What makes a proactive bookkeeper?
You’ve heard the concept of being a more ‘proactive’ bookkeeper too many times.
But what does that actually mean? Really!?
We asked 16 bookkeeping professionals to share what it means to them to be a proactive bookkeeper and the practicalities of how ‘being proactive’ translates to their everyday work.
Their answers covered everything from spotting errors and anticipating questions to noticing when a client might need some extra support. We explored the qualities that matter, the benefits for clients and bookkeepers, and the accounting and bookkeeping technology that actually helps to automate tasks. While also dicussing what gets in the way – including time and having the confidence to speak up.
Throughout the responses, one question kept connecting these ideas: what does it mean to be a trusted adviser?
Let’s start there.
What does being a trusted adviser mean?
Across the responses, the clearest shared view was that a trusted adviser is someone clients can rely on and feel comfortable approaching for support.
Alongside this, respondents described being available, understanding the client’s business and offering guidance before decisions are made.
Ultimately, this means creating space for clients to ask questions and share concerns, even when they aren’t sure what help they need.
This trust can be built through accurate work, clear communication and understanding the client’s business.
What qualities make a proactive bookkeeper?
The key qualities’ that the responses highlighted were a combination of client care, attention to detail, organisation and a willingness to investigate. In addition, communication, confidence and software awareness also featured recurringly.
Click through the below for more detail!
Quotes from our respondents…
Why does bookkeeper proactivity matter to clients?
The main benefits of being a proactive bookkeeper were; having figures clients can trust, enough warning to act and reassurance that someone is looking out for their business.
In practice, respondents described how current information helps clients make decisions about spending, recruitment and upcoming commitments.
However, this planning depends on accurate records. Em Manchee summed up why it matters:
Another important factor highlighted is the pressure financial uncertainty places on business owners. To minimise this, regular updates and early warnings will help clients understand what needs attention, rather then discovering a problem after it has grown.
Why being proactive matters to bookkeepers…
What technology helps bookkeepers be proactive?
All of the respondents described using technology to keep records current, identify issues and free up time for client support.
Cloud accounting platforms such as Xero and FreeAgent provide access to financial information throughout the year. Document-capture and processing tools, including Apron and Briefcase, help reduce manual work and keep records moving.
Additionally, many respondents use Xenon Connect to check bookkeeping quality and flag potential errors.
Overall, workflow tools and a useful app stack helps to organise dead lines and follow-ups, while reporting and forecasting tools help bookkeepers explore changes and discuss what might come next.
However, respondents emphasised that software needs to be supported by professional judgement. Identifying a change is the starting point; someone still needs to investigate it and explain its significance.
The Barriers to becoming a proactive bookkeeper…
Time and capacity
Deadlines and chasing paperwork leaves less room for proactive support.
Confidence
Raising concerns or challenging clients can feel difficult.
Information and processes
Delayed records, unclear scope and disconnected systems make it harder to act early.
Time, confidence and access to current information were the most common barriers to becoming a proactive bookkeeper.
For instance, chasing paperwork takes valuable time away from delivering the proactive support you want to offer clients.
Likewise, deadline pressure and heavy workloads also leave little room to step back and even when bookkeepers spot something worth raising, confidence can hold them back.
However, pricing and service structure can also limit proactive support. If a service only allows time for processing transactions and meeting deadlines, there may be little room left to review the wider business or discuss concerns with clients.
To make that space, respondents highlighted the importance of building regular reviews and client conversations into the service. Alongside up-to-date records, these activities help bookkeepers understand each business and provide consistent support.
How can you become a more proactive bookeeper?
1. Understand the client behind the figures – ask about their goals, pressures and plans so your support reflects what matters to them.
2. Keep information current and accurate – set clear expectations for providing records and review bookkeeping regularly.
3. Be curious – investigate unusual transactions and changing figures. Find the cause of recurring errors so you can help prevent them.
4. Communicate before the clients need to chase – explain findings clearly, raise concerns early and agree how clients prefer to stay in touch.
5. Build confidence and keep learning – ask difficult questions when needed, learn from peers and recognise when to seek specialist help.
6. Create time to follow through – use suitable technology, consistent workflows and service packages that allow time for reviews and conversations.
Make more time for proactive bookkeeping!
Most of the contributors to this blog use Xenon Connect to automatically detect bookkeeping errors, improve the quality of their services and free up time for more proactive support.
Find out how Xenon Connect could help your firm do the same – and much more.
A sincere thank you to the following proactive bookkeepers that took part in our research…
Laura Murphy – IDE Bookkeeping
Kathryn Frimond – The Sustainable Bookkeeper
Mehul Dave – Sameep The Bookkeeper
Paul Barnes – Cloud Accounting Support Services
Em Manchee – Jems Bookkeeping & Accounting Services
Gemma Le-Rossignol Bradley – Eden Bookkeeping Solutions
Libby Walklett – The Ethical Bookkeeper
Stephanie Marshall – ABCS UK
Natasha Everard – The Bookkeeper Superhero
Jodie Leach – Cloud Accounting Support Services
Sam Wai – Immersif
Tim Chilestone – TCS Guernsey
Fiona Jones – Numberwork Services
Lisa Pirie – Acey Bookkeeping Ltd
Nicola Gardiner – Slopes and Balances
Kirsty St John – Kirsty’s Counting Services Ltd