While majority of bookkeeping tasks tends to be repetitive, it does not necessarily guarantee error-free results. When mistakes become habitual and the bookkeeper does not make a conscious effort to correct, you are about to face a more serious problem with your business.
You might have dealt with more complex transactions that require a bookkeeper’s expertise, but you only paying fees and penalties because the bookkeeper did not finish the task you assigned. As a business owner, you need to remain vigilant so you can spot the mistake before it worsens.
Business owners are expected to have basic knowledge of bookkeeping or accounting to know what is going on with the transactions. If you do not know how to manage your money, you are not far from going broke eventually. You do not have to acquire the skills of your bookkeeper or accountant to fully understand the information they dish out. As you learn the ropes, you will begin to gain a basic understanding of how bookkeeping works.
Bookkeeper Problems and the Solutions
1. Not addressing the task at hand: The problem starts when your bookkeeper is habitually taking essential tasks for granted. When the tasks are not being addressed, it can either be due to limited time or inefficiency. This can be avoided by checking with your accountant how much time they estimate should be spent on a weekly basis in order to finish the task. You will also have to provide the right resources to ensure that the job is completed successfully. Make sure your bookkeeper keeps you abreast of the unfinished tasks regularly so you will know which work has been prioritised and which ones need extra attention. Being aware of the progress of the task you assigned will help you determine if your bookkeeper needs additional hours or resources.
2. Not recording or archiving: Your bookkeeper is required to keep all your invoices and receipts for legal purposes. In theory, receipts must be filed and archived between 5 and 10 years. This enables you to support your case in case you need to sue or you are sued. If your bookkeeper keeps on forgetting about filing or archiving essential receipts, you need to create a document filing system. It will also be a great idea to go paperless so you can save office-space. Choose a bookkeeper that will give you access to the information you require especially for tax filing.
3. Not coordinating with your accountant: The task of your bookkeeper differs from the task of your accountant, but this does not mean they cannot work together. In fact, if 90% of bookkeeping tasks are repetitive, the bookkeeper should collaborate with your accountant when dealing with 10% of complex tasks. When your bookkeeper is not coordinating with your accountant, it can result in various problems such as payroll and superannuation errors. Make sure a strong line of communication is enabled between your bookkeeper and accountant so both parties can complete tasks and prevent costly mistakes.