What information does a bookkeeper need from me?
Getting started with a bookkeeper requires gathering some documents and granting access to accounts. The more complete your information upfront, the faster your books get organized and the fewer questions come up later.
For initial setup, your bookkeeper needs your EIN letter from the IRS and any business formation documents like LLC articles or incorporation papers. These establish your business identity and tax structure. If you’ve filed business tax returns in prior years, provide those as well. They show how things were categorized before and help maintain consistency.
Bank and credit card access is essential. Most bookkeepers prefer read-only login credentials or direct bank feeds through accounting software like QuickBooks. This lets them download transactions automatically instead of manually entering from statements. If you’re uncomfortable sharing logins, monthly statements work but add time and cost to the process.
Receipts matter more than most business owners realize. A charge on your bank statement shows you spent $247 at a hardware store but not whether it was materials for a job, office supplies, or equipment. Your bookkeeper needs receipts or context to categorize expenses correctly. Set up a system for saving them digitally as you go, whether through an app or even photos sent to a dedicated email folder.
If you have employees, provide payroll records including pay rates, withholding forms, and reports from your payroll provider. Loan documents for equipment financing or lines of credit help your bookkeeper track principal and interest correctly.
On an ongoing basis, monthly bookkeeping works best when you provide information consistently. That means sharing receipts regularly, flagging unusual transactions, and communicating when something changes like a new credit card or bank account.
Industry-specific items come into play too. Contractors need to share job information so expenses get coded to the right projects. Trucking companies need fuel receipts, IFTA reports, and mileage records. Retail businesses with inventory need regular count sheets.
The goal is giving your bookkeeper enough information to keep your books accurate without you having to think about it constantly. A good bookkeeper near Fayetteville will tell you exactly what they need and set up simple systems for getting it to them. The upfront effort pays off in cleaner books, easier tax prep, and financial statements that actually help you run your business.
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More Questions
What's the difference between a bookkeeper and an accountant?
Bookkeepers handle the daily recording and organizing of your financial transactions. Accountants analyze that data to prepare tax returns and provide strategic advice. Most small businesses need both working together.
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Record advance tuition payments as deferred revenue, which is a liability, not income. Then recognize the revenue month by month as you deliver the educational services. This keeps your books accurate and prevents overstating income before you've earned it.
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Deadhead miles are fully deductible business miles. Track them daily using a mileage app or log, recording the date, route, purpose, and odometer readings separately from your loaded miles.
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Track labor costs by job site using time tracking that assigns hours to specific projects, then code those hours in your accounting software so you can see true labor costs per job.
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Retainage is a percentage of contract payments held back until a project is complete, typically 5% to 10% in construction. Track it separately from regular receivables and payables so your books reflect both earned revenue and actual cash flow timing.
Read answerHow do I track toll expenses across multiple states?
Use electronic transponders for automatic tracking and download statements monthly. Categorize tolls as a vehicle expense in your books, and use tags or subcategories if you need to analyze costs by state or route.
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