What to Have Ready Before Hiring a Bookkeeper

When you spend your days working in the oilfields or running a service business, paperwork can quickly become an evening job. After 15 years in the oilfields as a MWD and DD consultant and self-employed 1099 contractor, I understand how easily records can fall behind a busy schedule.

If you’re considering bookkeeping help, start by gathering the information below. Treat this as a preparation guide, not a test you have to pass. Missing statements or unanswered questions are things I can help you identify during the review.

1. Tell me how your business works

Be ready to explain what you do, how customers pay you, and whether you work alone or have employees or contractors. Mention your business structure if you know it, such as a sole proprietorship, LLC, or business taxed as an S corporation.

A solo consultant sending a few invoices each month has different needs from a cleaning business collecting payments from many customers. This context helps me ask the right questions.

2. Make a list of your business accounts

List the checking accounts, credit cards, payment apps, and other accounts you use for business. For the initial conversation, account names and how you use them are enough. You don’t need to put account numbers into the consultation form.

If business and personal activity are mixed together, tell me. Don’t delete transactions or guess at categories just to make things look tidy before the review.

3. Identify the period that needs attention

Are you looking for ongoing monthly support, a few months of cleanup, or a review of an entire year? If you know when the accounts were last reconciled, make a note of it. If you don’t, that is useful to know too.

Bank and credit card statements for the relevant months will help with a detailed review. Keep receipts and invoices as well: statements show payments, while supporting records help explain what those payments were for. The IRS explains why supporting documents matter and identifies common business records to retain.

4. Know where your records currently live

Let me know whether you use QuickBooks Online, a spreadsheet, another program, or a folder of receipts. If you already use QuickBooks, I can guide you through arranging appropriate access for a review.

Never send your password or verification codes. Account access and document sharing should be arranged separately from the public consultation form.

5. Flag anything beyond everyday income and expenses

Mention outstanding customer invoices, unpaid bills, business loans, equipment purchases, payroll, or contractor payments. These can change the amount and type of work involved.

If you run owner-only payroll through ADP or another provider, tell me about that too. For an S corporation, let me know whether your tax professional has given you instructions for owner compensation or an accountable reimbursement plan. I can review the bookkeeping support needed around those arrangements.

6. Decide what you want help with first

You don’t need accounting terminology. “I want to stop spending Sundays sorting receipts,” “I don’t know what I’m actually earning,” or “My CPA keeps asking for records I can’t find” are useful starting points.

Also mention any deadline, such as a meeting with your CPA. I’ll review the scope before recommending a timetable or quoting for the work.

What happens after the first conversation?

I learn about your business, review the records and access needed for the proposed work, and identify the workload. Then I provide a personalized quote so you understand what is included before deciding to move forward.

Whether you’re in OKC, Norman, Noble, or elsewhere in central Oklahoma, the goal is the same: organized books and a clear working relationship with someone who understands your business.