Finance & Accounting
Outsourced Bookkeeping: A QuickBooks and Xero Checklist
Clean books every month — not just at tax time. Use this checklist to set up outsourced bookkeeping that runs smoothly.
Outsourced bookkeeping works best with a dedicated bookkeeper following a clear routine: weekly transaction coding, monthly reconciliations and reports, and quarterly reviews with your accountant. Set up user access properly, connect bank feeds and agree on a close calendar.
Setup checklist
- Add the bookkeeper as a user in QuickBooks Online or Xero with appropriate permissions.
- Connect all bank and card feeds.
- Agree on the chart of accounts.
- Connect receipt capture tools such as Dext or Hubdoc.
- Document approval rules for bills and payments.
Weekly tasks
- Categorise new transactions.
- Match receipts.
- Enter bills and send invoices.
- Flag unusual items.
Monthly tasks
- Reconcile every bank, card and loan account.
- Review accounts receivable and send reminders.
- Review accounts payable and schedule payments.
- Produce profit and loss and balance sheet.
Quarterly tasks
- Sales tax or VAT preparation support.
- Review with your accountant.
- Clean up uncategorised and suspense accounts.
Quality checks
| Check | Why |
|---|---|
| Zero unreconciled items | Confirms accuracy |
| No uncategorised transactions | Clean reporting |
| Aged receivables review | Protects cash flow |
| Variance review | Catches mistakes early |
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