What accounting software do you work with, and will I have my own access?

Your books are your data. Any professional bookkeeper should give you read access to your accounts at all times. Not just send you a monthly PDF. Confirm the software (Tally Prime, Zoho Books, QuickBooks), confirm you will have login credentials, and confirm what happens to your data if the engagement ends.

How do you handle GST compliance. Do you file returns or only record transactions?

There is a meaningful difference between a bookkeeper who records GST transactions and one who also files GSTR-1, GSTR-3B, and reconciles GSTR-2B every month. Clarify exactly what is in scope. If GST filing is not included, confirm who your CA is and how data flows from bookkeeper to CA.

What is your turnaround time for monthly reconciliation and reports?

Get a specific answer. Not 'by month end' but 'by the 10th of the following month.' Monthly P&L and bank reconciliation should be delivered within 10–15 days of the close of each month. If the bookkeeper cannot commit to a specific deadline, that is a warning sign.

How many clients are you currently managing, and what is the average transaction volume per client?

A bookkeeper managing 40 clients solo has a very different capacity than one managing 10. Understanding their current load helps you assess whether your accounts will get the attention they need, especially at month-end when all clients need their books closed simultaneously.

Can you provide two or three references from businesses similar to mine?

References from businesses in your industry and at your stage are more meaningful than generic testimonials. A bookkeeper who handles SaaS companies or e-commerce businesses has different competencies than one whose client base is traditional retail or manufacturing. Ask to speak with references. Not just receive contact details.

How do you handle TDS. Recording, depositing, and filing quarterly returns?

If your business deducts TDS (on contractor payments, rent, professional fees), clarify whether TDS compliance is in scope. TDS deposit deadlines (7th of the following month) and quarterly return filing (Form 26Q) are separate from GST compliance and are frequently overlooked in scope discussions.

What happens if there is a discrepancy between GSTR-2B and my purchase register?

This is not a hypothetical. GSTR-2B mismatches are extremely common. A competent bookkeeper should have a defined process: monthly reconciliation, flagging mismatches to you, and following up with suppliers who have not filed their returns. If they look blank at this question, reconsider.

How do you manage document storage and ensure all invoices and receipts are captured?

Lost invoices mean lost input tax credit and incomplete audit trails. Ask specifically how they collect documents. Email forwarding, a shared Drive folder, a mobile scanning app, or WhatsApp. And how they handle missing or incomplete invoices before month-end close.

What is your fee structure, and what happens if my transaction volume increases significantly?

Clarify whether fees are fixed monthly, variable by transaction count, or a combination. Understand what triggers a fee revision. Adding GST registration, crossing a transaction threshold, adding payroll management. Get this in writing so there are no surprises.

What is your notice period, and what will you hand over if we part ways?

A professional bookkeeper should be prepared to hand over your complete books, all source documents, and login credentials within a defined notice period (typically 15–30 days). If they are resistant to discussing offboarding, that should concern you.

Bookkeeping

10 Questions to Ask a Bookkeeper Before You Sign

The 10 questions every business owner should ask a bookkeeper before hiring. Covering software, turnaround time, GST experience, and red flags to watch for.

Ajsal Abbas

30 September 2025

6 min read

Quick summary

The 10 questions every business owner should ask a bookkeeper before hiring. Covering software, turnaround time, GST experience, and red flags to watch for.

Why these questions matter

Most bookkeeping disputes trace back to misaligned expectations set at the hiring stage. Asking the right questions upfront prevents the most common problems: missed GST deadlines, records delivered months late, wrong software, and no clarity on who does what. Use these questions in your first meeting with any bookkeeper before you pay a retainer.

The 10 questions

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