How to Choose a Bookkeeper: Credentials, Systems, and SLA You Can Trust
Hiring the right bookkeeper determines how accurate, timely, and useful your financial data will be. The wrong choice can lead to errors, missed filings, and wasted time. A strong bookkeeper combines skill, systems, and structure. This article explains what to look for in credentials, how to evaluate software and workflow practices, and which service-level terms protect you from surprises after onboarding.
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Verify Credentials and Experience
Start by confirming professional background. Look for:
- Certifications such as QuickBooks ProAdvisor, Xero Partner, or CPA support.
- Industry familiarity for your type of business.
- References or client reviews that prove reliability.
Experience counts more than degrees. A tenured bookkeeper with real-world reconciliations will outperform a novice with credentials alone.
Check Software Fluency and Tool Stack
Bookkeepers should be proficient in your accounting platform and the tools that connect to it.
Ask which software they use for:
- Reconciliations and transaction imports
- Payroll integration and reporting
- Expense management and document storage
Confirm that they use secure, cloud-based systems with MFA and audit trails.
Understand the Workflow and Close Cadence
Good bookkeeping follows a predictable monthly cycle: data entry, reconciliation, reporting, and review.
Ask these questions:
- When will books close each month?
- Who reviews reconciliations?
- How are exceptions or adjustments handled?
Providers with a structured workflow keep accuracy high and turnaround time low.
Review the Service-Level Agreement (SLA)
An SLA defines what you will receive and when. It should clearly specify:
- Deliverables and report types
- Close deadlines and communication standards
- Escalation steps for issues
- Data ownership and access rights
Avoid verbal promises. A written SLA protects both sides and ensures expectations are met.
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Evaluate Communication and Support
Responsiveness signals professionalism.
- Test how quickly they reply to emails or calls.
- Confirm you have a dedicated contact rather than a rotating support pool.
- Ensure they can explain financial reports in plain language.
Clear, timely communication prevents small questions from becoming costly delays.
Red Flags to Avoid
Be cautious of:
- Vague deliverables or unclear pricing
- No written process for reconciliations
- Limited access to data or reports
- Overreliance on one person with no backup plan
Trust builds through transparency and documented process, not charm or promises.
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FAQs
What certifications should a professional bookkeeper have?
QuickBooks ProAdvisor, Xero Partner, or CPA-review credentials are strong indicators of training and experience.
How can I tell if a bookkeeper is reliable?
Ask for references, confirm their monthly process, and request sample reports to verify quality.
Should I sign a contract with a bookkeeper?
Yes. A written SLA defines deliverables, timelines, and data ownership to prevent misunderstandings.
Can one bookkeeper handle multiple entities?
Yes, if they use class or location tracking and maintain intercompany controls.
Know what you should receive every month with our Bookkeeping Deliverables Guide.
Before hiring, check out 21 Questions to Ask Before You Hire a Bookkeeper.
