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
Do I need to charge sales tax on shipping?
It depends on the state and how the charge appears on invoices. In California, shipping is generally not taxable if separately stated and reflecting actual carrier costs, but handling fees are taxable.
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Configure your company info, customize invoice templates, and set default payment terms before sending your first invoice. Enable QuickBooks Payments so customers can pay online directly from the invoice.
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Classes track types of work or departments. Locations track physical places. Enable both in QuickBooks settings under Advanced, but plan your structure before creating them.
Read answerWhat are the benefits of hiring a virtual bookkeeper?
Virtual bookkeepers cost less than in-house staff, scale with your needs, and give you access to expertise without the overhead of an employee. You also get real-time access to your books through cloud software.
Read answerHow do I track equipment costs by job?
Equipment costs fall into three categories that each require different tracking. Rentals go directly to the job. Owned equipment uses an hourly or daily rate. Small tools can be direct-charged or treated as overhead.
Read answerWhat happens if I have missing receipts?
Missing receipts don't automatically mean you lose the deduction. Bank statements, credit card records, and reconstructed notes can serve as backup documentation, though original receipts are always stronger in an audit.
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