What information does a new bookkeeper need from me?
Your new bookkeeper will need access to your financial accounts, basic business documents, and some context about how your business operates.
Start with bank and credit card access. Most bookkeepers need read-only access to all business accounts so they can download transactions. If you’re using QuickBooks Online or similar software, this usually means connecting accounts through bank feeds. If you’re not on accounting software yet, your bookkeeper will set that up and connect accounts during onboarding.
Give them login credentials for any existing accounting software. If you’ve been doing your own books in QuickBooks, Xero, or even a spreadsheet, share that access. They need to see what you’ve done so far, even if it’s messy. The current state of your records determines how much cleanup is needed before monthly bookkeeping can begin.
Provide your business formation documents. This includes your EIN letter from the IRS, your articles of incorporation or organization, and your operating agreement if you have one. These tell your bookkeeper how your business is structured for tax purposes, which affects how certain transactions get recorded.
Share your most recent tax returns. Prior year returns show how income and expenses were categorized, what depreciation schedules exist, and how owner draws were handled. This helps maintain consistency between your books and your tax filings.
If you have employees, your bookkeeper needs access to your payroll system. That might be Gusto, ADP, QuickBooks Payroll, or another provider. Payroll transactions need to be recorded correctly in your books, and the totals need to reconcile with payroll reports.
Beyond the documents, share context about your business. How do you charge customers? What are your major recurring expenses? Do you have any unusual transactions coming up? A San Diego bookkeeper working with you for the first time can’t read your mind. The more context you provide upfront, the faster the onboarding process goes.
If your records are behind or disorganized, be upfront about it. Your bookkeeper needs to know the real situation to plan the work correctly. Hiding a mess only creates problems later when discrepancies surface.
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More Questions
How do I file sales tax in multiple states?
You'll need to register for a sales tax permit in each state where you have nexus, then file returns according to each state's deadlines and requirements. Most businesses selling online or across state lines need automation software or professional help to stay compliant.
Read answerHow do I catch up on months of bookkeeping?
Start by gathering all bank and credit card statements for the months you're behind. Work chronologically from the oldest month forward, reconciling each account before moving to the next. The key is tackling it systematically rather than jumping around.
Read answerHow do I know if my bookkeeper is doing a good job?
Look for reconciled accounts, timely reports, and accurate categorization. The real test is whether you trust your numbers and whether tax time goes smoothly.
Read answerHow do I track expenses for rental properties?
Track expenses separately for each property using accounting software or a well-organized spreadsheet. Every expense gets tagged to the specific property, and you need to distinguish between repairs and capital improvements for tax purposes.
Read answerIs virtual bookkeeping secure?
Virtual bookkeeping is secure when proper practices are in place. Modern cloud accounting software uses bank-level encryption, and bookkeepers typically have read-only access that lets them see transactions without the ability to move money.
Read answerWhat is the difference between a bookkeeper and a CPA?
Bookkeepers maintain your financial records throughout the year. CPAs are licensed professionals who prepare taxes and can represent you before the IRS. Most small businesses need both.
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