Hiring a bookkeeper to work in QuickBooks sounds simple until you start comparing proposals and discover that one includes reconciliations and another does not. This guide explains what a real monthly service looks like, what drives the price, and the questions that separate a dependable provider from a data-entry operation.
What you should receive each month
- Review and categorization of every bank and credit card transaction.
- Reconciliation of each account to the statement, so the QuickBooks balance matches the bank.
- Handling of bills, invoices, and payments, to the extent included in scope.
- Review of Undeposited Funds, uncategorized items, and clearing accounts so they do not pile up.
- A month-end package: profit and loss, balance sheet, and a short note on anything unusual.
- Answers to your questions about transactions, usually within a stated turnaround time.
Who should own the QuickBooks file
You should. The subscription should be in your name, with you as the primary admin, and the bookkeeper invited as an accountant or standard user. That keeps your history and access safe if you ever change providers. Be cautious about arrangements where the provider holds the only login. See how to switch accountants for why this matters.
Common add-ons
- Payroll processing and payroll tax filings. See small business payroll services.
- Sales tax tracking and filings. See sales tax filing services.
- Accounts payable and receivable management. See accounts payable outsourcing and accounts receivable services.
- Inventory tracking for product businesses.
- Budgeting, forecasting, or management reporting.
- Tax preparation using the same books.
What drives the fee
We do not list dollar figures because we could not verify reliable current market data, and published ranges vary by region and scope. These are the drivers that move the price:
- 1Transaction volume and the number of bank, card, loan, and payment accounts.
- 2Whether the books are current or need cleanup first. See bookkeeping cleanup services.
- 3Payroll, sales tax, and inventory in scope.
- 4Reporting depth and meetings.
- 5Turnaround expectations and communication model.
- 6Whether the provider includes the QuickBooks subscription.
Questions to ask any provider
- Do you reconcile every account every month, and do you deliver the reconciliation reports?
- How do you handle transactions you cannot categorize?
- Who will do the work, and who reviews it?
- What happens if my books turn out to be worse than expected?
- Do you coordinate with my tax preparer, or are you the tax preparer?
- What access do I keep, and what happens to my file if we part ways?
Red flags
- No mention of reconciliation in the proposal.
- A very low price for 'unlimited' work.
- Sole control of your QuickBooks account.
- No month-end reports.
- No clear scope for cleanup vs. ongoing work.
Why the same firm for bookkeeping and tax helps
Books built with the tax return in mind avoid the year-end scramble. Owner draws, loan payments, and asset purchases are recorded the way the return needs them. For the pricing side of monthly service, also see monthly bookkeeping cost, and to compare options, read outsourced bookkeeping vs in-house.
Our bookkeeping service works inside your QuickBooks file. To discuss your bookkeeping needs, tell us your platforms, monthly transaction count, and whether you have payroll or sales tax.
