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Business Blog

Record Keeping: working with your bookkeeper

Updated: Nov 4, 2023

Record keeping in computer
Record keeping in computer


Record keeping and the accounting basics are essential aspects of running a successful business. It involves keeping track of all financial transactions, including income, expenses, and assets. This information is crucial for making informed business decisions and ensuring compliance with tax laws.

Nonetheless, maintaining records can be a laborious and intricate undertaking, particularly for entrepreneurs with limited knowledge or resources. This is where the role of a bookkeeper becomes crucial.

A bookkeeper is a professional who specializes in maintaining accurate and organized financial records for businesses. They are responsible for recording all financial transactions, reconciling accounts, and producing financial reports.

This article will discuss the importance of maintaining good record keeping, how to achieve an effective collaboration with your bookkeeper, and the advantages of having one for your small business.

We will also delve into the role of technology in bookkeeping and how it can streamline the process.

The Importance of Record Keeping

Bookkeeping is crucial for the financial health and success of any business. It provides a clear and accurate picture of the company's financial position, which is essential for making informed decisions. Here are some of the key reasons why bookkeeping is important:

1. Compliance with Tax Laws

One of the primary reasons for maintaining accurate financial records is to comply with tax laws. The tax authorities require businesses to keep detailed records of all financial transactions, including income, expenses, and assets.

These records help with tax preparation, calculating how much tax a business owes making sure the correct amount is paid. They also help to maximize tax deductions. Failure to maintain accurate records can result in penalties and fines from the tax authorities.

Moreover, these records are also crucial during tax audits. If an audit occurs, the tax authorities will carefully examine your financial records to verify the accuracy of the reported income and expenses. Having well-organized and accurate records can make the audit process smoother and help avoid potential disputes with the tax authorities.

2. Business Planning and Decision Making

Accurate and up-to-date financial records are essential for making informed business decisions. They provide valuable insights into the company's financial performance, cash flow, and profitability. This information including a profit analysis is crucial for developing business strategies, setting goals, and identifying areas for improvement. Without proper record-keeping, it is challenging to track the company's progress and make informed decisions.

Furthermore, financial records can also help in forecasting future performance. By analyzing past trends and patterns, businesses can make predictions about future revenue, expenses, and profitability. This can help in planning for growth, managing cash flow, and mitigating risks.

3. Financial Analysis and Reporting

Bookkeeping also plays a crucial role in financial analysis and reporting. By maintaining accurate records, businesses can generate financial statements that provide a comprehensive overview of the company's financial performance. These reports are used by business owners, investors, and lenders to assess the company's financial health and make investment decisions. Without proper record-keeping, it is challenging to produce accurate and reliable financial reports.

In addition, these financial reports can also be used for benchmarking purposes.

Companies can assess how well they are doing financially by comparing themselves to industry standards or competitors. This helps them pinpoint areas where they are falling behind or doing better than expected.

This can provide valuable insights for strategic planning and competitive analysis.

Benefits of Hiring a Bookkeeper

While some business owners may choose to handle their bookkeeping themselves, there are many benefits to hiring a professional bookkeeper. Here are some of the key advantages of hiring a bookkeeper for your business:

1. Saves Time and Resources

Managing financial records can be a difficult and complicated task, especially for entrepreneurs who have little knowledge or resources.

When you hire a bookkeeper, you can focus more on other parts of your business, such as sales and marketing.

It also eliminates the need to invest in expensive accounting software and training.

Moreover, a professional bookkeeper can also help improve the efficiency of your financial management. They can streamline your bookkeeping processes, automate routine tasks, and provide timely and accurate financial reports. This can save you a significant amount of time and effort, allowing you to focus on growing your business.

2. Expertise and Accuracy

Bookkeepers are trained professionals with expertise in maintaining accurate and organized financial records. They are familiar with accounting principles and tax laws, ensuring that your records are accurate and compliant. This can help you avoid costly mistakes and penalties from the tax authorities.

In addition to their technical skills, professional bookkeepers also bring a wealth of experience and industry knowledge. They can provide valuable insights and advice to help you manage your finances more effectively. They can also help you navigate complex financial situations and make informed decisions.

3. Cost Savings

While hiring a bookkeeper may seem like an additional expense, it can actually save you money in the long run. A bookkeeper can help you make informed business decisions by maintaining accurate records and providing valuable financial insights, which will increase your profitability and save you money in the long run.

Furthermore, a bookkeeper can also help you identify cost-saving opportunities. For instance, they can help you analyze your expenses and identify areas where you can cut costs.

Furthermore, they can help improve your financial stability and reduce the need for external funding as well as help you manage your cash flow more effectively.

Working with Your Bookkeeper

Now that we understand the importance of bookkeeping let's discuss how to work effectively with your bookkeeper. Here are some tips to help you establish a productive working relationship with your bookkeeper:

1. Communicate Clearly and Regularly

Communication is key to any successful business relationship, and this applies to working with your bookkeeper as well.

It is important to talk clearly and often with your bookkeeper. This will make sure that they have all the info they need to keep accurate records.

This includes providing them with all financial documents, such as bank statements, receipts, and invoices, in a timely manner. It is also crucial to communicate any changes or updates to your business's financial activities to your bookkeeper promptly.

In addition to providing necessary documents, it's also important to discuss any significant financial events or changes in your business. For instance, if you're planning to launch a new product or expand to a new market, your bookkeeper should be informed. This will help them anticipate changes in your financial situation and adjust their record-keeping accordingly.

2. Establish Clear Expectations

It is essential to establish clear expectations with your bookkeeper from the beginning. This includes discussing the scope of work, deadlines, and any specific requirements you may have.

To prevent confusion and ensure your bookkeeper comprehends your business requirements, it is important to establish clear expectations.

It's also beneficial to set regular meetings with your bookkeeper to review financial reports and discuss any issues or concerns. This can help ensure that you're on the same page and can address any problems promptly. Regular meetings also provide an opportunity to discuss your business's financial performance and plan for the future.

3. Use Accounting Software

Using accounting software can make record-keeping more efficient and accurate. It automates many bookkeeping tasks, such as data entry and bank reconciliations, saving time and reducing the risk of errors. It also provides real-time and remote access to financial information, making it easier to track the company's financial performance.

Your bookkeeper can assist you in choosing the appropriate accounting software for your company and offer guidance on how to get the most out of it.

Moreover, many accounting software solutions offer additional features such as invoicing, payroll management, payment solutions, and inventory tracking. These features can further streamline your business operations and provide valuable insights into different aspects of your business. Your bookkeeper can guide you on how to leverage these features to improve your business's financial management.

4. Review Financial Reports Regularly

It is crucial to review your financial reports regularly to ensure that they are accurate and up-to-date. Your bookkeeper can provide you with financial reports, such as profit and loss statements and balance sheets, on a regular basis. Reviewing these reports can help you identify any discrepancies or errors in your business finances and take corrective action if necessary.

In addition to checking for accuracy, reviewing financial reports can also help you understand your business's financial health better. You can identify trends, spot potential issues, and make informed decisions based on this information. It's also a good practice to discuss these reports with your bookkeeper to gain their insights and advice.


In conclusion, record-keeping is an essential aspect of running a successful business. It provides valuable insights into the company's financial performance and ensures compliance with tax laws.

When you work closely with your bookkeeper and understand the benefits of having one for your business, you can save time, money, and resources. This will also help you maintain accurate and well-organized financial records.

So, if you haven't already, consider hiring a bookkeeper for your business today.


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