If you’re evaluating whether to hire a bookkeeper or build an in-house finance team, understanding QuickBooks software is critical. Here’s why: Most professional bookkeepers in 2025 are fluent in QuickBooks—it’s the industry standard for US, UK, and many Commonwealth small businesses. When you hire a bookkeeper, you’re not just hiring a person; you’re inheriting their tech stack, and QuickBooks is almost always part of that foundation.
This guide explains what QuickBooks is, how bookkeepers use it, what skills to look for when hiring, and whether QuickBooks + outsourced bookkeeping (through platforms like Zedtreeo) is the right model for your business.
What Is QuickBooks Software? Plain English for Hiring Managers
QuickBooks definition: What does a bookkeeper actually use it for?
QuickBooks is the accounting software that your bookkeeper will use to record every financial transaction in your business—sales, expenses, payroll, taxes—and produce the reports your accountant and lenders require. When you hire a bookkeeper, their day-to-day work almost always involves QuickBooks or a similar platform like Xero or Sage.
Think of it this way:
- You own the business
- Your bookkeeper uses QuickBooks to track the money
- Your accountant or CPA uses QuickBooks (or imports your QuickBooks data) to file taxes and advise you
If you’re hiring a bookkeeper, they’ll typically ask in the first conversation: “What accounting software are you currently using—or would you like me to set up?” The answer is usually QuickBooks Online (cloud-based), QuickBooks Desktop (legacy), or increasingly, Xero (cloud-based alternative).
Why QuickBooks matters when you hire a bookkeeper
When hiring a bookkeeper, software proficiency is non-negotiable. Here’s what you need to know:
- Most professional bookkeepers have QuickBooks experience listed on their resumes
- If you hire someone without QuickBooks knowledge, you’ll need to invest in training or pay more for someone who learns on the job
- Many outsourced bookkeeping services (domestic and offshore) use QuickBooks as their default platform for US and international clients.
Essentially, hiring a QuickBooks-fluent bookkeeper means faster implementation, fewer training costs, and quicker time-to-value. That’s especially important if you’re considering outsourced bookkeeping through a platform like Zedtreeo, where vetted bookkeepers already know the QuickBooks workflows and can hit the ground running.
What Is QuickBooks Used For? Core Bookkeeper Responsibilities
The daily bookkeeping tasks your QuickBooks bookkeeper performs
When you hire a bookkeeper, they’ll spend their day in QuickBooks handling:
Accounts Payable (AP)
- Logging supplier invoices into QuickBooks
- Matching bills to purchase orders and receipts
- Scheduling payments (ACH, check, credit card)
- Managing vendor files and terms
- Reconciling AP ageing reports
Accounts Receivable (AR)
- Recording customer invoices in QuickBooks
- Tracking unpaid invoices and following up on collections
- Applying customer payments
- Managing AR ageing and customer credit limits
Bank Reconciliation
- Importing bank feeds into QuickBooks daily/weekly
- Matching transactions to invoices and expenses
- Investigating discrepancies and correcting mismatches
- Reconciling credit cards, loan accounts, and sub-accounts
Payroll Processing (if included)
- Recording employee hours
- Calculating gross pay, deductions, and net pay
- Filing payroll tax returns (varies by region)
- Managing W-2s and 1099s (US)
Month-End Close & Reporting
- Adjusting journal entries for accruals, depreciation, prepaid expenses
- Running profit & loss (P&L), balance sheet, and cash-flow reports
- Preparing tax schedules and compliance filings
- Handling audit prep and documentation
Inventory & E-Commerce (if applicable)
- Tracking inventory in QuickBooks or integrated inventory app
- Recording COGS (cost of goods sold)
- Syncing orders from Shopify, Amazon, eBay, WooCommerce, etc.
- Reconciling marketplace payouts and payment processor deposits
The bottom line: If you hire a bookkeeper, they’ll spend 80% of their time inside QuickBooks, managing transactions and producing reports that keep your business financially accurate and tax-ready.
Key QuickBooks Features Your Bookkeeper Will Use
Before you hire a bookkeeper, it’s helpful to understand the QuickBooks features they’ll leverage—so you know what your investment includes and what questions to ask. Essential QuickBooks features for bookkeeping teams When you hire a bookkeeper or outsource bookkeeping, expect them to use:
Chart of Accounts (COA)
Customised account structure for your business type and reporting needs
Bank Feeds & Auto-Categorisation
Automatic transaction download and AI-powered categorisation (reduces manual data entry)
Invoicing & Quotes
Custom branded invoices with online payment links, recurring invoices, payment reminders
Bill & Expense Tracking
Supplier bill management with due-date alerts and approval workflows
Reconciliation Tools
Line-by-line matching of bank feeds to cleared transactions
Multi-User Access & Permissions
Role-based access so your bookkeeper, accountant, and owner each have appropriate visibility
Payroll Processing (where available)
Employee setup, wage calculation, tax filings, compliance reporting
Inventory & COGS
Stock tracking, cost of goods sold calculation for product businesses
Financial Reporting
P&L, balance sheet, cash-flow, ageing reports, tax schedules
Integration Ecosystem
Connections to payment processors (Stripe, PayPal, Square, Razorpay), e-commerce platforms (Shopify, WooCommerce, Amazon), and time-tracking apps (e.g. for project billing)
Audit Trail & Data Security
Multi-factor authentication, encrypted data storage, user activity logs
When you hire a bookkeeper who knows QuickBooks, they’ll automatically understand how to leverage these features to keep your books clean and compliant.
QuickBooks Online vs Desktop: What Matters When Hiring
Should your bookkeeper use QuickBooks Online or Desktop?
Most hiring managers don’t realise QuickBooks comes in two versions. Here’s what matters:
QuickBooks Online (Cloud)
- Access: Bookkeeper logs in from anywhere (office, home, client site)
- Collaboration: You, your bookkeeper, and your accountant can access the same file simultaneously
- Updates: Automatic software updates (always current, no manual upgrades)
- Integration: Easier connections to modern SaaS tools, payment processors, e-commerce platforms
- Best for: Most small and mid-sized businesses hiring bookkeepers in 2025
QuickBooks Desktop (Installed Software)
- Access: Installed on a single PC; remote access requires additional setup
- Collaboration: Requires network or complicated file-sharing workarounds
- Updates: Manual upgrades, often charged separately
- Integration: Limited connections to modern apps
- Best for: Legacy businesses with specific industry requirements; being phased out in many regions
When you hire a bookkeeper today, assume they’ll expect (or recommend) QuickBooks Online. It’s faster to set up, easier to collaborate, and integrates seamlessly with modern business tools. Plus, if you work with an outsourced bookkeeping service like Zedtreeo, cloud-based QuickBooks Online is essential for secure remote access and real-time collaboration.
What Technical Skills Should You Look for When Hiring a Bookkeeper?
If you’re hiring a bookkeeper, understanding the key technical competencies will help you interview effectively and avoid costly hiring mistakes.
Must-have tech skills for a bookkeeper hire
When you evaluate bookkeeper candidates, assess these skills:
1. QuickBooks (or equivalent accounting software) Proficiency
- Can navigate QuickBooks Online interface confidently
- Understands chart of accounts, journals, and posting transactions
- Knows how to reconcile, run reports, and manage multi-user access
- Ideally: QuickBooks ProAdvisor certification or similar credential
2. Microsoft Excel Mastery
- Can create pivot tables, VLOOKUP, and IF statements
- Builds financial models and variance analyses
- Uses Excel for data validation and reporting (even alongside QuickBooks)
- Why it matters: Most bookkeepers still use Excel for supplementary schedules, analysis, and communication with accountants
3. Bank Feeds & Reconciliation Tools
- Understands how to set up and manage automatic bank feeds
- Can reconcile transactions efficiently and investigate discrepancies
- Familiar with bank, credit card, and loan account reconciliation
4. Payroll Software (if applicable)
- QuickBooks Payroll, ADP, Gusto, or equivalent
- Understanding of tax deductions, statutory withholding, and filing deadlines (varies by region)
5. Cloud & Collaboration Tools
- Comfortable working remotely with cloud-based systems
- Familiar with Slack, Google Drive, Dropbox, email for secure file sharing
- Why it matters: Modern bookkeeping is often remote or hybrid; your hire needs to collaborate across distances. If you’re exploring outsourced bookkeeping through Zedtreeo, your bookkeeper will need to be fluent in remote collaboration and cloud tools.
6. Integration & Automation Familiarity
- Understands how to connect QuickBooks to e-commerce platforms (Shopify, Amazon, WooCommerce, eBay)
- Comfortable with AP automation tools like Bill.com or Airbase
- Can map integrations without breaking workflows
Soft skills that matter just as much
Hiring the right bookkeeper isn’t just about technical skills. Look for:
Attention to detail
A single misplaced decimal point can cause hours of investigation. The right hire catches errors before they compound.
Organizational skills
Managing multiple clients (if outsourcing) or complex workflows (if in-house) requires discipline and systems thinking.
Communication clarity
Your bookkeeper should explain financial findings in plain English, not jargon.
Problem-solving mindset
When a bank reconciliation doesn’t match or an invoice goes missing, does the hire investigate creatively or get stuck?
Integrity & confidentiality
Your bookkeeper has access to sensitive financial data. Trustworthiness is non-negotiable.
Reliability & timeliness
Month-end closes, tax filings, and payroll have hard deadlines. You need someone who delivers consistently.
QuickBooks for Different Business Models: What to Tell Your Bookkeeper
QuickBooks for E-Commerce & Inventory: Hiring a Bookkeeper for Shopify, Amazon & eBay
If you’re an e-commerce business, your bookkeeper will need to:
- Integrate QuickBooks with your sales channels (Shopify, Amazon, eBay, WooCommerce)
- Reconcile marketplace payouts and payment processor deposits (PayPal, Stripe, Razorpay)
- Track inventory and COGS (via QuickBooks or inventory plug-ins like Unleashed, DEAR, TradeGecko)
- Manage sales tax / GST / VAT across channels and jurisdictions
When hiring for e-commerce: Look for bookkeepers with specific experience syncing orders, managing SKU-level profitability, and reconciling channel payouts.
QuickBooks for Service Businesses & Freelancers: Time Tracking & Project Billing
If you’re a service firm, agency, or consultant, your bookkeeper will use QuickBooks for:
- Tracking billable hours by client and project
- Converting time tracking into invoices
- Managing retainers and recurring revenue
- Producing project profitability reports
When hiring for service businesses: Prioritise bookkeepers who understand project accounting, retainer billing, and time-to-invoice workflows.
QuickBooks for Bookkeeping & Accounting Firms: Hiring for Multi-Client Management
If you’re a bookkeeping or accounting firm, you’ll use:
- QuickBooks Online Accountant (central portal for multiple client files)
- Standardised chart of accounts and workflows across clients
- Integration with tax software, practice management tools, and payroll processors
- Client reporting and billing automation
When hiring for bookkeeping firms: Look for candidates with QuickBooks Accountant experience, knowledge of service delivery standardisation, and comfort managing multiple concurrent clients.
Employee vs. Outsourced Bookkeeping: Which Model Makes Sense With QuickBooks?
When you’re ready to hire a bookkeeper, you have two fundamental choices:
Option 1: Hire an In-House Bookkeeper
Pros:
- Full control over workflows and quality
- Direct supervision and faster communication
- Dedicated focus on your business only
- Familiarity with your systems and team
Cons:
- Higher salary, benefits, payroll tax burden
- Long onboarding and training (even with QuickBooks experience)
- Turnover risk; need for backup/coverage
- Fixed cost regardless of transaction volume
Best for: Growing SMEs with consistent transaction volume and internal team infrastructure
Option 2: Outsource Bookkeeping (Domestic or Offshore)
Pros:
- 30–50% cost savings vs. in-house
- Flexibility (scale up/down with volume)
- Access to vetted professionals (via platforms like Zedtreeo, Upwork, Paro, KMK Ventures)
- No employment overhead
- Quicker implementation (experienced hires need minimal onboarding)
Cons:
- Less hands-on control
- Communication across time zones (if offshore)
- Need to vet vendors carefully
- Less visibility into daily workflows
Best for: Startups, freelancers, SMEs with variable workload, or those wanting to avoid hiring overhead
The hybrid model: In-house bookkeeper + outsourced support
Some businesses hire a part-time or junior in-house bookkeeper to manage daily operations in QuickBooks, while outsourcing month-end close, tax prep, or specialised tasks (like audit prep or complex reconciliations) to an experienced external team through Zedtreeo or similar platforms. This balances control with cost efficiency.
QuickBooks + Outsourced Bookkeeping (via Zedtreeo): How It Works
If you decide to hire a bookkeeper via outsourcing (whether through Zedtreeo, domestic, or offshore), here’s the typical workflow:
Step 1: Data Collection & Access Setup
- You provide QuickBooks login credentials (or set up a dedicated account)
- Share bank feeds, supplier invoices, and payroll details
- Clarify business structure, revenue model, and tax jurisdiction
- Set expectations for reporting cadence and deliverables
Step 2: Month-to-Month Operations
- Bookkeeper logs transactions, reconciles accounts, processes invoices/bills
- Communicates via email, Slack, or project management tool
- Provides weekly or monthly updates on cash flow, ageing, and issues
Step 3: Month-End Close & Reporting
- Full reconciliations, journal entries, and adjustments
- P&L, balance sheet, and cash-flow reports delivered to you and your accountant
- Tax schedules and compliance prep (if included)
Step 4: Ongoing Support
- Answering questions about your financial health
- Helping with audit prep, tax planning, and year-end close
- Scaling services as your business grows
When working with Zedtreeo or similar platforms, the bookkeeper is pre-vetted for QuickBooks proficiency, remote collaboration skills, and professional standards—so you get faster onboarding and fewer surprises.
Red Flags When Hiring a Bookkeeper (What to Avoid)
When you interview bookkeeper candidates (in-house or freelance), watch out for:
- Limited QuickBooks experience and no willingness to learn
- If they’ve only used Excel or paper records, they’ll have a steep learning curve
- Weak communication or reporting clarity
- If they can’t explain what your cash flow or profitability looks like, you’ve got the wrong hire
- Lack of attention to detail or a casual approach to reconciliation
- A bookkeeper who misses discrepancies will create problems for your tax filing and audits
- Unclear on compliance requirements for your industry or jurisdiction
- Every business has unique tax, payroll, and regulatory needs; your hire should ask clarifying questions
- No plan for data security or confidentiality
- They should have clear protocols for backing up files, securing logins, and protecting sensitive data
- Reluctance to integrate tools or automate workflows
- Modern bookkeepers should be eager to use bank feeds, AP automation, and integrations to save time
- One-size-fits-all approach
- Your business is unique; the right hire tailors QuickBooks setup to your revenue model, industry, and reporting needs
How to Evaluate Bookkeeper Candidates: A Hiring Checklist
| Assessment Area | What to Look For | Red Flag |
|---|---|---|
| QuickBooks Experience | QuickBooks Online or Desktop for 2+ years; ProAdvisor certification is a plus | “I know the basics” or no specific experience |
| Software Proficiency | Familiar with Excel, bank feeds, reconciliation, and reporting | Only knows one narrow task |
| Accounting Knowledge | Understands AP/AR, reconciliation, chart of accounts, and GAAP basics | Unsure about basic accounting concepts |
| Industry-Specific Knowledge | Experience in your industry (e-commerce, SaaS, services, manufacturing, etc.) | “I can figure it out” without relevant background |
| Communication & Reporting | Clearly explains financial health and asks clarifying questions | Vague or overly technical explanations |
| Problem-Solving | Provides examples of reconciling discrepancies or handling complex scenarios | Avoids detail or unclear on issue resolution |
| Security & Confidentiality Awareness | Explains data protection practices, MFA usage, and backup protocols | Casual about sensitive financial data |
| Reliability & References | Positive references and consistent work history | Employment gaps with vague explanations |
| Remote-Ready (if applicable) | Comfortable with cloud tools, async communication, and time-zone coordination | Prefers in-person only or lacks remote experience |
QuickBooks Alternatives: When to Consider Xero, Sage, FreshBooks & Others
Quick Platform Comparison: QuickBooks, Xero, Sage & FreshBooks
All four tools can handle basic bookkeeping. The right choice depends on your complexity, industry, and growth plans.
| Platform | Best for | Core Strengths | Typical Weaknesses / Watch-outs |
|---|---|---|---|
| QuickBooks | Growing SMEs, e-commerce, service firms | Feature-rich, strong reporting, wide integrations, good payroll options in many regions | Can be complex; add-ons and higher tiers add cost |
| Xero | Freelancers, consultants, digital/creative agencies | Clean UX, excellent bank feeds, strong add-on ecosystem, great for remote teams | Some features require add-ons; per-user pricing can add up |
| Sage | Larger SMEs and enterprises with complex needs | Deep functionality, strong for inventory, payroll, multi-entity, and regulated environments | Steeper learning curve, heavier implementation, and higher cost |
| FreshBooks | Freelancers, agencies, small service businesses | Beautiful invoicing, time tracking, client portal, and simple reports | Limited inventory; less suited for product-heavy or multi-entity businesses |
Xero vs QuickBooks: Which is better?
QuickBooks is generally better for growing SMEs that need strong reporting, payroll options, and deep integrations with POS and e-commerce. Xero is often better for freelancers and small agencies wanting a cleaner interface and simple, modern banking and project tracking.
Choose QuickBooks if:- You operate in a region where QuickBooks payroll and tax are strong
- You have higher transaction volume or inventory needs
- Your accountant already works in QuickBooks
- You rely on e-commerce channels and US-centric tax requirements
- You value a minimal, clean UI and modern UX
- You have recurring, project-based service work
- You want to plug into Xero’s add-on ecosystem for niche tools
- Your bookkeeper prefers Xero and your needs are not heavily inventory-driven
Xero vs Sage vs QuickBooks: who should pick what?
Based on typical use cases:- Freelancers & tiny businesses → Xero or FreshBooks
- Growing SMEs & e-commerce brands → QuickBooks
- Enterprises & heavily regulated industries → Sage
Compare Xero and QuickBooks: Decision Framework
When comparing Xero and QuickBooks:| Factor | QuickBooks | Xero |
|---|---|---|
| User Interface | More complex but powerful | Cleaner, simpler, more intuitive |
| Reporting | Stronger out-of-the-box | Good; some advanced reports need add-ons |
| Integrations | 750+ apps; broader ecosystem | 600+ apps; strong but narrower |
| Payroll | Strong in US, UK, Australia | Good; varies by region |
| Inventory | Strong native features | Better with add-on tools |
| Cost | Tiered plans; can get expensive with add-ons | Per-user + platform pricing |
| Learning Curve | Steeper for beginners | Gentler; faster to adopt |
What Is FreshBooks? A Popular QuickBooks Alternative (& Why It Matters When Hiring)
What is FreshBooks bookkeeping software?
FreshBooks is a cloud-based invoicing and accounting platform built for freelancers, agencies, and service-based small businesses. It focuses on easy invoicing, time tracking, and expense capture rather than deep accounting. Many small business owners evaluate FreshBooks as a lighter alternative to QuickBooks.
Think of FreshBooks as the invoicing-first alternative to QuickBooks’ comprehensive accounting approach.
FreshBooks accounting software features
Invoicing & Estimates
- Custom branded invoices with company logo and colours
- Recurring invoices (retainers, subscriptions, recurring projects)
- Automatic late payment reminders and follow-ups
- Online payment acceptance (card, bank transfer, PayPal, etc.)
- Estimates and quotes with one-click conversion to invoices
Time Tracking
- Track billable hours by client, project, and task
- Timesheets for team members (in higher tiers)
- Convert unbilled time directly into invoices
- Time-tracking dashboard showing billable vs. non-billable hours
- Why it matters: Critical for agencies and service firms billing by the hour
Expense Tracking & Receipts
- Bank feeds and automatic transaction categorisation
- Mobile app for capturing receipts on-the-go
- Expense categorisation for tax summaries
- Mileage tracking (for consultants and field workers)
- Tax-ready expense reports
Simple Accounting & Reporting
- Profit & loss reports
- Expense reports and tax summaries
- Basic double-entry accounting (Professional and Premium plans)
- Client profitability reports
- Dashboard overview of key metrics
Client Portal & Collaboration
- Clients can view invoices, estimates, and payment status
- Client feedback and approval workflows
- Transparent, collaborative environment reduces back-and-forth emails
FreshBooks account & access
- Multi-user accounts with role-based permissions
- Team member and contractor access
- Mobile app (iOS and Android) for invoice management anywhere
- Offline access (in some tiers)
FreshBooks desktop (legacy / phased out)
- Older standalone desktop option (discontinued in most regions)
- Cloud-first platform now; all features web and mobile-based
FreshBooks accounting vs QuickBooks accounting: which is right for you?
When you hire a bookkeeper and must choose between FreshBooks or QuickBooks:
Choose FreshBooks if:
- You’re a freelancer or agency with recurring clients
- Invoicing and time tracking are your core needs
- You want a simple, beautiful, intuitive interface
- You don’t need inventory management or complex payroll
- You bill primarily by project or hourly rate
- You want a strong client portal and collaboration features
- Your team is small and growing slowly
Choose QuickBooks if:
- You’re growing into an SME with employees
- You need strong accounting and financial reporting
- You manage inventory or multiple revenue streams
- Your accountant expects QuickBooks data
- You need payroll processing
- You manage GST/VAT/sales tax across jurisdictions
- You operate e-commerce or multiple sales channels
- You need deep integrations with POS or ERPs
FreshBooks accounting — does it suit your business?
FreshBooks account basics
- Simplest setup among accounting platforms (can be running in 30 minutes)
- Fastest learning curve for non-accountants
- Great for service businesses (agencies, consultants, freelancers)
- UI designed for client collaboration and invoicing
FreshBooks accounting limitations
- Not ideal for product or inventory businesses – limited SKU and inventory tracking
- Weaker multi-entity or consolidation – not designed for group companies
- Limited payroll capabilities – mostly freelancer/contractor focused; employee payroll is basic or absent
- Advanced reporting – some complex financial reports require workarounds or exports to Excel
- Lower transaction-volume sweet spot – works well up to 1000–2000 invoices/expenses; gets slower beyond that
Sage vs FreshBooks vs QuickBooks: Which platform for your team?
| Need | FreshBooks | QuickBooks | Sage |
|---|---|---|---|
| Freelancer / Solo / Agency | ✅ Ideal | ✅ Good | ❌ Overkill |
| Service Firm (10–50 people) | ✅ Strong | ✅ Ideal | ✅ Good |
| E-commerce / Product | ⚠️ Limited | ✅ Strong | ✅ Strong |
| Inventory Heavy | ❌ Weak | ✅ Good | ✅ Strong |
| Complex Multi-Entity | ❌ No | ⚠️ Yes | ✅ Strong |
| Time Tracking / Billing | ✅✅ Strong | ✅ Good | ⚠️ Limited |
| Invoicing UX | ✅✅ Best-in-class | ✅ Good | ⚠️ Functional |
| Payroll | ❌ Minimal | ✅ Strong | ✅ Strong |
When hiring a bookkeeper who knows FreshBooks, expect specialisation in:
- Invoicing and billing workflows
- Time-to-invoice processes
- Freelancer and agency bookkeeping
- Client collaboration and communication
If you need full-service bookkeeping (inventory, payroll, tax compliance, complex GL entries),QuickBooks offers more breadth and scalability as your business grows.
FAQs: Hiring a Bookkeeper & Accounting Software
1. Do I have to use QuickBooks if I hire a bookkeeper?
No, but most bookkeepers are QuickBooks-trained by default, so it’s the easiest integration.
Alternatives like Xero, Sage, or FreshBooks are also widely supported. However, if you choose a non-QuickBooks platform, verify that your bookkeeper candidate has specific experience with it.
Starting with QuickBooks is usually the pragmatic choice, and platforms like Zedtreeo specialise in connecting businesses with QuickBooks-fluent professionals.
2. How much does it cost to hire a bookkeeper in 2025?
Costs vary widely:
- Freelance / part-time bookkeeper (US/UK): $25–$50/hour or $1,500–$3,500/month
- Full-time in-house bookkeeper (US): $35,000–$55,000/year + benefits
- Outsourced offshore bookkeeper: $800–$2,500/month (30–50% savings vs. in-house)
- Outsourced professional service: $1,500–$5,000+/month depending on complexity
Factors that affect cost:
- Experience and certifications (QuickBooks ProAdvisor, CPA, etc.)
- Business complexity (transaction volume, multi-currency, multi-entity)
- Scope of work (invoicing only vs full AP/AR/payroll/month-end close)
- Geographic location (US/UK hires cost more than offshore)
Why outsourcing via Zedtreeo can make sense:
You get vetted, experienced bookkeepers at a fraction of in-house salary costs, without employment overhead. Zedtreeo also handles vetting and onboarding.
3. How long does onboarding take when I hire a bookkeeper?
It depends on your business complexity:
- Simple business (freelancer, small SaaS): 1–2 weeks
- Connect bank feeds
- Set up chart of accounts
- Handle initial invoices and expenses
- Small business (5–10 employees): 2–4 weeks
- Payroll setup
- Multiple bank accounts
- Initial reconciliations
- Growing SME (20+ employees): 4–8 weeks
- Inventory and e-commerce integration
- Complex chart of accounts
- Inter-company transactions
QuickBooks Online accelerates onboarding because it’s cloud-based and easier to integrate. When hiring through Zedtreeo, onboarding timelines are estimated upfront and professionally managed.
4. What is QuickBooks ProAdvisor certification? Should I require it?
A QuickBooks ProAdvisor is a bookkeeper or accountant certified by Intuit after passing exams and committing to ongoing education.
- Good for: Confidence that your hire knows QuickBooks deeply
- Not mandatory: Many excellent bookkeepers are uncertified but highly experienced
When hiring, certification is a nice-to-have, but 3–5 years of hands-on QuickBooks experience is often just as valuable.
5. Can I hire a bookkeeper part-time, or should it be full-time?
Part-time is often the right choice:
- Startups & small businesses: 10–20 hours/week
- Growing SMEs: Full-time once payroll, inventory, or team size increases
- Seasonal businesses: Flexible or variable hours
Outsourced bookkeeping offers natural flexibility—you can scale hours up or down without hiring or firing overhead.
6. Should I hire a local bookkeeper or outsource?
Hire local if:
- You want in-person collaboration
- You have niche local compliance needs
- You are scaling fast with internal teams
Outsource if:
- You want 30–50% cost savings
- You prefer flexibility and low overhead
- Remote collaboration works for your business
- You want vetted professionals via platforms like Zedtreeo
Hybrid approach: Many businesses keep a local part-time bookkeeper and outsource month-end or specialised work.
7. What if my bookkeeper makes mistakes? How do I catch them?
- Review monthly reports (P&L, balance sheet)
- Ask questions when numbers look off
- Quarterly reconciliation with your accountant
- Periodic audits (especially before tax season)
- Set clear expectations upfront
Platforms like Zedtreeo often include a quality-assurance layer, catching errors before reports reach you.
8. What QuickBooks features should my bookkeeper prioritise?
Must-have:
- Bank feeds and reconciliation
- Invoicing and customer tracking
- Bill and expense management
- Basic financial reporting
Should-have (depending on business):
- Payroll
- Inventory
- Multi-user access
- Project or job costing
9. How often should I communicate with my hired bookkeeper?
- Weekly: Async check-ins
- Monthly: Financial reports
- Quarterly: Business review calls
During onboarding, communication should be more frequent. A good bookkeeper explains numbers—not just reports them.
10. Bookkeeper vs Accountant: Who should I hire first?
| Role | Responsibility | Hire First? |
|---|---|---|
| Bookkeeper | Day-to-day transaction recording | YES |
| Accountant / CPA | Tax filing and strategic advice | After bookkeeper |
11. What is the best bookkeeping software for my business?
“Best” depends on your business type, complexity, and hiring approach.
- Freelancers & agencies: FreshBooks or Xero
- Small product businesses: QuickBooks Online Simple Start
- Growing SMEs: QuickBooks Online Essentials or Plus
- Complex SMEs: QuickBooks Online Advanced or Sage
- Large enterprises: Sage, NetSuite, or ERP systems
12. What is Xero, and how does it compare to QuickBooks?
Xero is a cloud-based accounting platform with a cleaner, more modern interface.
- Xero: Better for freelancers and agencies wanting simplicity
- QuickBooks: Better for SMEs needing deeper reporting and payroll
Both platforms are solid—the right choice depends on your business needs and your bookkeeper’s expertise.
Conclusion: Hiring a Bookkeeper Is Investing in Your Financial Foundation
When you’re ready to hire a bookkeeper, you’re essentially hiring someone who:
- Understands QuickBooks (or similar software) inside and out
- Knows bookkeeping fundamentals (AP, AR, reconciliation, month-end close, tax prep)
- Can communicate clearly about your financial health
- Is reliable, detail-oriented, and trustworthy with sensitive data
- Can integrate modern tools and work remotely if needed
Whether you hire in-house, part-time, or via outsourcing platforms like Zedtreeo, the fundamentals are the same: a good bookkeeper is the foundation of your financial health.
Outsourced Bookkeeping via Zedtreeo: A Smart Alternative
If you’re looking to outsource bookkeeping, platforms like Zedtreeo connect you with vetted, QuickBooks-proficient (or Xero- / Sage-fluent) professionals who can:
- Hit the ground running with minimal onboarding
- Work with your existing QuickBooks setup or build one from scratch
- Provide monthly close, tax preparation, and compliance support
- Scale with your business without employment overhead
- Save 30–50% compared to in-house hiring
Ready to hire a bookkeeper? Start with clarity on:
- Your current accounting setup (or what you’d like to set up)
- Monthly transaction volume
- Industry or compliance needs (e-commerce, SaaS, professional services, manufacturing, etc.)
- Budget and hiring timeline
- Your preferred bookkeeping softwares for remote employees: QuickBooks, Xero, FreshBooks, or Sage
Then evaluate candidates (or outsourcing partners like Zedtreeo) using the checklist above. The right bookkeeper will transform your financial visibility and free you to focus on growing your business.
