When your bookkeeping business starts growing, you reach a point where you can’t do everything alone.
Maybe your client list is expanding, or your administrative tasks are piling up.
But when it comes to hiring help, who should you hire first?
Should you bring on another bookkeeper to take over client work?
Or should you hire an administrative assistant to keep things running behind the scenes?
If you’re feeling stuck, you’re not alone.
Many bookkeepers struggle with knowing when and who to hire first.
In this post, we’ll break down the pros and cons of different hiring choices, help you figure out what’s best for your business, and share real-world insights into hiring for bookkeepers.
Do You Really Need to Hire Yet?
Before making your first hire, ask yourself:
- Do I consistently have more work than I can handle
- Am I spending too much time on admin tasks instead of client work?
- Would hiring someone allow me to take on more clients and increase revenue?
If your workload is seasonal or unpredictable, outsourcing specific tasks on a contract basis might be a better first step before committing to a full-time hire.
But if you’re consistently overwhelmed and find yourself turning away clients, it’s time to start hiring.
Should Your First Hire Be a Bookkeeper or an Admin?
When hiring for bookkeepers, the two most common first hires are:
- A bookkeeper to help with client work
- An admin to handle the operational side of your business
Option 1: Hiring a Bookkeeper First
Hiring another bookkeeper is the right choice if:
- You want to take on more clients but don’t have the capacity.
- Client work is taking up all your time, leaving you no room for business growth.
- You have strong bookkeeping knowledge and can oversee quality control.
However, this option comes with challenges. Are you hiring someone experienced or a newbie?
- Hiring an experienced bookkeeper means they can jump right in, but they’ll cost more.
- Hiring a newer bookkeeper is more affordable but requires training and oversight.
Important: If you hire another bookkeeper, you must have a way to review their work. If you’re not confident checking for errors, it’s easy for mistakes to go unnoticed until they become major problems.
💡 Real-World Example: One bookkeeper hired a new subcontractor to help with client work but later discovered the books were a mess—bank accounts had negative balances, and transactions were miscategorized. The problem wasn’t that the new hire was bad; it was that there was no quality control system in place.
Option 2: Hiring an Admin First
Hiring an admin is the right choice if:
- You spend too much time on emails, scheduling, and follow-ups.
- You need help organizing your leads, invoices, and client communications.
- You want to focus on bookkeeping while someone else manages operations.
Many bookkeepers think their first hire should be another bookkeeper, but hiring an admin can free up hours of your time—without the complexity of training someone in bookkeeping.
An admin can help with:
- Managing your CRM (client relationship management tool)
- Tracking leads and following up on inquiries
- Scheduling meetings
- Responding to client emails
- Organizing documents
- Keeping track of deadlines
💡 Real-World Example: A bookkeeper hired an admin first, and it turned out to be the best investment she made. Her admin kept track of incoming leads, set reminders to follow up with prospects, and ensured no emails went unanswered.
The result? She had more time for client work and could generate more revenue without feeling overwhelmed.
Hiring an Experienced Bookkeeper vs. a Newbie
If you decide to hire a bookkeeper first, the next question is: Do you hire an experienced bookkeeper or someone new to the field?
Hiring an Experienced Bookkeeper
✅ Pros:
- Can jump in with minimal training
- Requires less oversight
- Can help improve processes and workflows
❌ Cons:
- Higher salary or hourly rate
- May have their own way of doing things (which might not match your workflow)
- Might be running their own business and leave when they get more clients
Hiring a Newer Bookkeeper
✅ Pros:
- More affordable
- Open to learning your processes
- May stay longer if they see growth opportunities
❌ Cons:
- Requires more training and supervision
- May take longer to become fully productive
- If you’re not confident in your own bookkeeping knowledge, you may struggle to train them properly
How to Set Up a Smooth Hiring Process
No matter who you hire first, you need to set them up for success.
Steps for a Successful Hire
- Define the Role Clearly – Create a detailed job description outlining their tasks and responsibilities.
- Use a Paid Trial Period – Before committing, start with a one-month trial to ensure they’re a good fit.
- Document Your Processes – Create SOPs (Standard Operating Procedures) so your new hire knows exactly what’s expected.
- Set Up Regular Check-Ins – Have weekly or biweekly meetings to provide feedback and answer questions.
- Establish a Review Process – If hiring a bookkeeper, create a system for reviewing their work to catch errors early.
Common Hiring Mistakes to Avoid
- Hiring without a clear plan – Don’t rush into hiring just because you’re overwhelmed. Make sure you know what tasks you need help with.
- Not budgeting for a hire – Factor in payroll, taxes, and any software or training costs before hiring.
- Skipping a background check – If your hire will have access to client financials, vet them thoroughly.
- Expecting perfection from day one – Every new hire has an adjustment period. Set realistic expectations.
Final Thoughts on Hiring for Bookkeepers
Deciding who to hire first is a big step in growing your bookkeeping business. The right choice depends on your specific needs and goals.
Key Takeaways:
- Hire a bookkeeper first if you need help with client work and can oversee quality control.
- Hire an admin first if operational tasks are slowing you down.
- If hiring a bookkeeper, decide between an experienced professional or a trainee.
- Set up a structured onboarding process to help your new hire succeed.
When done right, hiring for bookkeepers isn’t just about taking work off your plate—it’s about setting up your business for long-term growth and success.
What’s your experience with hiring for your bookkeeping business? Share your thoughts in Gentle Frog’s Bookkeeping Lily Pad Facebook group!
