When building a bookkeeping business, we sometimes forget it will involve some awkward moments. 
One of those that every bookkeeper we know has experienced is when a client tells you that they feel you’re charging them too much, and they’re wondering if it might be time to look for someone “more affordable.”
And we get it. Every business wants to manage costs. But here’s something we don’t say often enough:
The issue usually isn’t the bookkeeper’s hourly rate — it’s the hours that shouldn’t need to be spent in the first place.
When bookkeeping feels expensive, it’s more often than not down to the processes behind the numbers not working. Missing paperwork. Inconsistent information. Merchant accounts with unclear fees. Or even more unclear payment references! A supplier whose invoices need to be treated differently (resale vs. not) — but no note of that anywhere.
So what happens then? We spend hours going back and forth asking for clarification, fixing avoidable errors, or figuring out what happened long after the transaction took place. None of it is value-added work, but it does take time, and that time will show on the invoice.
Bookkeepers Aren’t Magicians — We’re Interpreters
We don’t just do the data entry. We interpret what all those numbers mean based on what you’ve told us. So when the information is incomplete or unclear, we’re left guessing or chasing — and both are time consuming. Or more directly – expensive.
Take automation tools like AutoEntry, for example. They’re fantastic at reducing manual entry, but they’re not perfect. This particular one doesn’t have a built-in way to mark invoices for resale, which creates issues with VAT return.
That’s why we developed a clever add-on, like Purchase Invoice Fix in our SortMyBooks cloud accounting software, where we can define a supplier and a time period — and all invoices during that time will automatically be flagged for resale. No guesswork. No repeated manual edits.
And the best part is – they’re not just for us as bookkeepers, but for our clients even more so!
Here’s what happens when you get your client onboard with AutoEntry:
- Back-and-forth emails about missing receipts stop.
- Scanning them on the go will make their everyday work – flow.
- Visibility, accuracy, and speed is what they will see and appreciate.
- There won’t be any more gripe about the cost because they will feel the value almost immediately.
Clients love an app that makes their life easier. Explaining your clients how it helps them isn’t a hard sell – it’s a better service.
Better Processes Help Everyone
We know business owners are busy. You’re wearing many different hats and trying to make sense of finance systems that weren’t built with you in mind.
However, clear documentation, defined and easy-to-follow workflows, and agreed-upon handling of things like Stripe, PayPal, and SumUp can save you real money — not by cutting your bookkeeper’s rate, but by reducing the hours they spend solving the same problems each month. Bookkeeping processes are there to help and simplify meaning, even the smallest tweaks could make a huge difference down the line.
Communication Is the Cornerstone
At the heart of it all is communication. When you and your bookkeeper talk — when you both understand the tools, the quirks of your business, and your expectations — things just run smoother.
You get better reports. We get to spend time on what actually matters: helping you understand your numbers and make confident decisions.
If you’ve ever felt your bookkeeping bill was creeping higher than it should, Let’s Chat. We don’t need to cut corners — we need to cut confusion.
Kind regards,
Aileen @ Professional Bookkeepers Academy
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