How to find a bookkeeper - 3 easy steps
Finding a bookkeeper is easy. Finding the right bookkeeper is hard.
Here is a simple guide, written by a bookkeeper, to take you through the steps to find the perfect bookkeeper for your business.
STEP 1 - Where to look
To start, you’ll need to create a list of bookkeepers. These will be your candidates, which you will eventually filter down to find the bookkeeper who is right for you. Luckily, finding bookkeepers is easy. Here are three simple ways.
a) Searching through maps
If you are looking for a local bookkeeper, searching through maps can be a great way to find bookkeepers near you.
Open Google Maps.
Click the show your location icon or scroll to the area of the map you would like to search.
In the search box, type the words bookkeeping service.
The map will be populated with red pins with the corresponding results listed.
Scroll through the results, making note of contact information, address, and website.
Helpful tip: Use Google Maps alternatives, such as Apple Maps and Bing Maps, to find additional bookkeeping businesses not listed on Google Maps.
b) Looking through directories
There are three types of directories you can look through: business, professional, and software.
Business
Using business listings can be a great way to find local bookkeeping businesses. There are several business listing websites. I am going to show the process using Yell.com, but you should use multiple business listing websites to find bookkeepers listed elsewhere.
Open Yell.com
In the “Search” box, type bookkeeping service.
In the “UK, town or postcode” box, type the area you would like to search.
Scroll through the results and note bookkeepers to add to your list.
Professional
You do not need a formal qualification to be a bookkeeper in the UK; however, qualifications are available, and many bookkeepers are licensed through a recognised body. Professional directories list the licensed bookkeepers. Certified bookkeepers can be found on the websites of either the Institute of Certified Bookkeepers (ICB) or the Association of Accounting Technicians (AAT). To search the AAT directory;
Open the AAT Find an AAT Licensed Accountant or Licensed Bookkeeper website.
Enter your search location in the “Enter the postcode, town or city” box.
Under services, select “Bookkeeping”.
Scroll down and hit “Search”.
Scroll through the results and note bookkeepers to add to your list.
Helpful tip: If you are only looking for certified bookkeepers instead of searching by location, change to the “Name of AAT Licensed Accountant or Licensed Bookkeeper” search box and enter the name of a bookkeeper you have found to see if they are listed. Note that if they are not listed on the AAT website, they may be listed under the ICB instead. You can check via the ICB website by searching under their location or by calling the ICB on 0203 405 4000.
Software
Both QuickBooks and Xero have advisor directories listing bookkeepers who are experts at using their software. If you already have bookkeeping software set up, it can be a useful tool for finding bookkeepers who can help you with the software you have already chosen. You can search the QuickBooks directory by;
Open Find a ProAdvisor.
Enter your search location within the location box.
Scroll through the results and note bookkeepers to add to your list.
Helpful tip: Bookkeepers often know how to use multiple types of bookkeeping software. Just ask.
c) Asking your friends and family for recommendations
One of the best ways to find a bookkeeper is through recommendations. If you know someone who has a bookkeeper, ask whether they are happy with the service and whether they can share their contact information.
STEP 2 - Your ideal bookkeeper
Once you have a list of bookkeepers, you need to prepare to cross them off based on your own personal criteria.
Everyone will be different, but the filtering process always starts with the same question: “What are you looking for in a bookkeeper?”
Start making a list of your ideal bookkeeper’s characteristics. Here are some ideas to help you get started.
Qualifications & Experience
Not every bookkeeper is licensed or qualified. This isn’t necessarily a bad thing; they may have years of experience to draw from instead. On the other hand, would having a certified bookkeeper give you peace of mind? Whatever you decide, add it to your list of characteristics.
Helpful tip: Although a license isn’t a requirement, bookkeepers should be Anti-Money Laundering (AML) supervised. This is often through HMRC or a professional body. So, double-check.
Services
What services are you looking for? Some bookkeepers offer packages, while others charge for individual services. If you only need help with one thing, packages can be expensive. However, selecting lots of individual services can add up. Whether you just need help generating invoices for your customers or would like your bookkeeper to handle all your bookkeeping for you, make a note of it.
Unsure of the services that bookkeepers have to offer? Have a look at my bookkeeping services page.
Software
Perhaps you don’t currently have any bookkeeping software but like the look of QuickBooks, Xero, or Sage and would like your bookkeeper to get you set up. Maybe you have already set up your business on bookkeeping software, and you need to check that any potential bookkeeper is happy to use it. Either way, make a note to check the software the bookkeeper uses.
Helpful tip: Bookkeeping software varies in price, so check online for pricing to see if you can find a deal. Bookkeepers and accountants can often provide discounts as well.
In-Person or Virtual
Perhaps you are the type of person who is constantly busy and would like to meet with your bookkeeper without having to travel, so you are happy to jump on Microsoft Teams or Zoom. Maybe you prefer having a face-to-face conversation within an office so you can get down to the nitty-gritty. Maybe a mixture of the two? Whatever the case, jot it down.
Price
Would you prefer your bookkeeper to charge by the hour so you only pay when you need them, or have a set monthly fee so you always know your monthly expenses? Maybe you have a strict budget in mind, and you need to find someone within that price range. Add it to your list of characteristics.
Something else?
This is your bookkeeper. The characteristics you are looking for will be unique to you. When you imagine your ideal bookkeeper, who do you picture? Whatever it is, make a note of it.
STEP 3 - The choice
Once you have made a list of characteristics, it’s just a case of matching the points from STEP 2 with the bookkeepers you found in STEP 1.
It is a bit like playing “Guess Who?” You will just work through your list, knocking down the people until you arrive at your chosen person.
One of the quickest ways to eliminate candidates is to draft a high-quality email tailored to your characteristics that clearly outlines what you are looking for, and send it to the email addresses you collected in STEP 1, making sure to update the greeting each time.
The benefit of sending an email to multiple people is that it saves time searching for information online and helps start a business relationship.
Here is an example of the structure it could follow:
“Hi [Name],
I’m [Your name]. I run a [business type] that [information about day-to-day operations of your business]. I’m currently looking for a bookkeeper and came across your name through [source of contact].
I’m looking for a [qualified?] bookkeeper with [years?] experience to help me [detailed list of services you require (the more information you can give the better)].
Do you have any experience with [bookkeeping software]?
Ideally, I’m looking for a bookkeeper who can provide meetings [in person/virtually]. Is this something you are able to do?
Can you also let me know how you charge for your services? Is this hourly or a fixed fee?
I understand if you are not taking on clients at the moment. Thank you for your time.
Best regards,
[Your Name]”
Research
The responses to your email should help you see which potential bookkeepers are not right for you and allow you to narrow your list.
Now you can research the remaining candidates further. Do they have a website or a LinkedIn? See what you can find out about them.
Meetings
Book meetings with your favourite remaining candidates. Arranging a meeting in person or via online is a great way to get a sense of the person to see if they are someone you can see yourself working with.
During the meeting, they will also provide more information about the services they offer and answer any remaining questions you may have.
YOU HAVE FOUND THE RIGHT BOOKKEEPER
After your meetings with potential bookkeepers, you will be able to decide which one is right for you. Congratulations, you have taken a great step toward improving your business.
Also looking for an accountant? Check out my simple guide to finding the right one.
Unsure of the difference between a bookkeeper and an accountant? Check out my summary using the link below.