Have you ever watched House Hunters? It’s a TV show where a home buyer meets with a real estate agent to find their dream home. The concept is relatively simple, but the show is so entertaining! 

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It’s interesting to see all the different homes, some really out-of-the-box decoration styles, and the reactions from the buyers as they step into a new home.

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The buyers have a wishlist the real estate agent tries to follow and works to check off as many of their boxes as possible.

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I want to take you on a similar journey, one in which you’ll find your ideal bookkeeper for your therapy practice.

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Questions to ask yourself before you hire a bookkeeper

Bookkeeping and accounting have clear definitions. Unfortunately, that’s not the case for bookkeepers and accountants. If you ask five different accounting professionals or companies what they do, you’ll probably end up with five different answers. 

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Before spending hours searching for help, you'll need to spend some time thinking about what you’re looking for, just like the buyers in House Hunters in the beginning of each episode. 

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First, it's best to have a really good idea of what you need support with. This will help you improve and optimize your search and ultimately connect you with the right person. 

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Let’s pretend it’s a calm, sunny afternoon, and we’re chatting over coffee (or your favorite drink) at your favorite local coffee shop. I’m going to ask you a few questions and you’re going to write down your answers. 

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Seriously, write them down even if it's just a few words! You’re going to need them later. 

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• When it comes to bookkeeping and accounting for your therapy practice, what specific areas do you struggle with the most? 
• What type of communication method do you prefer?
• Do you want to work with someone in person or virtually?
• How will you and your business benefit from hiring a bookkeeper?
• What are your overall expectations from this process?

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How to find a bookkeeper for your therapy practice

Now that you have a really good idea of what you’re looking for, the next step is to go find them! But where? 

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If you want to work with someone in person, look for someone local through social media, Google search, or local organizations like the Chamber of Commerce or other networking groups. If you’re using an accounting software, check if they have a directory since those can be filtered by who’s local to you, as well.

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Nowadays, it’s very common to find bookkeepers and accountants that work remotely. Unless you have very specific and complex tax factors, you can work with a professional from any state. This opens up the boundaries of your search. 

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For example, ask your colleagues (that are in a similar position or ahead of you) for a recommendation, your LinkedIn network, your attorney, or other professionals you trust that are in the small business space. 

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Did you find anyone who checks off all the boxes? Let’s see if they’re a good fit for you. 

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What to look for in a bookkeeper for your therapy practice

By now, you probably visited a ton of websites and social media accounts, and have narrowed down your options to only a few. Let’s take a closer look at them. 

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Some of the further qualifications you want to look at are their experience with small businesses, and their experience with or knowledge of therapy or medical practices. Although experience with an industry is usually not a must, you want to make sure you bring this up in your initial conversation with them because in healthcare it is absolutely critical your accounting stay separate from your client information. Additionally, working with someone who understands therapy practices will make the process of categorizing your expenses much easier. 

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Usually, accounting softwares are not HIPAA compliant, and accounting professionals are not commonly trained in HIPAA compliance. So working with someone who is aware and has a basic understanding of that workflow can be a key piece in your compliance. Someone in the field, like me or Heard, is a great option for this reason because they specialize in working with therapy practices. 

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Additionally, you also want to work with someone who you feel comfortable talking to. The initial conversation with them, similar to when a new client calls you, gives you an opportunity to find common ground, alignment in your communication style, and how well you “mix.” Last but not least, make sure you have a clear agreement that both parties sign before any work starts. 

Clarifying your expectations 

If we were on House Hunters, you would have visited all your options by now and it’s decision time. It’s possible that you’ll have to adjust and be flexible in order to work with the person or company you align with and like the most. 

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A clear wish list also gives you an idea of what you do not want, and that can be very helpful at decision time. 

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Can you easily answer (or find the answer to) these questions? How do they do when compared to your initial wishlist? 

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• What services will they provide?
• How will they charge you (hourly, flat rates)?
• How will they communicate with you (and if there’s a fee for this)?
• What will your responsibilities be?

Understanding rates and fees

The fees in this industry will vary depending on what services you’re requesting, their expertise, and so much more. Remember when I said you will get five different answers if you talk to five different companies? Fees also fall under that category. 

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Some will charge per hour, and some will offer packages to choose from with set fees. Some will send you an invoice at the end of the month, and others will automatically charge you the 1st of the month. The range could easily be from a couple hundred to a few thousands per month. 

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But if you did your homework, you’re clear what you’re looking for, and the numbers make sense and are possible, you will be able to discern those fees more objectively rather than letting sticker shock overtake the situation. 

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You have full control of who you hire and when

I’ve always wondered what happens if the buyers in the show don’t like any of the options presented to them. Do they have to buy one anyways? Thankfully, that’s as far as I’ll take you on that journey. You’re not in that position. You have full control of who you hire and when. 

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Being a business owner is hard work, and hiring someone is probably one of the hardest parts. And I’m afraid that many of us have stayed stuck with hires we’re not happy with or don’t evolve from clunky processes because it feels like “it is what it is,” or like changing them feels even harder. Sounds familiar? 

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I’ll say it again: you have full control of who you hire and when. You don’t have to stay on the same hamster wheel because it’s the only thing you’ve known so far.

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Bookkeeping is one of the most important areas of your business. Ongoing, clear numbers will help you stay in control and in touch with your finances, and it directly impacts your taxes and your good standing with the IRS. 

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Because of this, partnering with someone that you feel comfortable and confident will have a direct impact on the success of your therapy business.

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Wondering if it’s the right time to hire a bookkeeper? Read our article on when to hire a bookkeeper for your therapy practice.

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This post is to be used for informational purposes only and does not constitute legal, business, or tax advice. Each person should consult their own attorney, business advisor, or tax advisor with respect to matters referenced in this post.

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Andrea is a bookkeeper and the owner of Liquid Cents Bookkeeping. She builds and maintains financial systems for therapy practice owners. She lives with her husband and kids in South Florida.

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