You’ve decided to hire a bookkeeper – that’s awesome! Get ready for daily processes to be streamlined, organized, and tax-ready. But how exactly is this new relationship going to work – especially if you’ve hired someone who only works virtually? How can you make sure your bookkeeper gets everything she needs to do her job – without making even more work for you? Here are some tips that will help you get a smooth start with your bookkeeper.
Organize And Share Your Documents Online With Ease
Your bookkeeper will need access to a large variety of documents in order to do her job effectively. Use a central repository or software like HubDoc to compile and share all the papers, invoices, receipts, and other daily business files that would otherwise end up scattered and disorganized. While you can use Google Docs or Dropbox, a solution like HubDoc is made specifically for this purpose and will make you and your bookkeeper’s lives a whole lot easier.
Set Up Data Feeds And Say Bye-Bye To Manual Entry
On the note of making things easier, consider setting up data feeds between your PayPal/bank and your accounting software such as Quickbooks or Xero. This takes the weight of manual data entry off your shoulders – plus, it ends the hunt for invoices and receipts come tax time. An automated data feed will save you and your bookkeeper many precious hours of work and therefore many precious dollars, too.
Use Monthly Calls To Communicate What You Need
Collaboration is key if you want to get the most benefit out of having a bookkeeper on your side. Hopping on a phone call once a month is a great way to communicate key decisions, what’s going on in your business, and how your numbers are reflecting the trajectory of your growth. If you’re thinking of making a big purchase or investment, make sure your bookkeeper knows about it. We aren’t just around to manage documents – we’re also strategic specialists that can advise you along your business journey!
Figure Out A Scope Of Work From The Beginning
How much do you want your bookkeeper to handle? Set up expectations before work begins to make sure everyone’s on the same page. Without this clear communication, you might face lost hours (and money) or realize things you thought were being taken care of… weren’t. No one wants that headache! Make sure your bookkeeper knows if she’s in charge of invoicing clients, paying bills, or just record keeping. How broad the service goes is up to you and what you need right now.
With these tips in mind, you’re ready to take the exciting step of bringing a bookkeeper onto your team. Can you feel the relief already?
Deb Howard Greenleaf, EA, CEO and Principal, of Greenleaf Accounting Services provides virtual accounting and bookkeeping services and specializes in financial management to consultants, coaches, solo professionals, and other small business owners across the US. Deb is an Enrolled Agent (EA)—an IRS-licensed tax professional—and specializes in small businesses and entrepreneurs filing Schedule C or as an LLC. As an Advanced Certified QuickBooks ProAdvisor, Deb spends her day in QuickBooks Online and specializes in providing QBO support.