How Do I Choose the Right Online Bookkeeping Services for My Business?
Choosing the right online bookkeeping service isn’t just about saving time – it’s about making sure your numbers are accurate, your tax filings are smooth, and your financial decisions are based on real data.
Download Our Free Brochure →With dozens of providers out there, it’s easy to get overwhelmed. This guide will walk you through the must-have criteria for choosing the right online bookkeeping partner for your business.
1. Verify Software Compatibility
Your bookkeeping service should work with your existing accounting software – not try to force you into theirs.
Ask:
- Do you work directly inside QuickBooks Online or Xero?
- Will I retain access to the books at all times?
- Can I view real-time transactions and reports?
If the provider can’t give you access or only uses spreadsheets, it’s a red flag.
Check out our QuickBooks bookkeeping services if you already use QuickBooks and want seamless integration.
2. Look for Industry Experience
Different businesses have different bookkeeping needs. A good provider will understand your industry’s specific workflows and reporting requirements.
For example:
- A law firm may need trust account tracking
- A contractor may need job-cost reporting
- A retail shop may need sales tax reconciliation
Ask for examples of similar businesses they’ve supported.
Download Our Free Brochure →3. Confirm What’s Included
Don’t assume “bookkeeping” means the same thing everywhere. Ask for a detailed list of included services.
At minimum, expect:
- Monthly bank and credit card reconciliations
- Categorization of all transactions
- Monthly financial reports (P&L, Balance Sheet, Cash Flow)
- Year-end reports for your CPA
Extras like payroll, invoicing, or sales tax filing may cost more – but should be available.
Review our bookkeeping services to see a full list of what’s included.
4. Demand Consistent Communication
Online shouldn’t mean unreachable.
Ask:
- Will I have a dedicated contact?
- What’s the average response time for questions?
- Do you offer monthly calls or email-only support?
If you can’t reach someone when something goes wrong, you’ll regret the “low price” very quickly.
5. Review Security and Access Policies
Your financial data is sensitive. The provider should use:
- Encrypted portals (not Google Sheets or email)
- Two-factor authentication
- Audit trails
- Limited internal access by role
Always retain admin access to your own accounting software.
6. Evaluate Cost vs. Value
Cheapest isn’t always best. A provider that charges $150/month but misses deadlines or provides sloppy reports will cost you more in penalties and stress.
Look for transparent flat-fee pricing. Avoid vague “starting at” rates.
Compare with our outsourced bookkeeping services to see how flat monthly pricing can simplify your financial planning.
Test Case: Creative Agency in New York
A 3-person design firm was using a freelancer who logged in once a month and emailed a spreadsheet at tax time.
After switching to RemoteBooksOnline:
- Their books were reconciled weekly
- They received clean monthly reports
- Their CPA got QBO access and clean year-end files
They now use real-time reporting to manage cash flow and plan spending – not just react at tax time.
FAQs
What’s the difference between online and remote bookkeeping?
They’re often used interchangeably. Online means cloud-based, remote means off-site. Most providers today are both.
Do I need to install any software?
No. Reputable providers use cloud-based tools like QuickBooks Online, Xero, or their own secure portal.
Can I switch from my current bookkeeper mid-year?
Yes. You’ll need to transfer prior reports and grant software access. Most providers help with onboarding and transition.
Do online bookkeepers do taxes too?
Some do, some don’t. Many coordinate with your CPA or offer referrals. Always clarify upfront.
How long does it take to get started?
Onboarding usually takes 3-7 days depending on how organized your current records are.
Don’t settle for outdated reports or silent bookkeepers. RemoteBooksOnline gives you access to a full-service online bookkeeping team that keeps your books accurate, updated, and CPA-ready – without you lifting a finger.
Start with a free quote and see what clean, remote bookkeeping really looks like.
