How to Choose a Bookkeeper: A Straight-Talking Guide for Children’s Activity Providers

Written By Karen Taylor

Choosing a bookkeeper can feel like one of those grown-up business decisions we put off until something starts creaking in the background - usually the finances.

But here’s the thing: the right bookkeeper won’t just keep things tidy. They’ll help you actually understand what’s going on in your business. And that’s when you stop guessing and start growing.

So if you're wondering how to choose a bookkeeper who gets your business (especially one like yours in the children’s activity world), here’s what to look for - without the jargon.

1. Be Clear on What You Actually Need Help With

Before you start Googling bookkeepers or asking in business groups, take five minutes to get clear on what you want.

Bookkeeping isn’t just entering numbers into software. It can include:

  • Invoicing

  • Chasing payments

  • Reconciling bank transactions

  • Budgeting and cash flow support

  • Reporting that actually makes sense

Ask yourself:

  • Do I just want someone to keep the books in order?

  • Or do I want help understanding the bigger financial picture?

  • If I could ask a finance expert anything, what would I want to know?

Jot down what you’d love to hand over and what you wish you understood better. That list will help you find the right fit.

2. Choose Someone With the Right Skills (Not Just the Right Letters)

Yes, qualifications matter. But it’s more than that.

You want someone who gets your business. Someone who understands termly bookings, venue hire issues and the joys of juggling staff rotas.

Look for a bookkeeper who:

  • Is qualified and licensed with a professional body

  • Is insured (they’ll need this if they’re properly registered)

  • Understands your software (Xero, FreeAgent, etc.)

  • Understands your industry

  • Speaks your language - not accounting gibberish

  • Is proactive and solution-focused

Your bookkeeper will see all the inner workings of your business. Don’t just hire a number-cruncher. Choose someone you trust to be in your corner.

3. Ask Better Questions Than “How Much Do You Charge?”

Of course budget matters. But price is just one piece of the puzzle.

Instead of jumping straight to the cost, ask:

  • “Do you work with other clients in my industry?”

  • “How often will we communicate?”

  • “How would you handle any backlog or catch-up work?”

  • “Do you see any ways we could streamline our current setup?”

  • “How do you stay up to date with industry changes?”

You’re not just hiring for now - you’re hiring for where your business is going. So ask the kind of questions that get you real answers.

4. Pick Someone Who’s Still Learning

The financial world moves fast - tax rules change, software updates, and new tech emerges all the time.

You want a bookkeeper who’s on top of that, not one who’s stuck in 2012.

Ask them how they keep their knowledge fresh - whether it’s CPD, networking, or working with a mentor or coach. It’s a good sign if they’re always learning because it shows they’re serious about supporting your business with the most up-to-date advice.

5. Do a Bit of Sleuthing

You’ve found someone who sounds great? Do a little digging.

Check out:

  • Testimonials and case studies, ask for some if they don’t have any on their website

  • Google or LinkedIn reviews

  • Their social media - are they consistent and helpful?

And don’t ignore your gut. If something feels off, it probably is. If you feel reassured and understood, you’re onto something good.

6. Don’t Just Choose the Cheapest Option

We get it - cost matters, especially in children’s activity businesses where margins can be tight. But a cheap bookkeeper might cost you more in the long run.

A good bookkeeper will:

  • Save you hours

  • Help you avoid fines and fees

  • Spot things you’d miss

  • Give you back time to grow your business

If a quote seems high, ask what’s included. You might be surprised by how much value you’re getting.

Final Thoughts: How to Choose a Bookkeeper You Can Rely On

Choosing a bookkeeper shouldn’t be a game of chance.

Take a bit of time to figure out what you need, ask smart questions, and find someone who’s as committed to their growth as you are to yours.

A great bookkeeper isn’t just someone who files receipts. They’re someone who helps your business thrive.

E-mail us now on karen@pinklilyaccounting.co.uk to see how you can work with us.

Building a successful future, together. 

Karen Taylor
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Is Your Children's Activity Business Money-Smart? The Numbers That Really Matter