20 Thoughtful Questions to Ask a Bookkeeper

Your business is growing, and you're ready to take charge of your financial records. Hiring a bookkeeper helps you ensure accuracy, compliance, and transparency, but finding the right person for the job can be anything but easy. As you're combing through countless applications, here are 20 thoughtful questions to ask a bookkeeper in an interview to make the right hire!

The Benefits of Hiring a Bookkeeper

A skilled bookkeeper can be a game-changer for your business. From reconciling bank statements to creating informative financial reports, a bookkeeper helps you get hours back in your week and start feeling confident about your numbers. If you're reaching a point in your business when numbers are starting to get harder to keep track of and you want to start making more strategic financial decisions, this is the perfect time to hire a bookkeeper.

20 Essential Questions to Ask a Bookkeeper in an Interview

1. What qualifications and certifications do you have?

It's important to make sure that your bookkeeper has the necessary qualifications and certifications to handle your business's financial matters. A qualified bookkeeper brings expertise and credibility to the table, making you feel confident that you'll get accurate financial records and that your financial processes will be solid.

2. Can you share your previous experience in bookkeeping, particularly with businesses similar to mine?

This is one of the must-have questions to ask when hiring a bookkeeper. Understanding your potential bookkeeper's past experiences, especially with businesses in the same niche as yours, helps you figure out if they're familiar with your industry's financial intricacies, challenges, and best practices. Keep in mind that bookkeepers with extensive experience typically charge higher fees.

3. Which accounting software platforms are you proficient in? Are you open to learning how to use new software if needed?

Your new team member should be comfortable with various accounting software platforms and potentially have a few favorites that they recommend using. QuickBooks, Xero, and FreshBooks are examples of popular bookkeeping tools that many bookkeepers use to keep track of business finances.

4. How do you ensure accuracy in financial records? What steps do you take to maintain compliance with regulations?

You're trusting your bookkeeper with your business's financial health, so it's essential to make sure that the person you hire is capable of generating accurate cash flow statements, financial reports, and more. Bookkeepers typically use a series of meticulous processes, such as double-entry accounting and regular reconciliations, to make sure that your financial reporting is accurate. They should also keep up with relevant regulations and standards to maintain compliance.

5. Have you implemented any cost-saving strategies for previous clients or employers? Can you share some examples?

Beyond recording transactions and basic accounting tasks, a proactive bookkeeper should also identify opportunities to optimize your business finances. This is one of the most important questions to ask a bookkeeper during the hiring process. It'll show you if the person you're considering can help you save not only time but also money.

6. What is your preferred method of communicating financial information to clients? How frequently do you provide updates?

Effective communication is essential for a successful client-bookkeeper relationship. A good bookkeeper should have friendly and clear communication. Asking your candidates about their communication preferences and standard practices helps you figure out if it'll be easy to fit them in your company's workflow.

7. How do you ensure confidentiality and safeguard sensitive financial data?

Confidentiality is essential when entrusting someone with your financial information. It's important to figure out what steps your bookkeeper takes to make sure sensitive data stays confidential during the interview process. If your bookkeeper doesn't prioritize confidentiality, it's a big red flag and they're most likely not the right bookkeeper for you.

8. How do you handle discrepancies or errors in financial records?

Mistakes happen. Even the most meticulous bookkeeper will most likely encounter discrepancies or errors in financial records at some point. This interview question helps you understand if your candidate has good attention to detail and problem solving skills.

9. Do you have references from past clients or employers?

References give you invaluable insights into a candidate's performance and professionalism. Professional bookkeepers should have references from past clients or employers that highlight their strengths and weaknesses. These references can help you understand whether a particular bookkeeper is the right fit for your business in terms of skills, personality, and work ethic.

10. Do you participate in ongoing professional development?

Bookkeeping systems can be complex and there's always something new to learn. Qualified bookkeepers stay up to date on industry trends, regulations, and best practices to deliver the best bookkeeping experience to their clients. Professionals who prioritize continuous learning are also just more likely to be successful in their careers.

11. Can you explain what sets you apart from other bookkeepers and why you're the best fit for my business?

Each bookkeeper brings a unique blend of skills, experiences, and strengths to the table. The best candidates will be able to articulate why their particular skill set is the right fit for your business and how it aligns with your business needs.

12. What is your approach to reconciling accounts and ensuring the accuracy of financial statements?

Reconciling accounts and ensuring the accuracy of financial statements are foundational tasks in bookkeeping. Your candidate should be able to explain their accounting principles, such as why they use accrual accounting method versus cost accounting method, and what their process involves in general. Not all bookkeepers have the same approach, and it's essential to know if how your candidate chooses to work aligns with your vision and needs.

13. How do you categorize expenses and make sure that they align with the appropriate accounts?

Proper categorization of expenses is essential for accurate financial reporting. Your bookkeeper should make sure that your expenses are meticulously categorized and aligned with the appropriate accounts so you can clearly see where your money goes and use this information to make strategic decisions in your business.

14. Do you have experience with payroll processing and tax preparation?

Payroll processing and tax preparation require specialized knowledge and expertise that not all bookkeepers have. If your candidate has a good understanding of payroll and tax matters, it's an important bonus to their skills.

15. Can you collaborate with other members of my team?

If you have other team members already and you want your bookkeeper to collaborate with them, this is one of the most important interview questions to ask. It helps you understand whether your bookkeeper will be able to seamlessly integrate into your team and get along with other people.

16. What if I have incomplete or disorganized financial records?

It's common for small business owners to have incomplete or disorganized financial records before they start working with bookkeepers. You should have a solid understanding of how your candidate approaches such challenges and whether they have the skills they need to reconcile accounts and organize your financial reports.

17. How do you prevent fraud or unauthorized access to my financial information?

Fraud and someone unauthorized accessing your financial information is a serious concern. Your bookkeeper should have security measures and protocols in place to protect your business from these risks and safeguard your financial assets.

18. How do you prioritize tasks and manage your workload?

Your bookkeeper should have a good work ethic and know how to stay organized, especially in busy seasons with tight deadlines. Having good time management skills means that your bookkeeper is able to prioritize tasks and manage their workload efficiently.

19. Do you have experience with budgeting for businesses?

Budgeting helps you with financial planning and strategic decision-making for your business. Not all bookkeepers have experience with budgeting for businesses, but it's a valuable asset if your candidate can assist in developing and monitoring budgets.

20. How often will we communicate or have meetings?

It's important to know how often you can expect to receive updates from your bookkeeper or have to schedule meetings with them. There's no right or wrong way to structure your communication with your bookkeeper. Ultimately, it depends on how hands-on or hands-off you want to be with the bookkeeping process. That said, it's important that your bookkeeper shares regular updates to keep you in the loop.

FAQs

What should every bookkeeper know?

Every bookkeeper should have a good understanding of fundamental accounting principles and practices, proficiency in accounting software, such as QuickBooks or Xero, and soft skills like attention to detail, communication, and time management. Some bookkeepers can also help you with budgeting for your business or with more complicated matters such as payroll processing and tax preparation.

What are the four essential qualities of a bookkeeper?

Accuracy, attention to detail, confidentiality, and communication skills are the four most important qualities of a bookkeeper. Your bookkeeper should be able to maintaining accurate financial records and notice even the smallest details or inconsistencies. They should also be able to safeguard your sensitive financial data from unauthorized use. Plus, they should be easy to communicate with and give you regular updates on your business's financial flow.

How do you interview a bookkeeper?

Start by looking over your candidate's experience and qualifications to make sure they meet the basic requirements for the position. Prepare bookkeeper interview questions for them to learn more about them and their skills, such as their approach to bookkeeping, communication preferences, and familiarity with your business niche. Focus on asking your candidate questions both on the more technical aspects of the role (ex: knowing how to use bookkeeping tools) and on their soft skills, such as time management and attention to detail.

What are the best questions to ask a bookkeeper in an interview?

The best questions to ask a bookkeeper during an interview focus on assessing their qualifications, experience, and approach. Start by asking about their qualifications and certifications in bookkeeping. Then, ask about their proficiency in accounting software and their process for ensuring accuracy in financial records. Their approach to maintaining compliance with regulations is also important. Moreover, you should ask them about their communication style, problem-solving abilities, and how they handle discrepancies or errors in financial records.

Take Charge of Your Bookkeeping with Desi Tax Service

Hiring a bookkeeper allows you to feel more confident about your business numbers and make informed financial decisions while saving yourself hours of work weekly. At Desi Tax Service, we offer monthly bookkeeping both for taxes and for payroll. Browse our services to learn more about how to work with us!