How do I get an experienced bookkeeper to manag… | Parse
How do I get an experienced bookkeeper to manage my accounts payable, accounts receivable, and bank reconciliations?
Data as of Sep 26, 2026 · Based on 320 AI responses from ChatGPT Search and Google AI Mode · See how Parse measures this
To find an experienced bookkeeper for managing your accounts payable, accounts receivable, and bank reconciliations, use freelance platforms like Upwork to find specialists in your industry, or search the QuickBooks ProAdvisor Directory to locate certified experts who are verified to work well with your accounting software.
Best for accessing a broad pool of freelancers. Use it to find professionals with specific industry experience, such as construction or real estate, to handle your daily accounting and reconciliation needs.
If you want someone to take ownership of AP, AR, and bank reconciliations, I’d look for an experienced outsourced/virtual bookkeeper, rather than a basic data-entry bookkeeper.
What to look for
Ask candidates to demonstrate experience with:
Accounts payable: entering bills, matching invoices, scheduling payments for your approval, vendor statements, and aging.
Accounts receivable: customer invoicing, payment application, aging reports, and follow-up on overdue invoices.
Yes. For those responsibilities, I’d look for an , not necessarily a CPA. The SBA specifically lists accounts receivable, accounts payable, cash management, and bank reconciliation among the functions a bookkeeper can handle.
Question: How do I get an experienced bookkeeper to manage my accounts payable, accounts receivable, and bank reconciliations?
If you use QuickBooks, quickbooks.intuit.com lets you search for accounting professionals and filter by services, industry, location, and software. QuickBooks says ProAdvisors are independent professionals, so you should still vet them yourself.
You can also use a freelance marketplace such as Upwork, where you can specify the accounting software, transaction volume, AP/AR responsibilities, reconciliation requirements, and reporting needs in the job posting.
Another route is asking your CPA, business attorney, banker, or other business owners for referrals. Xero similarly recommends referrals and checking a candidate's track record and references.
How I'd vet them
Don't hire solely from a résumé. Give the finalists a short practical interview/test.
Ask questions such as:
"Walk me through how you perform a monthly bank reconciliation from start to finish."
"What would you do if the reconciliation is off by $3,000?"
"How do you manage an AP aging report and make sure bills don't get paid twice?"
"How do you handle unapplied customer payments?"
"What does your month-end close checklist look like?"
"What reports will you send me every month?"
"What do you need from me, and what will you handle without asking me?"
"Can I speak with two current or former clients whose books you managed?"
I'd also give them a small anonymized reconciliation exercise. You're looking for whether they investigate discrepancies methodically rather than simply forcing the numbers to balance.
Put strong controls around the job
This is particularly important because the person will have access to your money and financial records.
I'd structure it so the bookkeeper can prepare bills and payments but doesn't have unrestricted authority to move money. For example:
Give them the minimum system permissions they actually need, and keep a separate person responsible for approving significant payments where practical.
What I'd expect to pay
Current published guidance puts routine bookkeeping anywhere from roughly $20–$50/hour or $200–$2,000/month, but the appropriate price varies substantially with transaction volume, complexity, cleanup requirements, and whether you're getting full AP/AR management rather than basic bookkeeping.
For your requirements, I'd ask candidates for a fixed monthly proposal based on your actual workload rather than comparing hourly rates alone.
A good job description
You could post something like this:
If you tell me your business type, approximate monthly revenue/transaction volume, accounting software, number of bank/credit-card accounts, and whether you want the person to actually prepare payments or only record them, I can help you determine what level of bookkeeper to hire, a reasonable monthly budget, and exactly where I'd look for candidates.
National Association of Certified Public Bookkeepers
Define your scope clearly by estimating your monthly volume (e.g., number of bills, invoices, and bank transactions) and listing the specific software you use (such as QuickBooks or Xero).
Decide on the engagement model by choosing whether you need a freelance contractor, a dedicated remote or local part-time employee, or an outsourced bookkeeping firm/agency.
Source candidates through specialized platforms like Upwork for independent contractors, industry-specific networking, or dedicated accounting marketplaces like AccountingDepartment.com for full-service teams.
Screen for crucial credentials by looking for certifications (like Certified Bookkeeper through the AIPB or Certified Public Bookkeeper through the NACPB ) and checking their proficiency in full-cycle accounting.
Conduct targeted interviews by asking situational questions about how they handle discrepancies in bank reconciliations, vendor aging reports, or chasing overdue accounts receivable without alienating clients.
Test practical skills by giving candidates a small, anonymized test scenario involving a bank reconciliation or an invoice matching exercise to verify their accuracy and speed before signing a contract.
Onboard securely by granting restricted, role-based access to your financial software and bank feeds, and establish a clear routine for document sharing and monthly close timelines.
If you'd like, let me know:
Your approximate transaction volume per month
Whether you prefer a freelance individual or a full-service firm
Your current accounting software stack
I can help you outline an interview questionnaire or test task tailored to your business.
You can hire an experienced bookkeeper to manage your accounts payable, accounts receivable, and bank reconciliations by identifying your exact operational scope, choosing between a freelance professional, a local bookkeeping firm, or a virtual bookkeeping agency, and vetting candidates on specialized hiring platforms.
Managing daily financial workflows requires finding someone proficient in your specific accounting technology stack (such as QuickBooks or Xero ) and experienced in full-cycle transactional work.
Steps to Hire an Experienced Bookkeeper
Define Your Scope and Volume : Document your monthly transaction volume, number of vendor bills (AP), customer invoices (AR), and bank accounts to reconcile. This helps you estimate whether you need a part-time freelancer (5–10 hours a week) or a full-time specialist.
Choose the Hiring Channel : Decide how you want to source the talent:
Freelance Platforms : Use sites like Upwork or ProMatcher to find independent contractors.
Virtual Bookkeeping Services : Partner with outsourced firms like Bench or Pilot for managed teams.
Professional Networks : Search the American Institute of Professional Bookkeepers (AIPB) or the National Association of Certified Public Bookkeepers (NACPB) directories for certified local professionals.
Screen for Core Competencies : During interviews, verify their direct experience with:
Accounts Receivable (AR) : Generating customer invoices, tracking aging reports, and following up on overdue balances.
Bank Reconciliations : Matching ledger entries against monthly bank and credit card statements.
Test Practical Skills : Give candidates a small, simulated test or ask detailed scenario-based questions about how they handle discrepancies between subledgers and general ledgers.
Set Up Security and Access : Provide role-based, least-privilege access to your bank accounts (view-only or dual-authorization payment controls) and your core accounting software.
If you'd like, let me know:
Your monthly transaction volume or number of bills/invoices
Your current accounting software (e.g., QuickBooks Online, Xero)
I can recommend the most cost-effective hiring route for your business size.
If you want someone to actually take ownership of AP, AR, and bank reconciliations, I’d look for a full-charge bookkeeper or outsourced bookkeeping firm, rather than a basic data-entry bookkeeper.
Accounts receivable: create/send invoices, apply customer payments, maintain A/R aging, follow up on overdue balances.
Bank/credit-card reconciliations: reconcile every account monthly and investigate discrepancies.
Month-end close: review the books and deliver a P&L, balance sheet, and A/R/A/P aging reports.
QuickBooks: if that's what you use, require strong QuickBooks Online experience.
Controls: you should retain approval authority for payments rather than giving a bookkeeper unrestricted control over your bank account.
For example, Phoenix-area firms currently advertise essentially this complete scope. Duran Business Group lists AP/AR, bank reconciliations and financial statements; ASK Accounting lists AP/AR and bank reconciliations; and The BookEase lists AP, AR, reconciliations and QuickBooks management.
Where I'd look
You have three practical options:
Local outsourced bookkeeping firm — good if you want continuity and backup coverage.
Independent experienced bookkeeper — potentially more personalized and often simpler for a smaller business.
Remote bookkeeper through a marketplace — gives you a larger candidate pool; current Arizona listings on Upwork include candidates advertising AP, AR, bank reconciliation and QuickBooks experience.
If you're in the Phoenix area, examples worth contacting for an initial comparison include Duran Business Group and Kramer Public Accounting Group, P.C.. Both advertise bookkeeping services covering the functions you're describing.
How I'd interview them
Give each candidate the same five questions:
"How many businesses do you currently handle that have both AP and AR?"
"Walk me through exactly how you perform a monthly bank reconciliation."
"How do you prevent duplicate payments and unauthorized payments?"
"What does your month-end close process look like?"
"Can you provide two references from current or recent business clients?"
Then ask them to explain how they would take over your books during the first 30 days. An experienced bookkeeper should be able to give you a concrete transition plan rather than simply saying they'll "keep the books up to date."
A good arrangement
I'd generally structure it as:
Bookkeeper: handles day-to-day bookkeeping, AP, AR, reconciliations and month-end close.
You/manager: approve bills and payments.
CPA/tax professional: reviews financials and handles tax compliance/planning.
That separation gives you someone managing the accounting without putting the same person in complete control of the company's cash.
If you tell me your approximate monthly transaction volume, accounting software (e.g. QuickBooks Online), number of bank accounts, and whether you want someone local or remote, I can narrow this down to the type of bookkeeper you should hire and what you should expect to pay.
Hiring an experienced bookkeeper to handle your core financial workflows—accounts payable (AP), accounts receivable (AR), and bank reconciliations—comes down to choosing the right engagement model (freelance, dedicated outsourced firm, or direct hire) and knowing what to screen for.
Here is a step-by-step roadmap to finding and securing the right person or firm for your books:
1. Choose Your Engagement Model
Freelance / Independent Contractors: Great for part-time, hourly, or project-based work. You can find vetted talent on platforms like Upwork or Fiverr Pro.
Outsourced Bookkeeping Firms: Agencies provide dedicated bookkeepers who plug into your software stack (like QuickBooks, Xero, or NetSuite) under corporate SLAs. This offers coverage if your specific bookkeeper goes on vacation.
Full-Time / Part-Time Employee: Best if your transaction volume requires 20+ hours a week of on-site or deeply integrated internal controls. Source these via LinkedIn, local recruiters, or specialized talent networks.
2. Define the Scope and Tech Stack
Clearly outline your requirements before writing a job post or interviewing:
Software Proficiency: Specify your exact accounting tools (e.g., QuickBooks Online, Xero, Sage) and any AP/AR automation tools you use (like Bill.com or Melio).
Volume & Cadence: Estimate your monthly transaction volume (number of bank/credit card lines, vendor bills, and customer invoices) and how often you need reconciliations done (weekly vs. monthly).
3. Screen for Core Competencies
During the interview or proposal stage, test or ask about their specific experience with your three pillars:
Accounts Payable: Ask how they handle vendor verification, prevent duplicate payments, and manage cash flow timing for disbursements.
Accounts Receivable: Inquire about their process for following up on aging invoices, minimizing DSO (Days Sales Outstanding), and recording customer deposits.
Bank Reconciliations: Look for a methodical approach to matching uncleared checks, investigating discrepancies, and handling merchant fee allocations.
4. Verify Credentials and References
Check for certifications like Certified Bookkeeper (AIPB) or QuickBooks ProAdvisor.
Always conduct a reference check with past clients or employers, specifically asking about their timeliness, accuracy, and communication style.
If you'd like to narrow this down, tell me:
Are you looking for a freelancer, an agency, or a direct employee?
The easiest way is to hire a fractional/outsourced bookkeeper with several years of hands-on experience, rather than a general administrative assistant who happens to know QuickBooks.
Bank reconciliations: monthly reconciliation of every bank/credit-card account, investigation of discrepancies, and correcting entries.
Month-end close: accruals, adjusting entries, A/R and A/P aging, and producing a clean trial balance.
Your accounting software: particularly the exact version/platform you use.
Internal controls: separation of invoice approval, payment authorization, and bank access is important. AIPB's Certified Bookkeeper curriculum specifically includes bank reconciliation and fraud/internal-control procedures.
For credentials, AIPB Certified Bookkeeper (CB) or NACPB Certified Public Bookkeeper (CPB) are useful signals, but I would still put actual experience with your type of business ahead of a certification alone. AIPB's CB designation requires documented experience in addition to passing its exam; NACPB's CPB licensing likewise includes experience requirements.
Where I'd look
Search for "fractional bookkeeper," "outsourced bookkeeping firm," or "senior bookkeeper" rather than simply "bookkeeper." You can also look through professional organizations such as aipb.org and nacpb.org.
A small bookkeeping firm can be particularly attractive because you aren't dependent on one person being available every month.
Interview them with a practical test
Ask:
"I need someone to take ownership of A/P, A/R and monthly bank reconciliations. Walk me through exactly how you would take over an existing set of books that may have unreconciled transactions and outstanding invoices."
Then ask:
How many businesses have you personally handled from transaction entry through month-end close?
How many bank and credit-card accounts have you reconciled simultaneously?
How do you investigate an unreconciled difference?
How do you handle old outstanding checks and unpaid customer invoices?
How do you prevent duplicate vendor payments?
What reports will I receive each month?
Who has access to my bank account, and who approves payments?
Can you provide two business references?
Who covers for you when you're unavailable?
What exactly is included in your monthly fee?
Give the finalist a small paid cleanup/test project before handing over the entire accounting function. For example, provide one month's bank statement, A/R aging and A/P aging and ask them to explain what they would reconcile or investigate. This reveals considerably more than an interview.
Set up the engagement correctly
I'd structure the arrangement around specific deliverables:
Every week
Enter/process bills and customer payments.
Keep A/P and A/R current.
Flag overdue receivables and unusual transactions.
Prepare payments for your approval.
Every month
Reconcile every bank and credit-card account.
Review A/P and A/R aging.
Investigate unreconciled items.
Post necessary adjusting entries.
Deliver a month-end financial package.
You retain
Final approval of payments.
Bank ownership/admin privileges.
Authority over new vendors and unusual transactions.
That last point matters: don't give a bookkeeper unrestricted ability to create a vendor, approve an invoice, and release the payment without another level of review.
If you tell me your approximate monthly transaction volume, accounting software (e.g. QuickBooks Online), number of bank/credit-card accounts, and whether you want someone local or remote, I can help you determine the right type of bookkeeper and a reasonable hiring/fee structure.
That last point matters: don't give a bookkeeper unrestricted ability to create a vendor, approve an invoice, and release the payment without another level of review.
If you tell me your approximate monthly transaction volume, accounting software (e.g. QuickBooks Online), number of bank/credit-card accounts, and whether you want someone local or remote, I can help you determine the right type of bookkeeper and a reasonable hiring/fee structure.
The best approach is to hire a full-cycle bookkeeper, rather than someone who only does data entry. You want someone who can own AP, AR, reconciliations, and month-end close and can explain discrepancies when something doesn't tie.
1. Define the job clearly
Look for someone experienced with:
Accounts payable: entering bills, tracking due dates, preparing payments for approval, reconciling vendor statements.
Accounts receivable: invoicing customers, applying payments, monitoring aging, and following up on overdue balances.
Bank/credit-card reconciliations: ideally monthly, or weekly if transaction volume is high.
Month-end close: reviewing AP/AR, unreconciled transactions, P&L and balance sheet, and producing a monthly financial package.
Your accounting software: particularly QuickBooks Online or Xero.
Communication: they should proactively flag unusual transactions rather than simply forcing everything to reconcile.
Those responsibilities closely match what current bookkeeping roles are asking for.
2. Where I'd look
You have three good options:
Independent bookkeeper: Often the best value if you need 5–20 hours/week.
Bookkeeping firm: Better if you want backup coverage, standardized processes, and potentially more sophisticated accounting support.
Freelance marketplace:upwork.com is useful for quickly comparing candidates. Current listings show experienced bookkeepers handling exactly this combination of AP, AR, reconciliations, and QuickBooks.
For a small or midsize business, I'd initially favor a high-quality part-time bookkeeper on an ongoing monthly engagement rather than hiring a full-time employee.
3. Screen them with practical questions
Don't rely on a résumé alone. Ask:
"How many businesses similar to mine do you currently or previously handle?"
"What exactly do you do during a monthly bank reconciliation?"
"If the bank doesn't reconcile to QuickBooks, walk me through how you investigate it."
"How do you manage overdue AR?"
"How do you prevent duplicate vendor payments?"
"What reports will I receive every month?"
"Can you give me an example of a bookkeeping problem you discovered and corrected?"
"Will you communicate directly with my CPA/tax preparer?"
A particularly good candidate should be able to discuss unapplied payments, duplicate transactions, outstanding checks/deposits, vendor/customer balances, and reconciliation discrepancies rather than just saying they know QuickBooks.
4. Give them a small paid test
This is probably the best way to separate an experienced bookkeeper from a mediocre one.
Give the finalist a handful of anonymized transactions and ask them to:
Reconcile a sample bank statement.
Identify 3–5 potential errors.
Categorize several transactions.
Explain an AP discrepancy.
Explain an AR discrepancy.
Produce a basic P&L or reconciliation summary.
You're testing judgment, not typing speed.
5. Protect your business
Even if they're trustworthy, don't give a bookkeeper unrestricted authority to move money.
I'd structure it so the bookkeeper can prepare bills, invoices, payment batches, and reconciliations, but you or another authorized person approves actual payments/transfers. Give them their own accounting-system login rather than sharing yours.
6. What I'd put in the job posting
You can advertise it as:
Experienced Full-Cycle Bookkeeper — AP, AR & Bank Reconciliation
We're looking for an experienced bookkeeper to take ownership of our day-to-day bookkeeping, including accounts payable, accounts receivable, bank and credit-card reconciliations, transaction review, and month-end close.
The ideal candidate has strong hands-on experience with [QuickBooks Online/Xero], understands double-entry bookkeeping, can independently investigate discrepancies, and communicates clearly when something doesn't look right.
Responsibilities include vendor bills and payments, customer invoicing and collections tracking, payment application, bank and credit-card reconciliations, AP/AR aging, monthly financial reporting, and maintaining clean, accurate books.
We're looking for someone who can become a long-term partner to the business—not someone who simply categorizes transactions and moves on.
Please provide your relevant experience, accounting software experience, industries you've worked with, availability, hourly/monthly rate, and an example of a reconciliation problem you've identified and resolved.
QuickBooks' own hiring guidance similarly recommends specifying the responsibilities, software requirements, certifications, work arrangement, expected hours, and compensation when recruiting a bookkeeper.
If you tell me your approximate monthly transaction volume, accounting software (e.g. QuickBooks), industry, and whether you want someone local or remote, I can help you determine the right type of bookkeeper, expected cost, and where I'd recruit them.
QuickBooks' own hiring guidance similarly recommends specifying the responsibilities, software requirements, certifications, work arrangement, expected hours, and compensation when recruiting a bookkeeper.
You can hire an experienced bookkeeper by defining your exact transaction volume, choosing between a specialized virtual bookkeeping firm or a freelance marketplace, and vetting candidates for software proficiency and industry experience.
Steps to Hire an Experienced Bookkeeper
Audit your current volume and software stack : Count your average monthly vendor bills (accounts payable), customer invoices (accounts receivable), and bank/credit card feeds. Identify your core accounting platform, such as QuickBooks Online or Xero.
Choose your hiring channel:
Virtual Bookkeeping Firms : Companies like 1-800Accountant or dedicated fractional bookkeeping agencies provide vetted professionals with built-in supervision and redundancy.
Freelance Platforms : Platforms like Upwork or Remote.com allow you to interview individual contractors directly.
Local CPA Referrals : Ask a local certified public accountant for trusted independent bookkeepers they frequently collaborate with.
Screen for essential competencies:
Technical Skills : Verify hands-on experience matching bank feeds, executing reconciliations, and managing aging AP/AR reports.
Certifications : Look for certified credentials such as a QuickBooks ProAdvisor or Xero Certified Advisor.
Conduct a practical test or trial : Provide a redacted, anonymized sample task or conduct a short paid test project involving a mock bank reconciliation or invoice aging categorization to validate their speed and accuracy.
If you want to narrow down your approach, tell me:
Is your business cash-basis or accrual-basis?
Roughly how many transactions or invoices do you process each month?
I can help you estimate the right budget and tell you what specific interview questions to ask.
Look for someone who can own the process end-to-end:
Accounts payable: enter bills, maintain vendor records, schedule payments, and track outstanding payables.
Accounts receivable: issue invoices, apply customer payments, monitor aging, and follow up on overdue balances.
Bank/credit-card reconciliations: reconcile every account monthly—or weekly if transaction volume is high—and investigate discrepancies.
Month-end close: ensure transactions are categorized correctly and books are closed on a consistent schedule.
Reporting: provide a monthly P&L, balance sheet, AR/AP aging, and reconciliation summary.
Accounting software: if you're on QuickBooks, prioritize someone with current QuickBooks Online certification. QuickBooks maintains a directory where you can filter professionals by industry, services, and software.
Don't just ask, "How many years have you been bookkeeping?" Give them a short scenario:
"We have approximately ___ transactions per month, ___ bank/credit-card accounts, ___ customers, and ___ vendors. Walk me through how you would take over our AP, AR, and monthly bank reconciliations."
A strong candidate should be able to explain their workflow, controls, deadlines, reports, and what they need from you without you having to teach them bookkeeping.
I'd also ask:
What industries do you currently support?
How many clients similar to us do you handle?
Who actually does the work—you or a junior employee?
What does your month-end close process look like?
How do you handle unreconciled transactions and old outstanding checks/invoices?
What reports will I receive each month?
How quickly can you respond when something needs attention?
Can you provide two current-client references?
Are you QuickBooks Online certified, if applicable?
What are your fees—fixed monthly, hourly, or based on transaction volume?
QuickBooks notes that certification demonstrates proficiency but isn't equivalent to a business degree, so I'd treat certification as a screening criterion, not proof of experience.
Put controls around the relationship
This is particularly important because your bookkeeper will have access to sensitive financial information.
I would not give the bookkeeper unrestricted authority to move money. Ideally:
They prepare bills/payments; you approve payments.
They can reconcile bank accounts but shouldn't be able to alter bank statements.
You retain ownership/admin access to the accounting system.
Use separate user accounts and appropriate permissions.
Have the bookkeeper document unusual transactions rather than simply "fixing" them.
Require monthly financial reports and reconciliation sign-offs.
Where to find one
If you're in the Chicago area, QuickBooks currently has a directory of local ProAdvisors, including professionals offering bookkeeping services.
You can also find a good candidate through referrals from your CPA, business attorney, banker, or other business owners. For a business with meaningful transaction volume, I'd interview 3–5 candidates and give the winner a paid trial/transition period rather than committing immediately to a long contract.
If you tell me what kind of business you have, approximate monthly transaction volume, whether you're using QuickBooks, and whether you want someone local or remote, I can narrow this down to the type of bookkeeper you should hire, what a reasonable fee structure looks like, and where I'd look for candidates.
Finding an experienced bookkeeper to handle your core financial workflows requires a mix of defining your exact needs, choosing the right sourcing channel, and vetting properly. Here is how to approach it step-by-step:
Define the Scope of Work
Accounts Payable (AP) : Decide if you need invoice entry, vendor communication, approval workflows, and payment scheduling using tools like QBO or Bill.com.
Accounts Receivable (AR) : Specify whether this includes invoicing customers, tracking aging reports, sending payment reminders, or processing collections.
Bank Reconciliations : State the volume of monthly transactions and the number of bank/credit card accounts that need matching.
Software Requirements : List the exact platforms you use (e.g., QuickBooks Online, Xero, Stripe, Shopify).
Choose Where to Source
Freelance Platforms : Use Upwork or Fiverr Pro to find independent contractors ranging from part-time hourly to dedicated remote support.
Specialized Bookkeeping Services : Partner with virtual bookkeeping firms like Bench or Bookkeeper.com if you prefer a managed team approach over an individual hire.
Professional Networks : Search the National Association of Certified Public Bookkeepers (NACPB) directory or LinkedIn for certified local or remote professionals.
Referrals : Ask your CPA or business network for trusted independent bookkeepers they already work with.
Screen and Interview Candidates
Verify Certifications : Look for credentials like Certified Public Bookkeeper (CPB) or QuickBooks ProAdvisor status.
Test Practical Skills : Ask how they handle specific scenarios, such as unmatching bank feeds, reconciling merchant accounts with processing fees, or aging AR collection strategies.
Check References : Request at least two references from current or past clients with similar transaction volumes.
Onboard and Set Controls
Access Control : Provide role-based or accountant-level access to your financial software without giving away primary bank administration rights.
Establish Routine : Set a cadence for weekly AP/AR updates and monthly reconciliations.
Secure Document Sharing : Use encrypted portals (like Hubdoc or Google Workspace) for sharing sensitive bank statements and receipts.
Would you like help writing a job description or drafting interview questions tailored to your specific business size and transaction volume?
Follow how AI answers questions like this in Outsourced Bookkeeping Services.
QuickBooks Online or
Xero.
