What Your Bookkeeper Needs From You: A Small Business Owner’s Checklist
Hiring a bookkeeper doesn't mean you can completely forget about your business finances.
A good bookkeeping relationship is a partnership.
Your bookkeeper is responsible for maintaining your financial records, but they need accurate and timely information from you to do their job effectively.
The good news? You don't have to spend hours doing the books yourself.
You simply need to make sure your bookkeeper has access to the information they need.
Here is a simple checklist to help you stay prepared.
1. Bank and Credit Card Information
Your bookkeeper will need access to the business accounts that should be included in your bookkeeping.
This may include:
Business checking accounts
Savings accounts
Business credit cards
Lines of credit
Other accounts connected to your business finances
Keeping these accounts connected or providing the appropriate statements can help ensure transactions are properly recorded and reconciled.
2. Receipts and Documentation
Receipts provide important information about business purchases and expenses.
Depending on your bookkeeping system, you may provide receipts through a digital platform, email, shared folder, or another agreed-upon method.
Don't wait until the end of the year to organize everything if you can avoid it.
A consistent system makes it easier to keep your records organized.
3. Business Income Information
Your bookkeeper needs to know where your business income is coming from.
This may include payments received through:
Bank transfers
Credit cards
Payment processors
Online platforms
Checks
Other payment methods
Different payment platforms may require different types of documentation, so make sure your bookkeeper knows which systems your business uses.
4. Business Expenses
Your bookkeeper needs enough information to properly understand your business expenses.
For example, if a transaction simply says “Office Store,” additional information may be helpful in determining what the purchase was for.
When in doubt, provide documentation or ask your bookkeeper how they would like the information submitted.
5. Access to Your Bookkeeping Software
If your business uses bookkeeping software, your bookkeeper may need appropriate access to the account.
For example, if you use QuickBooks, your bookkeeper may need to be added as an authorized user rather than using your personal login information.
Your bookkeeper can tell you what access they need based on the services being provided.
6. Communication About Major Changes
Don't forget to tell your bookkeeper when something changes in your business.
That could include:
Opening a new bank account
Getting a new business credit card
Taking out a business loan
Purchasing significant equipment
Changing payment processors
Adding a new revenue stream
Making a large business purchase
Changing how you pay yourself
Your bookkeeping records should reflect what is actually happening in your business.
7. A Consistent Process
Perhaps the most important thing you can provide your bookkeeper is consistency.
Agree on how and when documents will be submitted.
Know where receipts should go.
Respond to questions when clarification is needed.
And let your bookkeeper know about changes instead of assuming they will automatically know.
Your Bookkeeper Isn't a Mind Reader
We know—you have a business to run.
You don't have to understand every bookkeeping rule or know exactly how every transaction should be categorized.
That's part of why you hired a bookkeeper.
But your bookkeeper does need accurate information and communication from you.
The more organized the information you provide, the easier it is to maintain accurate records.
A Simple Monthly Bookkeeping Checklist
Before your bookkeeping period is finalized, make sure you've:
☐ Provided bank and credit card statements or access
☐ Submitted receipts and supporting documentation
☐ Provided information about business income
☐ Communicated any unusual or significant transactions
☐ Shared information about new accounts or loans
☐ Responded to bookkeeping questions
☐ Reviewed requested reports or information
You don't need to do the bookkeeping yourself.
You just need to make sure your bookkeeper has what they need to do it well.
Blue Crest Bookkeeping helps small business owners keep their financial records organized, accurate, and up to date with dependable bookkeeping support.
Accurate. Reliable. Focused On Your Success.
