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Introduction
Hiring the right bookkeeper can make — or break — your business.
A strong bookkeeper keeps your financials clean, accurate, and decision-ready. The wrong one can cost you thousands of dollars in errors, missed opportunities, compliance issues, or even fraud.
If you’re looking to hire a QuickBooks bookkeeper, here are seven best practices to help you find the right person — plus one bonus tip most people overlook.
1. Look for Relevant and Recent Experience
Not all accounting experience is equal.
If you’re hiring for a bookkeeping role, prioritize candidates whose most recent role was bookkeeping — not office manager, AR clerk, AP clerk, or administrative assistant.
Titles matter.
If you see:
- Full-Charge Bookkeeper
- Senior Bookkeeper
- QuickBooks Bookkeeper
That’s a strong sign you’re on the right track.
Also pay attention to how recent their experience is. If someone last did bookkeeping 10 years ago, they may not be current with modern QuickBooks versions, integrations, or workflows.
Company Size Matters Too
A candidate coming from a Fortune 500 company may not be ideal for a small to mid-sized business.
Large corporations operate with:
- ERP systems
- Complex compliance structures
- Large accounting departments
Small businesses need someone who can wear multiple hats and understands lean financial operations.
Hire someone who has experience in a company similar in size to yours.
2. Industry Experience Can Be a Game-Changer
Some industries require specialized bookkeeping knowledge.
For example:
- Restaurants and food service
- Construction companies
- Property management
- E-commerce and inventory-heavy businesses
- Broker-dealers
- Consignment businesses
- SaaS companies
Each of these industries has unique accounting requirements.
Hiring someone who already understands your industry can dramatically shorten the learning curve and reduce costly mistakes.
3. Make Sure They’re Certified
Certification signals commitment and expertise.
In the QuickBooks world, there are two primary certification levels:
✔️ User Certification
- Basic software proficiency
- Understands navigation and core functions
- Good foundation
✔️✔️ ProAdvisor Certification
- Higher-level expertise
- Can troubleshoot and clean up messy books
- Understands reporting and optimization
- Functions more like a consultant
If possible, prioritize QuickBooks ProAdvisor Certification.
Many candidates claim QuickBooks experience — but few are certified. Always ask.
4. Test Them — Don’t Just Trust the Resume
Here’s the hard truth:
Many people say they know QuickBooks.
Far fewer actually do.
Testing is essential.
What to Test:
1. Speed and Accuracy
You want someone who:
- Works efficiently
- Minimizes errors
- Catches mistakes
2. Basic Accounting Knowledge
Ask questions like:
- Is a truck purchase an asset or an expense?
- How are loan payments recorded?
- What’s the difference between owner draws and payroll?
3. Real-Time Software Proficiency
Sit them in front of QuickBooks and ask them to:
- Add a vendor
- Enter a bill
- Write a check
- Create a customer invoice
- Mark a vendor as 1099-eligible
If they hesitate on basic navigation, that’s a red flag.
5. Evaluate the “Art” vs. the “Science” of Bookkeeping
The science of bookkeeping:
- Coding transactions
- Reconciling bank accounts
- Matching receipts
The art of bookkeeping:
- Understanding financial context
- Making proper classification decisions
- Recognizing unusual transactions
- Knowing when to consult a CPA
A great bookkeeper understands business operations — not just data entry.
Look for business acumen and practical judgment.
6. Run Background and Credit Checks
Bookkeepers have access to your money.
Even trustworthy people can face temptation.
Best practices include:
- Criminal background checks
- Credit history checks
- Reviewing aliases
Why credit checks?
Excessive debt can increase risk exposure. It doesn’t automatically disqualify someone — but it’s important context.
Financial oversight requires financial stability.
7. Implement Separation of Duties
Even the best hire needs internal controls.
Never give one person total financial control.
Best practices:
- Owner opens the mail
- Separate data entry from reconciliations
- Separate bill entry from bill payment
- Separate invoice creation from payment recording
- Restrict editing and deleting permissions
Even family members should operate under checks and balances.
Trust is not a control system.
Bonus Tip: Check How They Spell “QuickBooks”
This may sound small — but it’s telling.
The correct spelling is:
QuickBooks
(Uppercase Q and uppercase B)
If someone claims to be a QuickBooks expert but writes “Quickbooks” or “quickbooks” on their resume, it may indicate a lack of deep familiarity.
It’s not a deal-breaker on its own — but combined with other red flags, it can be revealing.
Final Thoughts
Hiring a bookkeeper is not just filling a position — it’s protecting your business.
The right bookkeeper will:
- Improve financial clarity
- Reduce costly errors
- Protect against fraud
- Help you make better decisions
The wrong hire can do the opposite.
If you follow these seven tips — and apply thoughtful screening — you’ll dramatically increase your odds of hiring a true QuickBooks professional.
Because when it comes to your books…
There is a solution for that.
