For example, say you are reviewing last month's accounts on a Sunday evening. To really cut the back-and-forth, you can ask your bookkeeper to reconcile the bank feed (i.e. match each bank line to a record), attach the receipt and flag anything unusual, and then publish the monthly report. The software you choose decides how much of that works without a phone call.
Key Takeaways
- Choose cloud software that your bookkeeper can open from anywhere with a login of their own.
- Bank feeds and reconciliation tools cut retyping, and the bookkeeper still reviews every match.
- Multi-currency matters if you bill or pay in other currencies, and it can depend on your plan.
- Check that the software connects to your payment processor, payroll service and point-of-sale system.
- Ask what migration help, training and support hours the vendor offers.
Core Accounting Functionality
A bookkeeper works from their own device, so the software should open in a browser and, ideally, on a phone. Multi-currency support matters if you bill or pay in other currencies, and it can depend on the plan. Xero's US pricing page lists it only on the Established plan (as of October 2026), so check what your own plan includes.
Automated reconciliation works through bank feeds. The software suggests a match for each bank line, and the bookkeeper confirms or corrects it. That saves typing and reduces slips, and it still needs a person who checks the matches against receipts and bills.
Cloud-Based Accessibility and Collaboration
Cloud software keeps the books on the vendor's servers instead of one computer, so you and your bookkeeper see the same figures at the same time. Our guide to virtual bookkeeping services explained shows how that works day to day. The features worth checking are these:
- Controlled access. Give the bookkeeper a personal login with only the permissions the job needs, and remove it when the work ends.
- Backups. Ask the vendor how it backs up your data and how you can export a full copy of your records.
- Mobile access. Check balances or approve a bill from your phone, if the vendor offers an app.
- Updates. The vendor handles software updates, so nobody schedules maintenance.
- Shared view. You and the bookkeeper look at one set of figures, so nobody works from an old spreadsheet.
Whichever package you choose, turn on two-step sign-in for every user, the bookkeeper's account included.
Scalable Solutions for Growing Businesses
As a business grows, so do its transactions, bank accounts and users. Look for software with plans that add users and features in steps, so you can move up without moving your records. The QuickBooks Online pricing page lists access for two accountants on Simple Start, Essentials and Plus and three on Advanced, on top of each plan's own users (as of October 2026), which suits an outside bookkeeper.
Switching platforms later can be costly, because you move history, retrain people and reconnect feeds. Accounting firms that resell bookkeeping under their own name face this with every client, and our explainer on white-label bookkeeping covers that model.
Smooth Integration With Third-Party Apps
Most accounting platforms connect to the tools a small business already uses. Ask the vendor which connections are built in and which need a paid add-on, and test each one with a sample transaction before you rely on it:
- Bank and card feeds. Transactions arrive automatically, so nobody types them.
- Payments and sales. Your payment processor or online store sends sales and fees into the books.
- Payroll. Payroll totals import as entries instead of being retyped.
- Receipts. A photo of each receipt attaches to the transaction it supports.
- Your own workflow. The software works with the file storage and task list your bookkeeper already uses.
Comprehensive Reporting and Analytics
Every month a business needs a profit and loss statement, a balance sheet and a cash flow statement. Check that the software produces all three, lets you filter by month and by department or location, and exports to a spreadsheet when your lender or CPA asks for one.
Dashboards help the owner see cash at a glance, and an audit log shows who changed what and when. The log matters most when two people work in the same file, so ask whether the software keeps one.
Dedicated Support and Training Resources
A bookkeeper who already knows the platform needs little help, but you still need support when a bank feed breaks. Our guide on how to find a reliable virtual bookkeeper covers choosing the person. For the software, ask about:
- Migration help. Ask whether the vendor or a partner helps import records from your old system.
- Training. Look for guides, videos and live sessions for new users.
- Support channels. Find out whether help comes by chat, email or phone, and during which hours.
- Vendor changes. Intuit's accountants page says QuickBooks Online Accountant retires on December 31, 2026 and points firms to Intuit Accountant Suite, so ask a bookkeeper who serves several clients what is changing.
Final Thought
It may take a month and a round of adjustments to get the setup just right. Be patient with the first reports, and stay focused on the few figures you need each month. If you'd like a bookkeeper who already works in your platform, book a free consultation and name the software.