- Ask who does the work, who reviews it, which software they use and what is included each month.
- Ask which reports you will receive, how often, and how questions get answered.
- Ask what the quote is based on, what would change it and what the agreement says about leaving.
- A good firm answers clearly, asks about your business in return and never needs to move your money.
What questions should I ask during a free consultation before hiring a bookkeeper?
Ask who will do the work and review it, which software they use, what is included each month, which reports you will receive and how often, how they handle catch-up work, how they work with your CPA, how they protect your data, what the quote is based on, and what happens if you leave. SmartGrowth Bookkeeping offers a free, no-obligation call where you can ask all of these before any work starts.
A good consultation runs both ways. You learn how the firm works, and the bookkeeper learns enough about your business to give you an accurate scope and quote. If the call is all sales pitch and no questions about your accounts, take note.
Keep the list below handy on the call, and write down the answers. Comparing two or three firms is much easier when you asked each one the same questions.
You do not need to ask every question. Pick the groups that matter most for your business. An owner with a year of backlog will care most about catch-up work, while an owner with three LLCs will want to hear how each company is kept separate.
Questions about the work
- Who will actually do my bookkeeping, and who reviews it before I see it?
- Will I have a regular point of contact?
- What exactly is included each month? Which tasks are extra?
- Do you work with businesses like mine, such as construction, e-commerce, rentals or restaurants?
- How do you handle months that are already behind?
- What do you need from me each month, and how much of my time will it take?
If your books are behind, ask specifically how catch-up work is scoped and priced separately from the monthly service. Catch-up bookkeeping explains how that usually works.
Questions about software, access and security
- Which accounting software do you use, and will the file be in my name?
- How will you access my books and bank information? Will you ever need my passwords?
- How do you share documents securely?
- Who on your team can see my financial information?
- Will you ever need the ability to move money?
The file stays in your name, the bookkeeper works as an invited accountant user, bank statements move through secure sharing, and nobody needs your passwords or authority to move money.
Questions about reports and communication
- Which financial statements will I receive, and how often?
- Will someone explain the reports or answer questions about them?
- How do you reach me with questions about unclear transactions?
- How quickly do you usually respond to emails or calls?
- Can you prepare reports for a lender or a specific purpose when I need them?
At a minimum, expect a monthly profit and loss, balance sheet and cash flow statement. The monthly financial reports page describes what each one tells you.
Questions about taxes and your CPA
- Will you work directly with my CPA or tax preparer?
- What do you hand over at year end?
- Do you help with 1099 records for contractors?
- Do you keep records for Texas sales tax and franchise tax? Who files them?
- Do you prepare tax returns, or is that my CPA's job?
SmartGrowth Bookkeeping keeps the books and records ready and works with your CPA. SmartGrowth does not sign or file federal income tax returns.
Questions about price and terms
- Is the fee monthly, hourly or by project?
- What is the quote based on: accounts, transaction volume, backlog, extras?
- What would make the price change, and how will I be told?
- How long is the agreement, and how do I end it?
- Is catch-up or cleanup work priced separately?
A firm should be able to explain its quote in plain terms after learning about your business. SmartGrowth sends a clear scope and quote after the free call, before any work starts, and explains the agreement terms at the same time: monthly service runs month to month, with 30 days’ notice to cancel. The pricing page lists the factors that drive a quote.
Questions about leaving
- If I decide to stop, what happens to my books and documents?
- Will you remove your access and hand over any working files?
- Is there anything I would need to pay to get my records back?
This question tells you a lot about a firm. Because your QuickBooks or Xero file should be yours from day one, leaving should be a simple access change, not a negotiation.
Questions a good bookkeeper will ask you
The questions coming back to you are just as revealing. A bookkeeper preparing an honest quote will usually want to know:
- What the business does and how it gets paid.
- How many bank accounts, credit cards, loans and payment apps it uses.
- Roughly how many transactions go through in a typical month.
- Which software you use now, and when the books were last reconciled.
- Whether you have payroll, contractors, inventory or sales tax.
- What you want from the numbers: tax readiness, a loan, better decisions or all three.
If a firm asks none of these and still gives you a firm price, the quote is a guess.
What good and worrying answers sound like
| Topic | Reassuring answer | Worrying answer |
|---|---|---|
| Who does the work | Names a role or person and a review step | "Our team handles it" with no detail |
| Access | Accountant user in your own file | Asks for your banking password |
| Price | Explains what the quote is based on | Quotes a price before asking anything |
| Reports | Lists specific monthly statements | Reports "as needed" or at year end |
| Leaving | Your file stays yours, access is removed | Vague, or fees to release records |
What to have ready for the call
- A list of every business bank account, credit card, loan and payment app.
- The accounting software you use now, if any.
- How far behind the books are, roughly.
- Whether you have employees, contractors or sales tax.
- Your CPA's name, if you have one.
For the full list a bookkeeper will eventually need, see what documents a bookkeeper needs to get started.
What to expect on a SmartGrowth call
SmartGrowth Bookkeeping's free call has no obligation. You describe your business, your accounts and where the books stand, and ask any of the questions above. SmartGrowth then sends a clear scope and quote. Trained bookkeepers work in QuickBooks and Xero, and you keep ownership of your file and bank accounts throughout. Here is how it works after the call.
More questions
How long does a free bookkeeping consultation usually take?
It depends on how complex the business is and how many questions you bring. Plan enough time to describe your accounts and ask your list without rushing.
Should I talk to more than one bookkeeper?
It helps. Asking two or three firms the same questions makes it easier to compare scope, communication and price. Choose the one whose answers are clearest, not just the lowest quote.
Do I need to clean up my books before the consultation?
No. Come as you are. Part of the consultation is understanding the current state of the books so the scope and quote are accurate.
Will I get a price on the call?
Often the bookkeeper needs to see your accounts and volume first. Expect a clear scope and quote after the call, based on your actual situation rather than a generic package.
Can I hire a bookkeeper who is not in my state?
Yes. Bookkeeping runs on cloud software and secure file sharing, so location matters less than responsiveness and knowledge of your state's rules. SmartGrowth works with businesses in Dallas-Fort Worth, across Texas and in other states.