Perhaps you’ve been thinking about changing bookkeeper for a while.
Things aren’t necessarily terrible, but you’re not getting the support you’d like. Your bookkeeping is always behind, you’re having to chase for answers, or you’re getting reports but don’t really understand what they’re telling you.
And then there’s the thought of actually changing.
Will it be a huge hassle? What happens to all your data? Will you need to explain everything from scratch? Is it easier just to stay where you are?
We speak to business owners who have exactly these concerns and, in reality, switching bookkeeper is usually much more straightforward than they expect.
How do you know when it’s time to change bookkeeper?
There doesn’t have to be one big problem.
Sometimes it’s simply that your business has grown and what worked a few years ago doesn’t work anymore.
You might find that:
- Your bookkeeping is regularly behind
- You don’t know who owes you money without checking yourself
- You’re not getting useful or timely financial information
- You’re constantly being asked for things at the last minute
- You don’t feel confident that everything is being dealt with correctly
- You want more support than simply having transactions entered
- Your business has grown but your bookkeeping processes haven’t grown with it
A good bookkeeping relationship should make running your business easier, not give you another thing to worry about.
Will changing bookkeeper be a lot of work?
This is usually the biggest concern.
The good news is that your new bookkeeper should manage most of the handover for you.
They’ll need access to your accounting software and relevant systems, and there may be information to collect from your existing bookkeeper or accountant. But you shouldn’t be left trying to work out what needs transferring yourself.
At Numberwork Services, we start by getting to know how your business works, what you’ve currently got in place and what’s important to you.
We can then work through the existing bookkeeping, identify anything that needs attention and agree how things will work going forwards.
There may be a bit more communication at the beginning, particularly if the existing records need some tidying up, but the aim is to make things simpler once the new process is in place.
What happens to your existing accounts?
Changing bookkeeper doesn’t mean starting again.
If you’re already using accounting software such as Xero or QuickBooks, your financial history stays within that system. Access can simply be changed so your new bookkeeper can take over.
We’ll review what’s already there and make sure we’re comfortable with the opening position before moving forward.
Sometimes everything is beautifully up to date.
Sometimes it isn’t.
We’ve taken over plenty of businesses where there are unreconciled transactions, missing paperwork or processes that have become a little messy over time. That’s all part of the handover process.
The important thing is understanding where things stand and putting them right.
A new bookkeeper can also be an opportunity to improve your processes
Changing provider isn’t just about getting someone different to do exactly the same job.
It’s a good opportunity to look at how everything works.
For example:
- How are supplier invoices and receipts collected?
- Who raises sales invoices and how quickly?
- Are overdue invoices followed up?
- Does payroll link properly with the bookkeeping?
- Are VAT and tax amounts being planned for?
- Are you getting financial information that actually helps you run the business?
- Could any of the admin be made simpler?
Often it’s these day-to-day processes that make the biggest difference.
You shouldn’t need lots of different systems or complicated workflows. You just need a setup that suits your business and that everyone understands.
What should you look for in a new bookkeeper?
Qualifications and experience matter, of course, but there’s more to a good working relationship than that.
Think about what you actually want from your bookkeeping support.
Do you just want someone to keep the records up to date, or would you like someone you can speak to regularly about what’s happening in the business?
Do they understand businesses like yours?
Will they be proactive if something doesn’t look right?
Can they manage other connected areas, such as payroll and VAT, so your financial admin works together rather than being handled in separate places?
And, importantly, do you feel comfortable asking them questions?
You’re trusting your bookkeeper with an important part of your business. You need to know you can pick up the phone or send an email when something doesn’t make sense.
Don’t stay simply because changing feels difficult
If you’re happy with your current bookkeeper, brilliant.
But if you’ve known for a while that the relationship or service isn’t quite working, don’t let the fear of changing be the thing that keeps you there.
A good new provider should make the handover as straightforward as possible and take responsibility for getting to grips with your existing setup.
At Numberwork Services, we provide bookkeeping, VAT and payroll support to growing businesses, with systems designed to keep everything connected and give business owners a clearer view of their finances.
If you’re considering changing bookkeeper and would like to understand what the process would look like, we’re always happy to have a chat.
Book a call