Did you know that there are around 5.7 million businesses registered in the UK? And amazingly, not one of them is the same as another! Oh sure, some might offer the same (or similar) services, but that doesn’t make them the same. There will be differences in the way the businesses operate, their approaches, the tools they use, their focus areas and the people at the helm. That’s what makes every single one unique. And bookkeepers are no exception.
While there are thousands of bookkeepers in the UK all offering the same basic services, each one will have a different focus, use a different set or combination of tools, and have a slightly different way of doing things. This is especially true with smaller bookkeepers, who are often one-man or owner-run businesses, with the values and preferences of the individual shaping how things are done.
Since many smaller businesses often need to ask more from their bookkeeper than they realise, it’s important to know which questions you need to ask before you hire your bookkeeper to make sure they’re a good fit for you.
Are you Registered or Qualified?
Fun fact. You don’t have to have any qualifications to be a bookkeeper in the UK. In fact, if you’re offering services to the public, all you have to do is be registered with HMRC or another suitable professional body for supervision under anti-money laundering laws. That’s it! That being said, most good bookkeepers will have taken some form of qualification or accreditation to prove their knowledge and skills. Some might have an accounting degree, a bookkeeping-specific qualification, and some are even chartered accountants. The exact qualification will vary, but it’s always worth checking what training and exams any prospective bookkeeper has done. After all, they’re handling sensitive financial information for your business, so you need some assurance that they know what they’re doing. It’s not a rude thing to ask, it’s due diligence.
What Experience do You Have?
It’s unlikely that your business is looking for someone with no experience. Granted, all businesses need to start somewhere, but most bookkeepers will have either worked in a bookkeeping role before, or would have taken on work during their studies to get the experience they need. So the answer to this one should never be ‘none’. Asking about their experience also helps you to understand what their specialist areas might be, and if they have enough experience to give you the support you need at this point in your business journey.
How Familiar Are You With My Industry?
Depending on your industry or your specific business type, you might need more specialised support for your bookkeeping. There are plenty of generalist bookkeepers out there who will take on whatever is thrown at them, but it’s always worth trying to find one who has some knowledge of your industry. For example, they should understand how things are generally done, or how your company’s structure works. They might also know about laws you need to be aware of, what deadlines you need to meet and if there are any other complex requirements. For example, if you import goods or trade overseas, you will need a bookkeeper who is experienced in foreign trade and knows how to find the information needed for the specific countries you deal with. If your company structure is more complex, then you need someone who has knowledge and experience dealing with that kind of structure. You don’t necessarily need an expert in your industry, but someone with an understanding of it is certainly a bonus!
What’s Your Response Time Like?
This is less about ‘If I email you at 9pm, will you respond?’ (the answer to that should almost always be no), and more about what their general responsiveness is like. Do they respond to all enquiries within a certain amount of time, or will you be left waiting to hear back from them? Ask any prospective bookkeeper what you should expect from them in terms of turnaround time for emails, general queries and getting the actual bookkeeping work done. Will you be getting reports every month, or will you end up having to chase them at the end of the financial year to get your books ready for submission to HMRC?
How Could Our Bookkeeping Be More Effective?
Bookkeepers should constantly be looking for ways to make your business’s bookkeeping system more efficient and effective. An efficient bookkeeping system makes both their life and your life easier, so they should be proactive in suggesting new ways of working, whether that’s moving to a different software system, new ways to log receipts or ways to manage your employee expenses. A bookkeeper should be actively involved in making sure your business is as efficient as possible. Will this one?
What Extra Things Can You Do?
Many bookkeepers don’t just stop at doing books. Mainly because there are a lot of services that complement bookkeeping and provide clients with extra value. For example, providing management reports, preparing and submitting payroll, preparing VAT returns and chasing overdue invoices. Not every bookkeeper will offer these, but many will do some, or a combination of them. It’s always worth asking what else your bookkeeper can do to help you – you might be surprised!
Of course, I’m always happy to answer any of these questions, plus any more you can think of! I pride myself on being a proactive bookkeeper, taking an interest in your business and making sure everything is running efficiently and smoothly. I love a good system, and getting everything right and in place so that you can see the best results! So, if you’re feeling a bit stuck, or you’d like to know more about outsourcing your bookkeeping, just get in touch with us today to book your free, no-obligation consultation.