What Should I Look for in an Outsource Bookkeeping Service Provider?
Outsourcing your bookkeeping can save you time, reduce overhead, and improve the accuracy of your financials – but only if you choose the right partner. With dozens of providers offering bookkeeping services, how do you know which one is the best fit for your business?
This guide outlines the key factors to consider when evaluating outsourced bookkeeping providers, so you can make a confident and informed decision.
1. Industry Experience and Platform Knowledge
Your bookkeeping provider should understand both your industry and the tools you use. Whether you’re in real estate, construction, e-commerce, or professional services, the provider should have experience with:
- Your business model (e.g., job costing, progress billing, trust accounting)
- Your preferred accounting software (QuickBooks, Xero, FreshBooks, etc.)
- Your reporting and compliance needs
Providers like RemoteBooksOnline offer QuickBooks bookkeeping by certified professionals familiar with a wide range of industries.
2. Clear, Transparent Pricing
Avoid providers that bill hourly with vague estimates. Look for a firm that offers:
- Flat monthly pricing based on transaction volume
- No surprise fees or long-term contracts
- Scalable pricing as your business grows
At RemoteBooksOnline, monthly bookkeeping plans start at $150/month with no hidden costs.
3. Security and Data Protection
Your bookkeeper will handle sensitive financial information – so security is non-negotiable. Ask the provider:
- Do they use encrypted portals or secure file transfer?
- Is your data stored in secure cloud environments?
- Do they limit access using user roles or permissions?
- Are backups performed regularly?
Reputable firms will have clear protocols to protect your data at every step.
4. Level of Support and Communication
What happens if you have a question or need a report urgently? Your bookkeeping partner should offer:
- A dedicated point of contact
- Email and phone support
- Regular check-ins (monthly or quarterly)
- Fast response times
You’re not just buying a service – you’re hiring a financial partner. Accessibility matters.
5. Reporting and Deliverables
The best bookkeeping providers offer timely, accurate financial reports that help you make smart business decisions. Look for firms that provide:
- Monthly P&L, balance sheet, and cash flow statements
- Optional KPI dashboards
- Real-time insights if integrated with your POS or CRM
- CPA-ready financials for year-end filing
All reports should be delivered in a consistent format and timeframe.
6. Catch-Up and Cleanup Capabilities
If your books are behind or messy, your provider should offer QuickBooks cleanup services. Ask if they can:
- Bring old records current
- Fix miscategorized transactions
- Reconcile old bank statements
- Prepare prior-period financials for tax filing
This is especially useful if you’re switching bookkeepers or recovering from DIY mistakes.
7. Flexibility and Scalability
Your business will grow – or pivot. Make sure the provider can:
- Support more transactions as your business scales
- Add new services like payroll or accounts receivable support
- Adapt to your changing tech stack
- Handle multiple entities, locations, or currencies if needed
Look for a partner, not a one-size-fits-all service.
Test Case: Choosing the Right Bookkeeping Partner
Business: Growing e-commerce brand with over 500 monthly transactions
Challenge: Owner hired a local freelancer with hourly billing, inconsistent availability, and no e-commerce experience. Reports were delayed and inaccurate.
Solution: Switched to RemoteBooksOnline’s monthly bookkeeping service with Shopify and PayPal integration.
Results:
- Accurate monthly reports delivered on time
- Reduced cost by 40% compared to hourly billing
- Owner received better insights into product-level profitability
Frequently Asked Questions
How do I know if a provider is qualified?
Check their certifications (e.g., QuickBooks ProAdvisor), years of experience, and client reviews. Ask for references or case studies.
Should I choose a local or remote provider?
Remote providers are often more affordable and flexible. As long as security and communication are solid, location isn’t a major factor.
Is it okay to switch providers mid-year?
Yes. A good provider will handle the transition and review your books to ensure continuity and accuracy.
What should be in a bookkeeping service agreement?
The scope of work, deliverables, pricing, support terms, and confidentiality clauses.
Can I keep control while outsourcing?
Absolutely. You maintain ownership of your books. The provider works within your existing software or cloud-based system.
Choose the Right Bookkeeper the First Time
The wrong bookkeeper can cost you time, money, and peace of mind. The right one gives you clarity, compliance, and confidence. RemoteBooksOnline provides flat-rate, industry-tailored, and fully managed bookkeeping with zero compromise on quality or security.
Explore our bookkeeping services or request a free trial to experience the difference.
