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.
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More Questions
What bookkeeping mistakes are most common for small businesses?
Mixing personal and business finances, falling behind on recordkeeping, and misclassifying expenses are among the most common. Most stem from business owners being stretched too thin to keep up.
Read answerShould my bookkeeper be certified or licensed?
Bookkeeping is not a licensed profession, so there's no legal requirement. Certifications exist and signal competence, but experience, accuracy, and industry knowledge matter more than credentials alone.
Read answerWhat does a bookkeeper do for a small business?
A bookkeeper records your transactions, reconciles your accounts, and produces financial reports so you know where your money is going. They keep your books accurate and current, which makes tax time smoother and business decisions clearer.
Read answerHow do I read a profit and loss statement?
A profit and loss statement reads from top to bottom, starting with revenue and subtracting costs until you reach net income. Each section tells you something different about how your business performed during a specific period.
Read answerWhat questions should I ask a bookkeeper before hiring them?
Focus on industry experience, what's included in the price, how they communicate, and whether they can grow with your business. The answers will tell you more than any online review.
Read answerWhen is my business big enough to need a bookkeeper?
Most businesses need a bookkeeper sooner than they think. It's less about size and more about whether your books are accurate, current, and giving you information you can actually use to make decisions.
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