How to Spot Red Flags in Online Bookkeeping Services
Outsourcing your bookkeeping should make life easier-but for many business owners, it becomes a frustrating source of delays, errors, and unexpected fees.
Download Our Free Brochure →The challenge? Many online bookkeeping services look good on the surface but lack the experience, accountability, or processes needed to support your business long-term.
Here are the top red flags to watch out for-and how to protect your business before it’s too late.
Red Flag #1: No CPA Review
If your bookkeeping service doesn’t include oversight by a licensed CPA, you’re taking on risk. CPA review ensures your books are:
- Accurate
- Compliant with accounting standards
- Prepared for tax time or audits
Without it, you’re relying solely on unverified data-and errors may go unnoticed until tax season or worse.
Red Flag #2: You Don’t Know Who’s Doing the Work
Some services operate like marketplaces or outsource to offshore teams without telling you. If you don’t have a clear point of contact-or if your bookkeeper keeps changing-there’s no accountability.
Bookkeeping is about trust. If your team is anonymous, unresponsive, or constantly rotating, your books are likely suffering.
Red Flag #3: Poor Communication
If it takes days to get a reply-or your support team only works through ticketing systems-it’s a problem. Real businesses need real support, not bots or long wait times.
You should be able to ask questions, get help understanding your reports, and speak with a human who knows your books.
Download Our Free Brochure →Red Flag #4: Reports That Don’t Make Sense
If your monthly financials are inconsistent, filled with uncategorized transactions, or don’t reflect reality, your books are not being maintained properly.
Confusing, late, or error-prone reports are a major warning sign.
Red Flag #5: They Can’t Handle Catch-Up Work
If your business is behind-even by a few months-you need a service that can get you caught up quickly and accurately. Many basic providers won’t touch cleanup work or will charge excessive fees for it.
Test Case: Nonprofit in Atlanta, GA
A nonprofit organization was using an online bookkeeping service they found through a marketplace. The service was inexpensive, but after six months, the reports were unusable: missing bank accounts, double entries, and inconsistencies from month to month.
When they tried to get answers, the bookkeeper had changed-again-and the new support team had no context.
They switched to RemoteBooksOnline. Within three weeks:
- RBO cleaned up 12 months of inaccurate data
- A CPA reviewed and validated every correction
- Monthly reports became consistent, clear, and usable for board and grant reporting
The nonprofit now has confidence in their numbers and knows exactly who to call when questions arise.
How to Protect Yourself
Before you sign up-or if you’re currently unsure about your provider-ask the following:
- Are your books reviewed by a CPA?
- Is there a consistent team assigned to my account?
- Can I speak to someone when I have questions?
- Can you help me catch up if I’m behind?
- Do you support the software I already use (like QuickBooks or Xero)?
If the answer to any of these is no, it’s time to reconsider.
FAQs
How do I verify if a bookkeeping provider uses CPAs?
Ask directly. Reputable firms like RemoteBooksOnline include CPA review in every monthly plan.
What if I’ve already had a bad experience?
We can help clean up past records and restart your bookkeeping with confidence.
Do all online providers outsource work?
Not all, but many do. With RBO, your work is handled by a consistent, trained team, with CPA oversight.
Is it expensive to switch providers?
No. Most of our clients switch mid-year or mid-month, and we handle the transition at no extra cost.
Conclusion
Online bookkeeping should give you peace of mind-not more headaches. If you’re seeing red flags like inconsistent reporting, lack of support, or unclear team structures, it’s time to upgrade.
RemoteBooksOnline provides flat-rate, CPA-reviewed bookkeeping with consistent support and a clear process. No surprises. No stress. Just clean books every month.
Stay organized and tax-ready year-round with our flat-rate monthly bookkeeping services.
If you’re behind on your books, our catch-up bookkeeping services can help you get current fast-no stress, no mess.
RemoteBooksOnline vs Merritt Bookkeeping: Which Service Offers More Value for Small Businesses?
