When Your In-House Bookkeeper Needs Backup:
Signs It’s Time for Outside Support
As a business owner, you hired an in-house bookkeeper to handle your finances and give you peace of mind. But what happens when that peace of mind starts to erode? What do you do when you’re not sure if the numbers on your reports are telling the real story of your business? Red Flags Your Bookkeeper is Struggling.
This scenario is more common than you might think. Recently, I’ve worked with two local business owners facing this exact challenge, and their experiences highlight why even the most well-intentioned in-house bookkeeping arrangements sometimes need outside support.
The Warning Signs: When Good Intentions Aren’t Enough
Case Study 1: The Accuracy Problem
A local business owner reached out because they had a gnawing suspicion that something wasn’t right with their financial reports. Their bookkeeper was dedicated and hardworking, but the numbers just didn’t seem to add up with what the owner was seeing in their day-to-day operations.
When we sat down to review their books, we discovered several significant issues affecting their balance sheet accuracy. The bookkeeper wasn’t intentionally making mistakes—they simply lacked training in certain areas and had developed some incorrect processes over time.
Case Study 2: The Timing Problem
The second business owner called with a different but equally frustrating issue: their bookkeeper wasn’t completing tasks within reasonable timeframes. Invoicing was delayed, bill payments were backed up, and financial reports were consistently late.
During our initial conversation, we immediately identified workflow issues that were creating bottlenecks. The bookkeeper had the skills but lacked efficient systems to manage their workload effectively.
Red Flags That Your Bookkeeper is Struggling and May Need Support
If you’re experiencing any of these issues, it might be time to consider outside assistance:
Accuracy Concerns:
- Your gut tells you the numbers don’t match your business reality
- You’re getting different answers to the same financial questions
- Your balance sheet has unexplained fluctuations
- Tax time reveals discrepancies you weren’t aware of
Timing Issues:
- Financial reports are consistently late
- Invoicing and bill pay fall behind regularly
- Month-end close takes longer than it should
- You’re constantly waiting for basic financial information
System Breakdowns:
- Processes seem to change frequently without clear reasoning
- There’s no consistent workflow for routine tasks
- Documentation is lacking or inconsistent
- Your bookkeeper seems overwhelmed or stressed
Solutions That Work: Supporting Your Existing Team
The good news is that most of these issues are fixable without starting from scratch.
Here are proven approaches that can help:
Training and Process Improvement
Sometimes your bookkeeper just needs additional training on specific processes or software. This is often more cost-effective than hiring new staff and maintains continuity in your financial management.
Workflow Optimization
Implementing efficient systems and workflows can dramatically improve timing and accuracy. Simple changes in how tasks are prioritized and organized often yield immediate results.
Regular Reviews and Quality Control
Having an experienced professional review your books periodically can catch issues before they become major problems. This provides both quality assurance and ongoing education for your in-house team.
Backup Support During Busy Periods
Consider seasonal or project-based support during your bookkeeper’s busiest times, such as month-end close, tax season, or periods of business growth.
Questions to Ask Yourself
Before making any decisions about your bookkeeping situation, consider these questions:
- How confident am I in the accuracy of my financial reports?
- Are financial tasks being completed in time frames that support my business decisions?
- Does my bookkeeper have the tools and training they need to succeed?
- What would happen to my books if my bookkeeper was unavailable for an extended period?
The Value of a Second Opinion
Even if everything seems to be running smoothly, there’s tremendous value in having an experienced professional take a fresh look at your financial processes. They can often spot potential issues, suggest improvements, or simply confirm that you’re on the right track.
This type of consultation doesn’t mean you don’t trust your bookkeeper—it means you’re committed to maintaining the highest standards for your financial management.
Moving Forward
Your in-house bookkeeper is likely a valuable member of your team who wants to do their best work. Sometimes they just need additional support, training, or systems to reach their full potential.
Whether you’re dealing with accuracy concerns, timing issues, or simply want the peace of mind that comes from knowing your books are in excellent shape, outside support can complement your existing team rather than replace it.
The goal isn’t to find fault—it’s to ensure your financial foundation is as strong as possible so you can focus on growing your business with confidence.
Are you questioning the accuracy of your financial reports or struggling with timing issues in your bookkeeping? A quick consultation can often identify simple solutions that make a big difference. We’re always happy to provide a second set of eyes and discuss options that support your existing team.
Faith Resolutions helps small business owners identify and resolve the red flags your bookkeeper is struggling with? Contact us today for a consultation.
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