top of page
Search

A Complete Guide to Hiring the Right Accountant

  • Writer: DM Monticello
    DM Monticello
  • Jun 25
  • 7 min read

Hiring an accountant is one of the smartest investments you can make—whether you're growing a business or managing personal wealth. The right professional helps with accuracy, compliance, strategy, and growth. Here's how to find and hire the perfect match.


1. Why Hiring an Accountant Matters

Understanding the value is crucial before hiring:



2. Identify Your Needs First

Clarify what tasks you want the accountant to handle:

  • Basic bookkeeping: data entry, bank reconciliations

  • Monthly close/reporting: P&L, balance sheets

  • Tax services: filings, quarterly estimates

  • Payroll: payroll processing and tax filings

  • Advisory: budgeting, growth planning, compliance support

Startups, for example, may prioritize financial forecasting and compliance, while freelancers may need quarterly tax planning and mileage tracking.



3. Choose the Right Type: Bookkeeper vs. Accountant vs. CPA

Different credentials fit different needs:

Role

Best for...

Qualifications

Bookkeeper

Day-to-day financial data management

No license required

Accountant

Financial statements & medium-level analysis

Degree or equivalent

CPA (Certified)

Complex reporting, audits, and tax strategy

State-licensed & exam-qualified

EA (Enrolled Agent)

IRS representation and tax preparation

IRS-certified

Virtual CFO

Strategic leadership across finances

Extensive expertise

Choose based on task complexity and required credentials.



4. Create a Clear Job Description

Define scope, qualifications, and expectations in your listing:

Include:



5. Source Candidates or Firms

Explore these channels:



6. Prepare Well for Interviews

Ask questions to test knowledge, communication, and fit:

  1. Qualifications & experience

    • Are you a licensed CPA or EA?

    • What industries do you specialize in?

  2. Technical skills

    • Which accounting software are you comfortable with?

    • How do you keep data secure?

  3. Business understanding

    • Have you worked with businesses like mine?

    • How would you forecast cash flow for my operation?

  4. Process & support

    • Describe your month-end close workflow.

    • How do you handle client communication and deadlines?

  5. Fees and billing

    • Do you charge hourly or fixed-fee?

    • What services does that cover?

  6. References

    • Can I speak to two clients you currently service?



7. Evaluate Candidates Fairly

Compare responses on:

  • Credibility and certifications

  • Tech and process knowledge

  • Industry familiarity

  • Communication style and availability

  • Fee clarity and scope coverage



8. Negotiate Scope, Pricing & Terms

Agree on:

  • Deliverables (reports, filings, reviews)

  • Timeline (monthly, quarterly, annually)

  • Fees (hourly, fixed, retainer)

  • Tech access (cloud tools, security protocols)

  • Term and exit terms (notice period, data handover)

Get everything in writing—including deliverables, frequency, data sharing rules, and termination clauses.



9. Onboard with Purpose

Kick off with a structured plan:

  • Transfer historical data and decouple personal/business accounts

  • Provide access to software and portals

  • Share SOPs, recovery plans, and critical contacts

  • Align on reporting schedule—e.g., monthly close by the 10th, quarterly strategy check



10. Measure Performance Regularly

Set benchmarks and review:

  • Accuracy: error rates in reports

  • Timeliness: meeting close/tax deadlines

  • Responsiveness: average reply time

  • Value: insights, tax savings, cost optimization

Discuss performance quarterly and adjust as needed.



Bonus Insert: Avoid Common Hiring Mistakes

  1. Neglecting industry fit Example: Hiring a retail accountant when you need SaaS revenue recognition—different rules.

  2. Choosing cheapest price Underqualified hires may lead to costly mistakes or audit exposure brex.com+1quickbooks.intuit.com+1abacuswealth.com+15michelecagancpa.com+15napolitanoaccounting.com+15business.com+8blog.cmp.cpa+8tgg-accounting.com+8business.com+11bill.com+11blog.cmp.cpa+11digits.comtgg-accounting.com+1quickbooks.intuit.com+1.

  3. Lack of clarity on scope Define whether payroll, tax filings, advisory, or all services are included.

  4. Overlooking security Demand encrypted portals, shared account protocols, and two-factor authentication.

  5. No exit or transition plan What if you part ways? Ensure deliverables and access aren’t held ransom.



Real-World Client Wins

  • Startup: Avoided $10K in missed R&D credits after onboarding a specialized CPA.

  • E-commerce store: Saved 30 hours/month, invested staff time into sales instead.

  • Law firm: Reduced audit risk and improved IOLTA compliance through a specialized accountant.



Should You Hire Full-Time, Part-Time, or Outsource?

  • Full-time in-house: Ideal for heavy day-to-day work (e.g., ~$2K/month salary)

  • Part-time/contract: Works for moderate needs (10–20 hours/month), costs $1K–2K

  • Outsourced Virtual CFO or accounting firm: Great for dynamic needs; higher flexibility archerlewis.com+1bill.com+1



After You Hire an Accountant – What’s Next?

Hiring an accountant is the first step. Ensuring they deliver value and grow with your business takes consistent review, alignment, and strategic planning.



1. How to Evaluate an Accountant’s Performance

Within the first 90 days, you should evaluate the following metrics:

Accuracy

  • Are reports error-free?

  • Are there unexplained account balances?

Timeliness

  • Are reconciliations done on time?

  • Are tax filings submitted by deadlines?

Communication

  • Do they respond within 24–48 hours?

  • Are explanations clear and proactive?

Strategic Contribution

  • Are they just crunching numbers or offering actionable advice?

  • Have they identified cost-saving or revenue-enhancing opportunities?

Compliance

  • Are you confident that your financials would pass an audit?

  • Is documentation stored securely and in line with local/national laws?

Use these markers to guide a 30-day and 90-day review meeting. If gaps are found, ask for improvement milestones and reset expectations.



2. Red Flags That Signal You Hired the Wrong Accountant

Even with great resumes and interviews, not every hire works out. Watch for:

Missed Deadlines

Failure to file taxes or submit financials on time can trigger audits or fines.

Communication Gaps

Not replying to emails, vague explanations, or failing to notify you of key issues.

Poor Tech Fluency

Struggling with accounting tools or refusing to adopt cloud platforms slows your operations.

No Documentation

An accountant who doesn't log changes, share work transparently, or keep audit trails is a risk.

Surprises in Pricing

Unexplained overages, vague billing, or bait-and-switch on scope.

Action Step: At the first sign of trouble, document issues and schedule a direct feedback session. Offer a window for improvement, but don’t hesitate to transition if necessary.



3. Growing with Your Accountant: Scale & Strategy

A great accountant is more than just a number-cruncher—they’re a strategic partner in your business’s journey.

As You Grow, They Should Offer:

  • Cash flow planning for expansion, product launches, or hiring

  • Budget-to-actual tracking to manage operational health

  • Industry benchmarking to see how you compare

  • Financial modeling to project ROI, breakeven, etc.

  • Tax strategy for R&D credits, entity restructuring, or deferral planning

🧭 If They Offer:

  • CFO services

  • Board meeting support

  • Audit prep and risk management

  • Exit strategy planning (e.g., for acquisition)

...you may not need to hire a full-time CFO until much later.



4. Monthly & Quarterly Alignment Meetings

Schedule recurring check-ins to stay aligned:

Timing

Topics Covered

Monthly

P&L, cash flow, anomalies, AR/AP health

Quarterly

Budget review, tax planning, pricing trends

Annually

Strategic goals, audit readiness, CPA handoff

Checklist for Your Meeting:

  • Financial statements reviewed and explained

  • Variance analysis: what changed and why

  • Risks or compliance items flagged

  • Recommendations shared clearly

You want more than compliance—you want clarity and foresight.



5. How to Maximize the Relationship

Keep Shared Systems Secure

  • Use encrypted logins and shared password managers (e.g., LastPass, 1Password)

  • Enable two-factor authentication (2FA) on all accounting and bank apps

Keep Information Flowing

  • Notify them of changes like new hires, expenses, or asset purchases

  • Share new invoices or receipts weekly to keep books up to date

Pay for Value, Not Just Time

Good accountants provide insights and clarity—not just tasks. If your accountant saves you $15K/year in taxes, they’re worth a lot more than someone who charges less but only files returns.

Collaborate Like a Partner

  • Treat your accountant as part of your team

  • Provide constructive feedback

  • Reward great work with long-term contracts or increased scope



6. Transitioning Between Accountants (If Needed)

If things don’t work out or you outgrow your current partner:

Request:

  • All working files (Excel, CSV, software exports)

  • Backup copies of tax filings

  • Documentation or SOPs used

Set a Transition Timeline:

  • Overlap periods with the new hire for smoother handoff

  • Double-check all passwords, access rights, and document folders

Final Step:

  • Reconcile final payments

  • Review non-disclosure agreements or data destruction clauses

Never stay with a bad-fit accountant just because of sunk costs. Protect your business.



Recap: You Hired the Accountant—Now Make It Work

Hiring is just the beginning. To make the most of it:

  • Evaluate performance quarterly

  • Provide clear feedback and expectations

  • Invest in mutual growth

  • Don't settle—upgrade when your business outgrows your provider

When you find the right one, your accountant will feel like a CFO, not just a contractor.



Value Recap

Hiring the right accountant grants you:

  • Peace of mind from clean, accurate financials

  • Time to focus on your business

  • Cost savings through tax strategy and process optimization

  • Strategic data to support future decisions



About OpsArmy

OpsArmy provides AI-native back office operations as a service (OaaS). We support businesses across finance, admin, sales, and hiring by delivering Ops‑Pods—expert teams using structured playbooks and AI copilots—to help you move faster, leaner, and smarter. Visit https://www.operationsarmy.com to learn more.



Sources

 
 
 

Comments

bottom of page