How Much Do Bookkeepers Charge Per Transaction? (2025 Guide)
Short answer: true “per-transaction” pricing exists, but most professional firms still price monthly because it includes reconciliation, month-end close, and CPA review. If you do find per-transaction pricing, expect different rates by transaction type and volume tiers.
Typical per-transaction ranges (what counts as one “transaction”?)
A “transaction” should be clearly defined in your scope. Ask whether automation (bank feeds, OCR) vs. manual entry changes the rate.
Core coding & entry
- Bank/credit-card feed categorization: $0.50-$1.50 each
- Manual checks/transfers (typed from images): $1-$3 each
- Customer invoices posted to A/R: $1-$3 each
- Expense receipts (OCR → review): $0.50-$1 automated; $1.50-$3 manual
- Journal entries/adjustments: $5-$15 per entry (not per line)
A/P & bill pay
- Bills coded & queued for approval (Bill/Ramp/etc.): $1.50-$4 per bill (excludes bank/payment processor fees)
Payroll (usually not “per transaction”)
- Payroll posting/journal per run: $5-$25 per run
- OR via payroll platforms (Gusto/Intuit/ADP): base + $6-$12/employee/month (separate from bookkeeping)
Month-end & compliance (usually not per-transaction)
- Bank/CC reconciliation: $15-$50/account/month
- Sales-tax filing: $50-$150/filing (+ software fees where applicable)
- 1099 prep/e-file: $10-$20/form (+ review time)
If a quote says “$0.50-$1.00 per transaction for everything,” confirm what’s excluded-reconciliations, month-end close, reporting, CPA review, sales-tax, and 1099s are usually outside that number.
What drives the rate up or down
- Volume & data quality: clean bank feeds and consistent memos are cheaper than fuzzy screenshots.
- Cash vs. accrual: A/R, A/P, deferrals, and prepaids add steps.
- Industry complexity:
- E-commerce: marketplace fee/payout reconciliation, returns, gift cards, COGS/landed cost.
- Construction: job costing, WIP, retainage.
- Multi-location/class tracking: more segmentation = more work.
- App stack: Bill, Ramp, Dext, A2X, inventory tools can lower or raise effort depending on setup.
- Close cadence & reporting: P&L by class/location/SKU, KPIs, cash-flow forecasts add time.
Sample math (why many firms prefer monthly)
Example business (monthly):
- 400 bank/CC lines
- 40 vendor bills
- 4 payroll runs
- 4 accounts to reconcile
- Basic accrual, monthly P&L/Balance Sheet
Per-transaction style (mid-range):
- 400 feed lines × $1.00 = $400
- 40 bills × $2.50 = $100
- Payroll postings: 4 × $15 = $60
- Reconciliations: 4 × $30 = $120
Subtotal = $680 (excludes sales-tax, 1099s, special reporting)
Flat monthly package for the same scope: often $450-$700/mo, including reconciliation, close checklists, and a defined reporting pack-more predictable and usually better value as you scale.
When per-transaction pricing can work
- Very early-stage businesses with small, spiky volumes.
- Highly automated data capture (clean bank feeds + OCR receipts).
- Clear overage tiers and a cap to prevent bill shock.
Otherwise, a fixed monthly plan with volume bands is typically safer and simpler.
How to compare quotes (fast checklist)
- Define “transaction.” What’s counted and what’s excluded?
- List deliverables. Reconciliations, month-end close, CPA review, sales-tax, 1099s, reporting.
- Set thresholds. At what volume do rates change? What are overage fees?
- Quality controls. Who reviews the books? What’s the month-end checklist?
- Timeline. When will monthly financials be ready (e.g., by the 15th)?
- Tech. Which apps are included; who configures and maintains them?
Related services (helpful if you’re price-shopping)
FAQs
Is per-transaction cheaper than monthly?
Sometimes at very low volumes. Once you grow, flat monthly packages usually win on price and predictability.
Can I mix models?
Yes-some firms do a monthly base (recon + close) plus per-item for A/P invoice volume.
Do you charge for bank feeds if I already connected them?
Yes-feeds reduce data entry but still require coding, review, and reconciliation.
Expect $0.50-$1.50 for simple feed transactions, $1-$4 for bills/receipts, and flat monthly for reconciliation and close. Get the scope in writing, and choose the model that keeps your books accurate and your bill predictable.
