If you’re a small business owner, freelancer, or startup founder, chances are you didn’t go into business to spend hours every month buried in spreadsheets and financial statements. That’s where outsourcing your bookkeeping — specifically through QuickBooks — becomes a smart move.

Whether you're overwhelmed by your growing financial records or simply want more time to focus on running your business, learning how to successfully outsource QuickBooks bookkeeping can free up your schedule and improve accuracy — but only if done right.

This guide is for first-time outsourcers who want to understand the process, avoid common mistakes, and set themselves up for success.

Why Outsource QuickBooks Bookkeeping?

Before we dive into how to do it, let’s look at why outsourcing bookkeeping makes sense, especially when using QuickBooks:

• Time savings: Bookkeeping is tedious and time-consuming. Outsourcing lets you focus on your core business activities.

• Cost-effective: Hiring an in-house bookkeeper is expensive. With outsourcing, you only pay for what you need.

• Expertise: A professional bookkeeper knows the ins and outs of QuickBooks and can help you avoid costly errors.

• Scalability: Your bookkeeping needs grow as your business grows. Outsourcing is flexible and easy to scale up or down.

Step 1: Understand What Bookkeeping Tasks You Need to Outsource

QuickBooks bookkeeping includes a variety of tasks. You need to know which parts you want help with. These may include:

• Categorizing and reconciling transactions

• Managing accounts payable and receivable

• Payroll data entry and syncing

• Preparing financial reports (P&L, balance sheet, cash flow)

• Bank and credit card reconciliation

• Generating tax-ready reports

👉 Tip: Make a list of tasks you currently do — or neglect — to identify where you need help the most.

Step 2: Choose the Right Version of QuickBooks

Most virtual bookkeepers prefer QuickBooks Online because it’s cloud-based and allows remote access. If you’re using QuickBooks Desktop, you might face limitations unless you set up remote access or consider migrating to the online version.

Why QuickBooks Online is better for outsourcing:

• Accessible from anywhere

• Easier to share with bookkeepers

• Seamless integration with apps

• Real-time collaboration

Step 3: Set Your Budget and Expectations

Prices for outsourced QuickBooks bookkeeping vary depending on:

• The complexity of your business

• Volume of monthly transactions

• Frequency of reporting

• Level of support required

Average monthly costs (2025):

• Freelancers: $300–$700/month

• Small bookkeeping firms: $500–$1,500/month

• Firms with CPA oversight: $1,500+/month

👉 Don’t choose solely on price. Focus on value, expertise, and communication.

Step 4: Find and Vet Potential Providers

There are thousands of freelancers, firms, and agencies offering to outsource QuickBooks bookkeeping services. Here’s how to narrow your options:

What to Look For:

• QuickBooks ProAdvisor certification

• Experience in your industry

• Positive client reviews or testimonials

• Clear pricing and scope of services

• Strong communication skills

• Secure technology and file-sharing tools

Where to Look:

• QuickBooks ProAdvisor directory

• LinkedIn

• Freelance platforms (Upwork, Fiverr, etc.)

• Referrals from other business owners

Step 5: Ask the Right Questions Before Hiring

Once you’ve found a few candidates, schedule interviews or consultations. Ask questions such as:

• What is your experience with QuickBooks?

• How do you typically communicate with clients?

• What file-sharing or security protocols do you use?

• How often will I receive financial reports?

• Do you have experience in my industry?

• Can you scale services as my business grows?

This helps you determine both technical skills and whether they’re a good fit for your communication style.

Step 6: Grant Access Safely

To let someone manage your QuickBooks account, you need to grant user access — but do it securely.

If you're using QuickBooks Online, you can:

1. Go to Manage Users in your settings

2. Invite your bookkeeper as a standard user

3. Set permissions (e.g., no access to payroll or bank accounts if not needed)

Never share your password directly. Use built-in access tools or secure password managers.

Also, consider using secure platforms like:

• Google Drive or Dropbox (with encryption)

• Hubdoc or Dext for document collection

• LastPass or 1Password for sharing credentials

Step 7: Set Clear Expectations and Communication Channels

A major key to success is consistent communication. Right from the beginning, define:

• Preferred communication method (email, Slack, phone)

• Reporting frequency (weekly, monthly, quarterly)

• Deadlines (e.g., when you’ll submit receipts)

• What’s included and what’s not in the agreement

Consider using tools like:

• Slack for ongoing conversations

• Google Sheets or Airtable for shared checklists

• ClickUp or Trello for recurring tasks and deadlines

Step 8: Start Small, Then Expand

It’s smart to begin with a trial period — like 1 to 3 months — before committing long term. This gives you both time to:

• Understand working styles

• Clarify expectations

• Identify any gaps or adjustments

As trust builds, you can add more services like payroll integration, accounts receivable follow-up, or more advanced reporting.

Step 9: Stay Involved (But Don’t Micromanage)

Just because you’re outsourcing doesn’t mean you’re hands-off. Good bookkeeping still requires your input.

Here’s how to stay involved:

• Review reports monthly

• Keep receipts and invoices organized

• Respond to questions or requests promptly

• Provide access to new accounts or integrations when needed

Your outsourced bookkeeper will do the heavy lifting — but your involvement ensures they stay accurate and aligned with your goals.

Step 10: Evaluate Performance Regularly

After 3 to 6 months, evaluate how the relationship is working:

• Are your books clean and current?

• Are you getting reports on time?

• Has financial visibility improved?

• Are you saving time and stress?

If the answer is yes — great! You’ve successfully outsourced QuickBooks bookkeeping. If not, talk to your provider and address the issues — or explore other options.

Final Thoughts

For first-timers, the idea of outsourcing bookkeeping can feel risky — but it doesn’t have to be. By following the steps above, asking the right questions, and staying involved, you can build a reliable system that gives you clarity, saves you time, and supports your business growth.

QuickBooks makes it easy to collaborate with remote professionals. When you outsource QuickBooks bookkeeping the right way, you gain peace of mind and reclaim hours of your week — so you can focus on what you do best.