But before you hand over the keys to your financial records, there are some crucial things you need to understand. In this post, we’ll walk you through the 10 most important things you must know before you outsource QuickBooks bookkeeping, so you can make a smart, informed decision.
1. Understand What You're Outsourcing
Outsourcing QuickBooks bookkeeping doesn’t mean giving up control of your finances — it means delegating the technical and time-consuming tasks to professionals.
What you’re typically outsourcing includes:
Transaction categorization
Bank and credit card reconciliations
Accounts receivable/payable tracking
Payroll input (if applicable)
Financial reporting
Month-end close
Tax-ready reports
Some providers also offer additional advisory services like budgeting, cash flow forecasting, or CFO-level support — but not all.
? Know exactly which services you need before reaching out to providers.
2. You Still Need to Stay Involved
A common myth is that outsourcing bookkeeping means you can "set it and forget it." That’s not true.
While you won’t need to do the work yourself, you should:
Review financial reports regularly
Monitor for any discrepancies
Maintain clear communication with your bookkeeper
Think of it as a partnership, not a handoff.
3. QuickBooks Online Is Easier to Outsource
Most outsourced bookkeepers prefer QuickBooks Online because it allows remote access, real-time updates, and easy sharing of financial data. If you're still using QuickBooks Desktop, you may need to transition to QuickBooks Online to streamline the process.
Before outsourcing, check with your provider:
Do they support both versions?
Can they assist with migrating from Desktop to Online?
What tools or integrations do they use for remote collaboration?
4. Make Sure They’re Certified QuickBooks Experts
Not all bookkeepers are created equal. When outsourcing, look for professionals who are QuickBooks Certified ProAdvisors. These are individuals or firms trained and tested by Intuit, the maker of QuickBooks.
Certification shows they:
Know the software inside and out
Stay up-to-date on new features and updates
Can handle more complex issues like custom reports or troubleshooting
Ask for proof of certification and client testimonials.
5. Data Security Is a Big Deal
When you outsource QuickBooks bookkeeping, you’re handing over sensitive financial information. Make sure the provider has proper data security protocols, such as:
Encrypted file sharing tools (e.g., Dropbox, Google Drive with 2FA)
Secure login practices for QuickBooks
Regular backups of your financial data
Signed confidentiality and non-disclosure agreements
Don't take chances — always verify how your financial data will be protected.
6. Pricing Varies (But You Get What You Pay For)
The cost to outsource QuickBooks bookkeeping can vary depending on:
The size and complexity of your business
The frequency of service (weekly, monthly, etc.)
Whether you’re using a freelancer or a firm
Average pricing in 2025:
Freelance bookkeepers: $300–$800/month
Bookkeeping firms: $500–$2,000/month
Custom CFO-level support: $2,000+/month
Avoid services that are too cheap — it often means low experience or poor support.
7. Ask About Reporting Frequency and Formats
You should know:
How often will you receive financial reports?
What types of reports are included (P&L, balance sheet, cash flow)?
Can they provide customized reports for investors, lenders, or tax purposes?
The more insight you get into your business finances, the better your decision-making will be.
8. You Need to Be Organized Too
Even though you’re outsourcing, you’ll still need to provide things like:
Access to business bank and credit card statements
Receipts and invoices (digital or scanned)
Payroll records
Any third-party platform data (e.g., Shopify, Stripe, PayPal)
Using tools like QuickBooks-integrated apps (e.g., Receipt Bank, Hubdoc, Gusto) can help automate this flow of information and reduce your manual input.
9. Outsourcing Doesn’t Replace a CPA
A bookkeeper records and organizes your financial data, but a CPA (Certified Public Accountant) typically prepares and files your taxes, and gives more strategic advice.
You may still need a CPA during:
Tax season
Audits
Financial planning
Loan or funding applications
Some bookkeeping firms have in-house CPAs, but always clarify what’s included.
10. Choose the Right Fit — Not Just the Right Price
Finally, the success of outsourcing comes down to finding someone who:
Understands your industry
Communicates clearly and regularly
Aligns with your working style
Uses modern, efficient tools
Has strong client references or reviews
Schedule an intro call, ask tough questions, and trust your instincts. A great bookkeeper can become a long-term partner in your business growth.
Final Thoughts
When you outsource QuickBooks bookkeeping, you’re investing in better accuracy, more free time, and smarter business decisions. But don’t rush into it. Use these 10 points as a checklist to ensure you choose the right provider, understand your responsibilities, and make the most of the partnership.
In today’s digital world, outsourcing isn’t just an option — for many, it’s a smarter, leaner way to grow.
