Hiring and managing a bookkeeping team can be a game-changer for your business.
But it can also be a challenge—especially if you’re used to doing everything yourself.
How do you effectively communicate with your team, set expectations, and create a system that works for everyone?
If you’ve ever felt overwhelmed by delegating tasks or struggled with onboarding new team members, you’re not alone.
This guide will walk you through best practices for managing a bookkeeping team, including how to set clear expectations, communicate effectively, and ensure your team has the support they need to thrive.
Know What You Need Before Hiring
Before bringing someone onto your team, you need to be crystal clear about what you need help with.
Hiring someone without a clear plan can lead to miscommunication, frustration, and inefficiency.
How to Define Your Needs
Start by asking yourself:
- What tasks do I need help with? (e.g., bank reconciliations, payroll, admin tasks)
- Do I need a full-time employee, a part-time contractor, or occasional help?
- What skills and software knowledge should they have?
- Do I need someone proactive, or do I prefer someone who follows a set process?
A good rule of thumb is to hire for what you need now, not what you “might” need later.
Create an Onboarding Process
A strong onboarding process helps new team members integrate faster and feel confident in their roles.
What to Include in Your Onboarding Plan
- 📝 A Welcome Document: Introduce your business, your mission, and what you expect from your team.
- 📌 A List of Tools & Logins: Provide access to QuickBooks, Slack, Google Drive, or any software they’ll need.
- ✅ Clear Task Expectations: Explain the specific tasks they’ll be handling and how they should be done.
Pro Tip: Consider recording walkthrough videos of your processes so team members can rewatch instructions as needed.
One bookkeeper I know created an onboarding document in Canva that detailed everything from the business’s core values to the specific accounting software they use. It was so well-organized that it made new hires excited to work with her.
If you don’t have something like this yet, start simple: write out a few key details and refine it over time.
Set Clear Expectations
When managing a bookkeeping team, your expectations should be clear and well-communicated—not assumed.
Things to Communicate Upfront
- Work Hours & Availability: Do they need to be online during specific hours, or can they work on their own schedule?
- Turnaround Time for Tasks: How quickly do you expect work to be completed?
- Communication Preferences: Should they check in daily, weekly, or only when needed?
- Collaboration Expectations: Do you want them to proactively suggest improvements or simply follow instructions?
If you don’t set clear expectations, you risk frustration on both sides—especially if a team member isn’t delivering work the way you envisioned.
Use the Right Communication Tools
Good communication is important when managing a bookkeeping team—especially if you work remotely.
Here are some popular tools for staying connected:
- Slack – Great for quick team messages and file sharing.
- Google Chat – A simple alternative to Slack for Google users.
- Trello or ClickUp – Useful for assigning tasks and tracking progress.
- Loom – Record video walkthroughs instead of sending long emails.
The Power of Video Calls & Recordings
While chat tools are useful, video calls help build relationships and clarify expectations.
Pro Tip: Record team calls so your employees can revisit instructions later instead of asking the same questions multiple times. You can even use Otter.ai to generate transcripts for easy reference.
Encourage Team Support & Collaboration
Managing a bookkeeping team isn’t just about giving instructions—it’s about creating an environment where team members feel supported and empowered.
Ways to Foster a Supportive Team Culture
- Encourage team members to ask questions instead of guessing.
- Have a dedicated “help” channel in Slack or Google Chat.
- Acknowledge good work—a quick “thank you,” or shoutout goes a long way.
- Set up a knowledge base with common bookkeeping FAQs and guides.
Your team will do their best work when they feel supported and valued.
Handle Performance Issues Proactively
Even with clear expectations, sometimes things don’t go as planned. Maybe a team member keeps missing deadlines or isn’t following instructions correctly.
How to Handle It Professionally
- Communicate early – Don’t wait until it becomes a bigger issue.
- Give specific feedback – Instead of saying, “Your work isn’t up to par,” say, “I noticed the bank reconciliations were incomplete. Let’s go over how to double-check them.”
- Ask for their input – Sometimes, inefficiencies come from unclear instructions rather than poor work ethic.
One common mistake business owners make is venting about an employee to other team members instead of addressing the issue directly. Talk to the person involved, not around them.
If the situation doesn’t improve after multiple discussions, it may be time to reconsider their fit on your team.
Be Flexible and Adapt Over Time
Your team’s needs and your approach to managing them will evolve.
It’s Okay If:
- You don’t have perfect systems in place yet. You can build them as you go.
- Your team structure changes over time as your business grows.
- You learn through trial and error—every manager refines their style over time.
What’s NOT Okay:
- Expecting people to work for free or at unreasonably low wages.
- Assuming your team can read your mind—you have to communicate expectations.
- Getting frustrated without addressing issues directly.
The more thoughtful and intentional you are in managing a bookkeeping team, the smoother your business will run.
Final Thoughts on Managing a Bookkeeping Team
Building a strong bookkeeping team takes clear expectations, open communication, and a willingness to adapt. When you set your team up for success, they’ll help your business grow and run more efficiently.
Key Takeaways:
- Know what you need before hiring—don’t hire without a plan.
- Create an onboarding process to help new hires adjust quickly.
- Set clear expectations around availability, tasks, and communication.
- Use the right tools (Slack, Trello, Loom) to streamline communication.
- Encourage team collaboration so everyone feels supported.
- Handle performance issues professionally—be proactive, not reactive.
- Be flexible and adapt as your business evolves.
Managing a bookkeeping team isn’t just about hiring the right people—it’s about supporting them in a way that allows everyone to thrive.
Have you built a bookkeeping team? What has worked well for you? Join the discussion in Gentle Frog’s Bookkeeping Lily Pad Facebook group, and let us know how your team is growing!
