What it Looks Like to Work With Goodness Gracious Accounting
Business owners often wait too long to outsource bookkeeping services because they're not sure what they're paying for or what will be expected of them.
Handing over financial access, feeling judged for messy books, and not knowing what "counts" as bookkeeping vs. accounting are totally valid feelings to have before hiring a bookkeeper.
If you've been putting it off for reasons like these, you're not alone. The process is far more straightforward and transparent than it feels from the outside.
I’ll walk through exactly what it looks like to work with a bookkeeper, from that first conversation through the day-to-day rhythm of the relationship, so you know what to expect before you ever sign on.
What a Bookkeeper Actually Does
My bookkeeping services help you bring order, peace, and confidence to your business finances through meticulous bookkeeping.
That includes:
Monitoring and categorization for every transaction.
Make sure your books match your bank statements.
Custom reports, recaps, and recommendations.
When-you-need-it Voxer support.
I’m the one who keeps your books tidy all year long, so when tax season rolls around, you have all the documents and reports you need to file. No more scrambling to track down that receipt from March!
Can ChatGPT do my bookkeeping?
ChatGPT (or any AI tool) can help you understand bookkeeping concepts or draft a rough budget, but it can't actually do your bookkeeping.
It has no way to connect to your bank feeds, reconcile real transactions, or catch errors and anomalies the way a person would.
It also can't take responsibility for accuracy, which matters a lot when your books feed into tax filings. AI is a decent starting point for questions, but not a substitute for an actual bookkeeper.
4 Signs You're Ready to Outsource Bookkeeping Services
You probably already know if bookkeeping is your strong suit. Many entrepreneurs figure out pretty early on in their business that it isn’t. That’s okay, and that’s why I’m here to help.
If you relate to any of these, it’s time to outsource bookkeeping services:
Spending hours each month on categorization/reconciliation instead of running the business.
Books are behind by more than a month.
Uncertainty at tax time / surprises from your CPA.
Business has grown past a spreadsheet (multiple accounts, employees, inventory, etc.)
The Research and Vetting Phase
Step one in outsourcing bookkeeping services: find your bookkeeper! You’re Googling “bookkeeping services,” reading reviews, and asking for recommendations from peers.
Once you find a few you’re interested in talking to, schedule a discovery call and ask these questions:
What’s your process like?
How does your pricing work?
What will I receive each month?
These are the absolute basics you need to know before hiring a bookkeeper. If you get vague pricing, unclear processes, or poor communication during the inquiry process, those are red flags to pay attention to.
Book Your Discovery Call
When you inquire about my bookkeeping services, we discuss your current bookkeeping setup (if you have one), your financial goals, and how bookkeeping can support your business in reaching them. Then, I share more details about my monthly maintenance package and how it can support your business.
I completely understand that finances can be a sensitive and uncomfortable subject for some people. Everything you share with me is confidential, and I’ll never judge you. We all have to start somewhere!
What Happens in the First 30 Days
The first month is onboarding. I’ll get you set up in my bookkeeping software of choice, Xero, and begin requesting access to your bank, credit card, payroll platform, and any other tools you use to manage your finances.
At the end of the month, I’ll send you a quick Loom video to go over your first reports and show you what to expect from me every month. I only do this one time, though!
What if my books are a mess or years behind?
If your books are behind, we’ll catch up and clean up so we can start fresh. That may include:
Establishing categorization rules
Chart of accounts setup
Balancing your books
There’s absolutely no shame in feeling or being behind. Most entrepreneurs start their businesses knowing very little about what it takes to manage finances as a business owner. Even if you’re financially savvy in your personal life, business bookkeeping is very different.
I’m never here to judge you. I want to help you feel confident in your books, whether that means learning how it all works or knowing an expert has it under control.
What Ongoing Monthly Work Looks Like
Because I have access to your accounts, there’s not a lot you need to do! I can download all the statements I need to balance your books.
By the 5th of the month, I’ll send questions or requests regarding the previous month’s transactions. Before the 15th, you’ll get your monthly reports.
You’ll get these reports from me each month:
Profit & Loss statement
Balance sheet
Cash flow summary
I always highlight:
Your total sales
Expenses
Profit (difference between sales and expenses)
Key call outs (e.g., highest expense for the month)
Do you include monthly review calls?
If you have questions or need support, you are welcome to email me or request a call. I don’t schedule standing calls because everyone is busy and they end up being a nuisance. The clients who do schedule calls end up driving the conversation with questions!
What happens if you notice something is off in the reports?
If I notice discrepancies, historical errors, or miscategorized transactions, I come to you. Transparency is part of my process. As the business owner, I believe you should know every penny that comes into or leaves your bank account.
The Tools and Software Involved
Cleaning up your books means you’ll have to invest in a few tools. I’m never going to recommend something I don’t truly believe you need (we could all use one less annual subscription!)
These are the tools that are 100% required as a business owner:
A separate bank account from your personal one (I like Relay)
Bookkeeping software (Xero is my top choice)
A way to accept payments (Stripe is a popular platform)
And these are the optional tools that might make sense for your business:
A business credit card (Chase cards are my favorite)
Receipt/document capture tools
Payroll software (such as Gusto)
Tax software (if you don’t have a CPA to handle it)
You don’t need a lot to outsource bookkeeping services. Just a few basics will help you organize and understand your business finances.
Do I Need an Accountant if I Have a Bookkeeper?
A bookkeeper is NOT a CPA or accountant. Those are two separate roles.
A bookkeeper:
Records and categorizes day-to-day transactions
Reconciles bank and credit card accounts
Manages accounts payable/receivable
Prepares monthly financial statements
Tracks payroll entries
Maintains the chart of accounts
Flags discrepancies or unusual activity
Keeps books "tax-ready" for the CPA
A CPA/accountant:
Files tax returns (federal, state, local)
Provides tax strategy and planning
Advises on business structure (LLC vs. S-corp)
Represents the business in an audit
Reviews financials for tax implications, not day-to-day accuracy
Offers higher-level financial/strategic advisory
Signs off on official financial statements when required (e.g., for loans or investors)
During tax season, your bookkeeper will deliver year-end reports and summaries. You can then hand those to your CPA to help you file taxes for the previous year.
Having clean books from a bookkeeper actually makes your CPA’s work faster and often cheaper, since they're not stuck cleaning up messy data first. Think of the bookkeeper as maintaining the numbers and the accountant as interpreting and acting on them.
You’re also welcome to file your own tax return if a CPA isn’t in the budget. I can help you budget for that expense throughout the year and make CPA recommendations if that feels right for your business.
What's Your Role as the Business Owner?
My goal is to make bookkeeping as easy as possible for you.
I just ask a few things of you:
Respond to my questions/requests within 48 hours.
Running payroll (if you have employees)
Being honest about cash transactions or personal expenses run through the business.
That’s it! It’s my job as your bookkeeper to handle the rest.
What Working With a Bookkeeper Typically Involves Financially
We already talked about investing in a few tools, but you also need to consider the price of the actual work that’s being done.
I have a few pricing models, depending on the level of support you need:
DIYers: Software setup starting at $1,200 or a one-time check-up starting at $250
Monthly Maintenance: Starting at $400/month
Catch Up & Clean Up: Custom pricing depending on complexity.
CFO-Level Support: Starting at $2,500/month
The right pricing isn't about picking the cheapest option. It's about finding a package that reflects the time, clarity, and peace of mind you get back.
You Don't Have to Have It All Figured Out to Start
Outsourcing bookkeeping services isn't about handing over control. It's about finally getting clarity on numbers that have probably felt like a source of stress for a while.
The process is more collaborative and far less intimidating than most business owners expect once they're actually in it. If you've been putting off the decision because you weren't sure what you were signing up for, hopefully this answers that.
The next step is simple: reach out to have the conversation and see what it feels like to stop guessing about your numbers.
