6 Things to Look for in a Bookkeeper Before You Hire

Kimberly Green | 2026-04-05

6 Things to Look for in a Bookkeeper Before You Hire Hiring a bookkeeper feels like a simple decision. You need someone to handle the books. You find someone who handles books. Done. But there's a wide range between a bookkeeper who keeps your records organized and one who actively helps you understand your business. Here's how to spot the difference. 1. They Use Modern Accounting Software A good bookkeeper works in QuickBooks Online, Xero, Wave, or another cloud-based system. Not Excel. Not a desktop accounting program from 2005. Cloud-based software lets you access your financial data anytime. It handles automated bank connections, which reduces manual entry and errors. It's set up so your CPA can access what they need at tax time without having to ask for files. If someone wants to keep books in spreadsheets or a desktop program, that's a sign they're operating in a way that doesn't serve you well. 2. They Ask About Your Business Before They Start A good bookkeeper's first conversation isn't about spreadsheets. It's about your business. How do you generate revenue? Do you have multiple revenue streams? Are there specific categories of expense unusual for your industry? Do you have employees? Are there business-specific deductions you need to track? They're asking because the way they categorize transactions and structure your books needs to match how your business actually works. A bookkeeper who starts without understanding your business will likely categorize things wrong for months. 3. They Proactively Prepare Monthly (or Quarterly) Statements A good bookkeeper doesn't wait for you to ask for a report. They prepare your P&L and balance sheet on a schedule -- monthly, quarterly, whatever makes sense for your business. You should receive these statements automatically. You should be able to review them and see how your business performed in that period. If you have to chase your bookkeeper for reports, that's inefficiency you don't need. 4. They Can Explain Where Numbers Come From You look at your P&L. A category looks wrong. You ask your bookkeeper about it. A good bookkeeper can trace that number back to the specific transactions that created it. They can tell you what was included and why. They can show you the invoices or receipts. If they give you vague answers or can't show their work, they're not maintaining books at a level of clarity that serves you. 5. They Understand Your Industry A bookkeeper who has worked with businesses like yours is worth more than one who hasn't. They already know which deductions matter in your space. They...