What to Expect When Working With a Bookkeeper on QuickBooks Online

If you’re a small business owner using QuickBooks Online and considering working with a bookkeeper, you’re probably wondering: What will they need from me? What’s the process?

To help you feel confident and prepared, I’ve put together a quick guide outlining the key things we’ll cover during onboarding. Whether you’re catching up on old books or getting help for the first time, these are the areas I’ll ask about to set you up for success.

1. Business Basics

We’ll start with the fundamentals—your business name, entity type (LLC, S-Corp, etc.), EIN, fiscal year, and industry. This helps ensure your books align with tax and compliance needs. And don’t worry, we’ll use a secure client portal to capture info and documents!

2. QuickBooks Setup

If you already use QBO, I’ll ask to be invited as your accountant. If you’re new to it, I can help set things up. I’ll also check whether there’s a previous bookkeeper or accountant I should coordinate with.

3. Banking and Integrations

I’ll review which bank and credit card accounts are connected to QuickBooks. I’ll also check for any apps you use—like Square, Stripe, Shopify, or payroll tools—so we can keep everything synced and categorized properly.

4. Bookkeeping Scope

Every business has different needs. We’ll define what you’re looking for: monthly reconciliations, invoicing, bill pay, payroll support, budgeting, or simply keeping things clean for tax time. We’ll also talk about how often you’d like your books updated.

5. Historical Cleanup (If Needed)

If you’re behind on bookkeeping or think there are issues in the books, no problem—I’ll help determine how far back we need to go and get things cleaned up.

6. Payroll & 1099s

If you have employees or contractors, I’ll ask how you run payroll and whether you need help issuing 1099s at year-end.

7. Sales Tax

If you collect sales tax, I’ll confirm which states you’re registered in and whether you need help filing returns accurately and on time.

8. Financial Reporting

We’ll set up custom reporting that works for you—whether that’s a basic Profit & Loss statement or more detailed tracking like cash flow, AR/AP, or industry-specific KPIs.

9. Communication & Workflow

Lastly, we’ll establish how we’ll work together—who I’ll be talking to, how you’ll send receipts (QuickBooks or our secure portal), and your preferred way to communicate.

Final Thoughts

Bookkeeping shouldn’t be stressful. My job is to simplify and organize your financials so you can focus on growing your business. If you’re curious how I can help—or if you just want to get your books in better shape—let’s chat.