a business similar to yours—but made it better—this is a good sign.
- Trust Points: Membership in professional bodies, such as the American Institute of Professional Bookkeepers (AIPB), demonstrates commitment.
At Complete Controller, our clients know they can rely not just on our skills but also on our accountability. You deserve that same peace of mind.
Ensuring Bookkeeping and Software Compatibility
Are you already using QuickBooks, Xero, or another favorite bookkeeping tool? Great. Don’t compromise here—hire someone who’s an expert user.
Why this matters
A 2022 report by Xero revealed that 75% of small businesses now use cloud-based accounting solutions. Why slow things down with a bookkeeper who doesn’t know how to navigate your software?
Learn more about small business bookkeeping essentials before choosing your software expert.
Check out tools like:
- QuickBooks Online for industry-standard processes.
- Xero for a simplified online bookkeeping experience tailored to modern businesses.
Navigating Pricing and Services
Virtual bookkeeping can cost anywhere from $500 to $2,000 monthly, depending on the tasks and expertise involved, according to a 2020 Complete Controller survey. Understanding these numbers is crucial for budgeting accuracy.
Explore pricing models
- Hourly Fees: Best for specific, short-term projects.
- Custom Packages: Often the most cost-efficient option, as they bundle services you actually need.
The ability to customize packages is invaluable. A local bakery owner we worked with adjusted their monthly package as their business grew, saving money on unnecessary services while gaining critical financial insights.
Staying Compliant with Financial Regulations
Compliance issues can tank even the most promising businesses. Ask potential bookkeepers tough questions:
- Do you know GAAP (Generally Accepted Accounting Principles)?
- Are you up to date on local tax regulations?
As your business scales, incorrect filings can lead to risk. Consider bookkeepers who prioritize efficient business finance management.
Monitoring Performance
Hiring a bookkeeper doesn’t mean you get to check out of your own finances entirely. Keep an eye on:
- Accuracy: Are your numbers consistently mistake-free?
- Timeliness: Are all deadlines met?
- Growth Alignment: Has their work freed you up to focus on expansion?
Take stock of performance regularly. If the partnership isn’t adding value, don’t hesitate to reassess.
Conclusion
Finding the right virtual bookkeeper can feel overwhelming, but it doesn’t have to be. The right partner equips your business with more than financial statements—they boost efficiency, confidence, and clarity. From identifying your needs to ensuring compliance, every decision you make during this process matters. It’s not just about hiring a bookkeeper; it’s about securing a future of financial stability and growth for your business.
Ready to elevate your financial management? Learn more about dependable virtual accounting services tailored just for you.
FAQ
What services should a virtual bookkeeper offer?
Financial statement preparation, budgeting, payroll management, tax handling, and compliance checks.
How do I verify their trustworthiness?
Read client reviews, request references, and check for memberships in professional organizations.
Which bookkeeping software works best?
QuickBooks and Xero are top picks. Choose software that matches your business size and needs.
How do I find affordable virtual bookkeeping services?
Compare hourly rates and package deals. Opt for someone offering flexibility and scalable services.
Why is compliance so important in bookkeeping?
It ensures your business avoids penalties while staying within legal financial guidelines.
Sources
- American Institute of Certified Public Accountants (AICPA). (2020). Small Business Financial Health Survey. https://www.aicpa.org
- Complete Controller. (2020). Virtual Bookkeeper Pricing Survey. https://www.completecontroller.com
- Entrepreneur Magazine. (n.d.). Tax Preparation for Entrepreneurs. https://www.entrepreneur.com
- Financial Times. (n.d.). A Brief History of Financial Regulations. https://www.ft.com
- Journal of Accounting History. (n.d.). A History of Bookkeeping.
- Xero. (2022). Small Business Accounting Report. https://www.xero.com
About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.
