What information does a bookkeeper need to get started?
The exact list depends on your business, but most bookkeepers need the same core information to get going. Having this ready before onboarding saves time and helps avoid back-and-forth that drags out the setup process.
Start with your business basics. Your EIN letter from the IRS, articles of organization or incorporation, and your business address and legal name. If you’re an S-Corp or partnership, your bookkeeper should also have a copy of the election letter. These documents confirm how your entity is structured, which affects how transactions are recorded and how your business tax preparation gets handled at year end.
Next is financial access. Your bookkeeper needs read-only or transaction-level access to every bank account and credit card used for business. If you’re using QuickBooks or another accounting platform already, they’ll need login credentials or an invitation to your account. If you don’t have accounting software yet, that’s something to set up together.
Prior financial records matter too. Your most recent tax return gives your bookkeeper a snapshot of how income and expenses were classified previously. If you have prior-year financial statements or a chart of accounts from a previous bookkeeper, hand those over as well. These prevent your new bookkeeper from starting blind and having to guess at how things were categorized before.
If you have employees, provide payroll reports and any information about your payroll provider. If you pay subcontractors, a list of vendors with W-9s on file helps with 1099 preparation later. Outstanding invoices and any loans or lines of credit with current balances round out the picture.
Don’t worry if you don’t have everything perfectly organized. A good bookkeeper expects some loose ends, especially from business owners who have been managing things on their own. The goal of the first few weeks is to get a clear view of where your finances stand so that ongoing full-service bookkeeping runs smoothly from that point forward.
One thing that helps more than any single document is honest context about your business. Tell your bookkeeper about seasonal changes in revenue, how you typically pay vendors, whether you collect deposits from customers, and anything unusual about how money flows through your business. That conversation often matters as much as the paperwork.
Tampa Bay's Small Business CPA Firm
First Step:
A Short Conversation
Tell us about your business and where you need support. We'll walk through your situation, answer your questions, and give you a clear quote.
More Questions
What is a balance sheet and what does it tell me about my business?
A balance sheet is a snapshot of what your business owns, what it owes, and what's left over. It answers questions your income statement can't, like whether you can take on debt, how much equity you've built, and whether your business is financially healthy beyond just revenue.
Read answerWhat's the difference between tax preparation and tax planning?
Tax preparation is filing what already happened. Tax planning is making strategic decisions throughout the year to reduce what you'll owe. One looks backward, the other looks forward.
Read answerWill I lose control of my finances if I outsource bookkeeping?
No. You actually gain more control because you get accurate, up-to-date financial data you can use to make decisions. You still own everything, approve all spending, and have full access to your books at all times.
Read answerCan a virtual bookkeeper handle everything an in-house one does?
For most small businesses, yes. Cloud-based accounting software, digital bank feeds, and online document sharing have eliminated the need for someone to be physically in your office. The few tasks that once required a physical presence now have straightforward workarounds.
Read answerWhat is Florida reemployment tax and do I have to pay it?
Florida reemployment tax is the state's version of unemployment tax, paid by employers on employee wages. If you have employees in Florida, you almost certainly owe it and must file quarterly with the Department of Revenue.
Read answerWhat is the Hillsborough County sales tax surtax rate?
Hillsborough County's discretionary sales surtax rate is 1.5%, which brings the combined sales tax rate to 7.5% when added to Florida's 6% state rate. The surtax only applies to the first $5,000 of any single taxable transaction.
Read answer
