What is a Bookkeeper and Why Do You Need One for Your Small Business?


A bookkeeper is responsible for managing a company’s financial records. They organize and track financial transactions such as sales, purchases, receipts, and payments. Their job is also to ensure that all financial data is accurate and up-to-date, and that it complies with the law. Bookkeepers play a vital role in the success of a small business by ensuring that its financial records are in order and by providing the business owner with financial insights that can help them make informed decisions.

However, many small business owners hesitate to hire a bookkeeper, as they perceive it as an unnecessary expense. Instead, they try to do the bookkeeping themselves or have an admin assistant to manage their financial records. While this may work in the beginning, as the business grows, the job of managing the financial records becomes much more complicated. Time that should be spent on running the business is consumed by financial management tasks, the records can be inaccurate or incomplete, and compliance issues may arise.

Having an experienced bookkeeper on board can save small business owners money, time, and stress. Bookkeepers can help with the following:

1. Accurate Financial Records


A good bookkeeper ensures that your financial records are accurate and complete. They reconcile bank statements, track expenditures and receipts, and ensure that everything is recorded correctly in the accounting system. This means you can rely on the accuracy of your financial reports and can make informed decisions based on the information provided. Accurate financial records can also help you prepare for tax time and avoid penalties due to non-compliance.

2. Improved Financial Management

Financial management

A bookkeeper can help small business owners to manage their finances more effectively. They can provide financial insights and reporting that can help in decision-making. They can also identify areas where costs can be reduced or revenue increased and make recommendations for improvements. This can lead to more efficiency, profitability, and growth.

3. Compliance with Tax Obligations


Tax regulations are continually changing, and it can be challenging for small business owners to stay up-to-date. A bookkeeper can help ensure compliance with tax obligations by tracking expenses, income, and deductions. They can also offer guidance on tax deductions, deadlines, and help with preparing and filing tax returns.

4. More Time to Focus on the Business


With a bookkeeper handling the financial accounting, small business owners can focus on running their business and achieving their goals. They can spend more time on value-added activities such as selling, marketing, or product development. Having the peace of mind that their financial records are properly managed, the business owner can focus on what they do best- growing their business.

In conclusion, hiring a bookkeeper for your small business can save you time, stress, and money, by ensuring accurate and up-to-date financial records, providing insights into your business’s financial status, and ensuring compliance with tax regulations. Remember, the benefits of having a bookkeeper far outweigh the cost of their services.

What Influences the Cost of Bookkeeping Services for Small Businesses?

bookkeeping services for small businesses

When considering hiring a bookkeeper for your small business, it’s important to understand the factors that can influence the cost of these services. Here are some key considerations:

1. Hourly vs. Flat Fee

One of the primary considerations when determining bookkeeping costs is whether you will be billed hourly or on a flat fee basis. Hourly billing rates can vary widely based on the experience level of the bookkeeper, the complexity of your financial records, and the geographic location of your business. For flat fee billing, you typically pay a monthly or annual fee. Flat fee billing can be more predictable and give you better control over your costs, but it’s important to make sure you understand exactly what is included in the fee.

2. Business Size and Complexity

The size and complexity of your business also plays a significant role in determining bookkeeping costs. As your business grows and becomes more complex, so does your bookkeeping. For example, a small sole proprietorship with a few transactions a week will cost significantly less than a mid-sized company with multiple revenue streams, inventory, and payroll. A complex business requires more time and expertise to manage financial records, increasing the bookkeeping costs.

It’s important to consider the types of services you need from a bookkeeper. If you only need basic services like bank statement reconciliations and basic financial statement preparation, you may be able to get by with a less expensive bookkeeper who doesn’t have as much experience or expertise. But if you need more specialized services like budgeting, forecasting, or tax preparation, you will likely need a more experienced bookkeeper with a higher hourly rate.

3. Geographic Location

Geographic location can also influence the cost of bookkeeping services. In general, bookkeepers in larger cities charge higher hourly rates than bookkeepers in smaller towns or rural areas. This is due to higher operating costs and increased demand for their services. If you live in an area with a high cost of living, you can expect to pay more for bookkeeping services than if you live in a more affordable area.

4. Level of Expertise

The level of expertise required for your business can also impact the cost of bookkeeping services. An experienced bookkeeper with a degree in accounting or a CPA designation will typically charge a higher hourly rate than a bookkeeper with less education or experience. However, an accountant or CPA may be able to complete the work more efficiently, ultimately costing you less in the long run.

5. Frequency and Scope of Work

Finally, the frequency and scope of work required can influence the cost of bookkeeping services. If you need a bookkeeper to come in every day or several times a week, your costs will be higher than if you only need monthly or quarterly bookkeeping services. Similarly, if you need a more detailed level of reporting or more specialized services, you can expect to pay more than if you only need basic bookkeeping services.

To lower your costs, consider combining tasks, such as having your bookkeeper also manage your payroll, or limiting the frequency of work based on your business needs.

Ultimately, the cost of bookkeeping services for your small business will depend on a variety of factors. By understanding these factors and carefully considering your requirements, you can make informed decisions about the level of bookkeeping services you need and what you should expect to pay for them.

Average Hourly Rates for Small Business Bookkeeping Services

Average Hourly Rates for Small Business Bookkeeping Services

Bookkeeping is an essential part of any business, but for small businesses with limited resources, hiring an in-house bookkeeper can be expensive. This is why many small business owners turn to outsourcing their bookkeeping needs to professional bookkeeping services. However, the cost of bookkeeping services varies depending on several factors, such as location, experience, and the complexity of the business’s financial transactions. Here is an overview of the average hourly rates for small business bookkeeping services.

1. Hourly rates based on location

Hourly rates based on location

The cost of bookkeeping services can vary based on the location of the business. Bookkeeping providers in major cities such as New York and Los Angeles may charge higher rates than in small towns due to the higher cost of living in these areas. Some bookkeeping firms may even bill hourly rates that are twice as high as other cities, depending on the location of the bookkeeping service provider. For instance, bookkeepers in New York City can charge up to $200 per hour, while a bookkeeper in a small town in the Midwest might charge around $50 per hour.

2. Hourly rates based on experience

Hourly rates based on experience

The experience of the bookkeeper or bookkeeping firm can also significantly affect their hourly rates. A bookkeeper with more expertise in accounting, tax laws, and payroll management may charge higher rates than a less experienced bookkeeper. The hourly rate for bookkeeping services with the highly-skilled professionals may range between $50 to $150. However, more experienced bookkeepers may give updates on credits and financial reports that will cost more. In contrast, less experienced bookkeeping services may charge significantly lower rates, ranging from $20 to $30 per hour.

3. Hourly rates based on the complexity of business transactions

Hourly rates based on complexity of business transactions

The hourly rate of bookkeeping services can also be influenced by the complexity of a business’s financial transactions. For example, if the business has multiple income sources, complex invoicing systems, or many employees requiring payroll services, the bookkeeping services provider may charge more due to a more extensive workload and expertise needed. A standard hourly rate with moderate level of complexity ranges between $40 and $60, while a high level of complexity such as handling a large scale of financial statements and reports for multi-conglomerates may cost up to $150 per hour.

In conclusion, the cost of bookkeeping services can vary widely based on several factors, including the location, experience levels, and the complexity of the business’s financial transactions. Therefore, it is essential that small business owners understand these factors before hiring bookkeeping services to ensure that they get the best services for their money.

How to Determine the Financial Impact of Hiring a Bookkeeper for Your Small Business

bookkeeper small business

If you own a small business, you know how important it is to track your finances. Keeping accurate records not only helps you make informed decisions but also ensures that you comply with tax laws. But do you have the time and skills to do it all yourself? If not, then hiring a bookkeeper might be the solution. However, before you decide to bring someone on board, you need to know how much it will cost and whether it makes financial sense for your business. Here are some steps to help you determine the financial impact of hiring a bookkeeper:

1. Assess Your Time and Skill Level

The first step is to determine how much time and skill you can devote to bookkeeping. If you’re a one-person operation and your business is just starting, you might be handling everything yourself. But as your business grows, you may find that bookkeeping is taking up a significant amount of your time. Consider the following questions:

  • How many transactions do you have per month?
  • Do you have the knowledge and experience to keep accurate records?
  • Do you enjoy bookkeeping, or is it a chore?

Answering these questions honestly will help you evaluate whether you’re spending too much time on bookkeeping and whether you’d rather be focusing on other aspects of your business. Keep in mind that bookkeeping mistakes can be costly, so it’s essential to have someone who knows what they’re doing.

2. Estimate the Cost of Doing It Yourself

cost of small business bookkeeping

Once you know how much time and skill you can invest in bookkeeping, you need to determine how much it’s costing you. If you’re doing everything yourself, you’re not paying anyone a salary. However, your time is valuable, and you need to factor that in. Calculate the amount of time you spend on bookkeeping each month and multiply that by your hourly rate. Additionally, consider the cost of software, office supplies, and postage.

3. Research Costs of Outsourcing Bookkeeping

outsourcing bookkeeping

If doing everything yourself doesn’t make sense, you might consider hiring a bookkeeper. The cost of outsourcing bookkeeping varies depending on the location, experience, and service provider. Typically, bookkeepers charge by the hour, week, or month. They may also charge additional fees for specific services such as payroll or tax preparation. It’s best to get quotes from several providers and compare the prices. Keep in mind that outsourcing can save you money in the long run, especially if the bookkeeper can identify cost-saving opportunities.

4. Determine the Financial Benefit of Hiring a Bookkeeper

financial benefit

Once you have an idea of the cost of doing it yourself versus outsourcing bookkeeping, you need to determine whether it’s financially beneficial to hire a bookkeeper. Consider the following factors:

  • The amount of time you will save by outsourcing bookkeeping
  • The opportunity cost of spending time on bookkeeping instead of growing your business
  • Potential cost savings from identifying financial inefficiencies
  • Whether you can afford the cost of outsourcing bookkeeping

Ultimately, the decision to hire a bookkeeper should be based on whether it makes financial sense for your business. If you’re spending too much time on bookkeeping and chances are you’re not doing it properly, you may be losing money in the long run. Outsourcing bookkeeping may be the solution you need to ensure that your finances are accurate and that you can focus on growing your business.

Alternatives to Hiring a Bookkeeper for Small Business Owners on a Budget

Alternatives to Hiring a Bookkeeper for Small Business Owners on a Budget

Most small business owners find it challenging to balance their finances while keeping up with their daily operations. Hiring a bookkeeper for your business can be a great solution, but it may not always fit within your budget. Fortunately, there are alternative options that can help you manage your financial records without breaking the bank. Here are some alternatives to hiring a bookkeeper for small business owners on a budget.

1. Use Accounting Software

Use Accounting Software

Accounting software is an excellent alternative to hiring a bookkeeper for small business owners who cannot afford to hire a professional. This kind of software allows you to manage your financial records digitally and helps you keep track of your income and expenses. With accounting software, you can generate financial reports, reconcile your bank accounts, manage invoices and even file your taxes. Some popular accounting software options include QuickBooks, Xero, and FreshBooks.

2. Prioritize Financial Organization

Prioritize Financial Organization

Keeping your financial records organized can help you save a ton of money in the long run. Make sure you maintain detailed financial statements, including receipts, invoices and bank statements. Try establishing a record-keeping system that can help you track all income and expenses, including cash transactions. You can do this by using spreadsheets and setting specific dates to update all your financial records. Having an organized financial system can help you easily determine your business’s financial health, and it’s something you can do yourself without a bookkeeper.

3. Outsource to a Freelance Bookkeeper

Outsource to a Freelance Bookkeeper

If you need bookkeeping services but can’t afford the cost of a full-time employee, consider outsourcing to a freelance bookkeeper. Freelance bookkeeping services are a flexible and affordable alternative to hiring a bookkeeper. You can hire them on an as-needed basis, and they can provide financial services like creating monthly financial statements, paying bills, and reconciling bank accounts. Additionally, freelance bookkeepers often come with their own accounting software, so you don’t have to invest in that yourself.

4. Utilize Online Bookkeeping Services

Utilize Online Bookkeeping Services

Online bookkeeping services are a great alternative to hiring a full-time bookkeeper for small business owners on a budget. There are several online bookkeeping services available, like Bench and Bookkeeper.com, which provide affordable bookkeeping services to small businesses. With these services, you can easily upload your financial documents, and a team of professional bookkeepers will help you manage your finances, reconcile your bank accounts and provide you with monthly financial reports. These services usually come with a monthly or yearly subscription fee and can save you money compared to hiring an in-house bookkeeper.

5. Invest in Bookkeeping Training for Yourself or Your Staff

Invest in Bookkeeping Training for Yourself or Your Staff

Another alternative to hiring a bookkeeper is to invest in bookkeeping training for yourself or your staff. With adequate training, you can master some of the essential bookkeeping skills and knowledge and manage your financial records effectively. There are several training options available, including online courses, workshops, and seminars, that can help you learn bookkeeping skills. For instance, QuickBooks, one of the most popular accounting software, offers online training courses to help you learn how to use the software effectively.

In conclusion, you do not have to hire a bookkeeper to manage your small business finances. Various cost-effective alternatives can help you stay within your budget and manage your finances effectively. Some alternatives include using accounting software, outsourcing to a freelance bookkeeper, utilizing online bookkeeping services, and investing in bookkeeping training for yourself or your staff.