Hiring a bookkeeper is a big step. You open your books. You share your stress. You trust someone with your money story. Before you sign a contract, you need clear answers. You deserve to know who you are hiring, what they will do, and how they will protect you. This is true if you run a home business. It is true if you own a growing shop. It is also true if you want a bookkeeper in Blaine who understands local rules and tax pressure. The wrong choice can drain your time, trigger IRS letters, and shake your sleep. The right choice can give you clean reports, fewer surprises, and more control. This guide gives you three sharp questions. Use them in every interview. Use them to sort through promises and get to the truth. Your money story deserves careful protection.
Question 1: How will you protect my money and my data?
Start with safety. If a bookkeeper cannot explain how they protect you, do not move forward.
Ask about:
- Security steps. How do they store your records. Do they use strong passwords and multi factor logins. Do they keep paper files locked.
- Access. Who can see your bank feeds, payroll records, and tax files. How do they limit staff access.
- Backups. How often they back up data. Where they store backups. How they recover records after a system crash.
The IRS warns that weak data safety can lead to identity theft and tax fraud. You are not only guarding numbers. You are guarding Social Security numbers, bank accounts, and family details.
Next ask about insurance. A careful bookkeeper carries:
- Professional liability coverage
- Cyber coverage for data loss
- General business coverage
You can say, “If you make a mistake that causes penalties, how will you fix it.” A clear answer shows respect for your risk. A vague answer shows disrespect for your stress.
Question 2: What work will you do each month, and how will you report it?
You need to know exactly what you are paying for. You also need to know what you still must do on your own.
Ask the bookkeeper to list tasks in plain words. Common tasks include:
- Downloading and sorting bank and credit card transactions
- Sending monthly reports like profit and loss and balance sheet
- Tracking who owes you money and who you owe
- Reconciling bank accounts with your books
- Preparing records for your tax preparer
Then ask how often you will see reports. Monthly reports are the minimum. Many small business owners do better with short weekly snapshots. You can decide what you need, but you must hear a clear plan.
The table below can help you compare bookkeepers during your search.
| Service item | Bookkeeper A | Bookkeeper B | What you should look for |
|---|---|---|---|
| Bank and card reconciliation | Monthly | Weekly | At least monthly for clear cash records |
| Financial reports | Income statement only | Income, balance sheet, cash flow | Simple set of reports you can read and use |
| Tax support | Year end only | Quarterly reviews | Records that match tax needs and cut surprises |
| Communication | Email only | Email and set calls | Regular check ins that fit your schedule |
| Payroll help | Not offered | Offered as add on | Clear scope so you know who runs payroll |
You can also ask for a sample report pack. A good bookkeeper will show real but scrubbed examples. If you cannot read the reports in five minutes, ask them to explain. You should not feel small or rushed. You should feel steady and informed.
Question 3: What training, experience, and ethics guide your work?
A bookkeeper handles your daily money life. You need to know what shapes their choices.
Ask three simple questions.
First ask, “What training do you have.” Listen for specific answers. These can include:
- Accounting courses at a community college or university
- Certificates from software providers
- Ongoing education each year
The U.S. Small Business Administration explains why strong records and skilled support matter in its guide on managing business finances. Training alone is not enough. You also need real practice.
Next ask, “How long have you worked with businesses like mine.” A home daycare, a retail shop, and a contractor face different rules. Ask for examples that match your world. Ask what problems they see most often. Then ask how they handled those problems.
Finally ask about ethics. You can say, “Tell me about a time you told a client no.” A steady bookkeeper will not help you hide cash or fake expenses. They will respect tax law and keep you out of danger. If they brag about “creative” moves that bend rules, walk away.
How to check a bookkeeper before you hire
After you ask these three questions, you still have one more step. You need to check what they told you.
Use this short checklist.
- Ask for at least two client references. Call them. Ask what works and what hurts.
- Search their name and business online. Look for complaints or court cases.
- Confirm any licenses or certificates with the issuer.
- Read the contract word by word. Look for clear service lists, fees, and exit terms.
Trust your gut. If you feel rushed, confused, or brushed aside, pause. Your money life is too important to hand to someone who does not listen.
Taking the next step with confidence
When you ask strong questions, you send a clear message. You protect your family, your staff, and your future plans. You also set a tone of respect and honesty with your bookkeeper.
Use these three questions with every candidate. Write down their answers. Compare them using the table. Then choose the person who gives you safety, clarity, and steady support. Your money story deserves that care every single day.
