Want To Hire Someone To Help with QuickBooks Online? Start Here

QuickBooks was supposed to make your life easier… so why are you still tearing your hair out over your books?

Everyone talks about how great QuickBooks Online is (and we agree!), but what no one tells you is that most small business owners are only scratching the surface, using only 20% of its capabilities. 

Meanwhile, you're stuck dealing with categorization confusion (does that business dinner go under "Meals" or "Entertainment"?), struggling with reconciliation, and trying to generate reports that actually tell you something useful about your business.

The good news is, you don't have to become a QuickBooks expert. You just need to hire one.

But how can you hire someone to help with QuickBooks online — and not just any someone, the right someone?

Let's talk about your options, what different types of help cost, and how to find someone who won't leave you more confused than when you started.

Why Small Businesses Struggle with QuickBooks Online

Life is too short to spend your weekends wrestling with accounting software. 

You downloaded QBO expecting it to be smooth sailing. “How hard can it be? I’ll just watch a few YouTube videos if I really get stuck.”

Three months (and a major user interface update) later, you're still staring at that dashboard like it's written in ancient hieroglyphics.

QuickBooks Online is more than just an accounting software solution, it’s a full financial management system. Thinking it’s a simple bookkeeping tool and getting this full suite instead is like signing on for an automatic transmission car and getting handed the keys to a fighter jet.

No wonder the “I’ll figure it out myself” approach doesn’t work. 

Learning QuickBooks properly takes months, not hours. Every minute you spend wrestling with confusing reports and mystery error messages is time you're not spending on growing your business.

But don’t worry, you’re not stuck with this mess forever. Let’s take a look at your options if you want to hire someone to help with QuickBooks Online. 

Hire Someone to Help with QuickBooks Online: What's Available?

Now that you’ve admitted it’s time to call for backup, it’s time to figure out who can help you tame your QuickBooks beast. Here’s a breakdown of the options available to small business owners like you.

1. QuickBooks Live Bookkeeping Services

Intuit realized people needed more help managing their QBO accounts, so they created QuickBooks Live. This solution is basic bookkeeping support built into the QuickBooks software.

QuickBooks Live Bookkeeping Services have two tiers: Assisted, where you call on someone to review the work you’ve already done on your books, and Full-Service, where they’ll do the work for you. 

• The pros: Direct integration with your QBO account, established pricing structure, and you know they're not going anywhere.

• The cons: It's pretty much a one-size-fits-all approach. You get assigned whoever's available, and customization is limited.

This approach to QuickBooks Online help is kind of like getting your taxes done at one of those seasonal pop-up shops. They'll get the job done, but might miss some key opportunities they’d catch if they really understood your business and all its quirks.

2. Independent QuickBooks ProAdvisors

Your next option is to work with an independent QuickBooks ProAdvisor. These professionals are CPAs and bookkeepers who have jumped through some extra hoops to get certified in QuickBooks.

ProAdvisors are a step up from QBO Live Bookkeeping because they understand both accounting principles and QuickBooks. Working with one of these pros, you’ll get personalized service from an individual who takes the time to understand your business.

The services a ProAdvisor offers will vary depending on the individual. Some offer just initial setup and some go full-service with setup, training, ongoing bookkeeping, and financial advising. Do your homework and ask the right questions when you’re chatting with a ProAdvisor to make sure they offer the services you want. 

3. Full-Service Bookkeeping Firms

An independent ProAdvisor is a great option for solopreneurs or small operations, but if you’re a growing business and need help with some advanced bookkeeping and QuickBooks functionality, you may want to partner with a full-service bookkeeping firm.

When you work with a bookkeeping firm, you’ll have a dedicated bookkeeper who becomes a fractional part of your team. You’ll get monthly financial reports and advice and have a real partner for your growing business.

What are some of the signs you need to hire a bookkeeper? 

• You have multiple revenue streams

• You’re hiring employees

• You’re missing financial deadlines

• Tax time is a nightmare

There are other signs, but these are some of the top clues that you need more than some setup help: you need a financial co-pilot.

What Type of QuickBooks Online Help Do You Actually Need?

Armed with this info about the types of support available, let’s dig a little deeper: what kind of help do you need right now, and, potentially more importantly, what type of help will you need in the future?

You want to choose QuickBooks Online help that digs you out of whatever stressors are currently keeping you up at night, but also can grow with your business and keep supporting you down the road. 

1. One-Time Setup and Training

If you’re planning to hire an internal accountant or you are a solopreneur with super simple books, a one-time setup and training option might be viable. When you choose this kind of help, you get someone who helps you build a solid foundation, knowing you’re going to take the reins from there. 

• What you get: Proper chart of accounts setup, bank connections that actually work, and training so you know what you're doing going forward.

• Investment range: Usually runs $200-$600, depending on how complex your business is.

WARNING: If you're already six months behind on your bookkeeping and have a shoebox full of receipts, this option might sound tempting, but it’s not going to be enough to fix your QuickBooks (and general bookkeeping) woes. 

2. Monthly Bookkeeping Support

Monthly bookkeeping support is the sweet spot for a lot of growing small businesses. A firm or ProAdvisor offering monthly bookkeeping support will help get you up and running on QuickBooks Online, then help you stay on top of your books with regular check-ins.

• What you get: All your transactions get categorized correctly, bank reconciliations happen like clockwork, and you get monthly reports that actually tell you something useful.

• Investment range: Typically $500-$1,000+ per month, depending on how many transactions you're dealing with.

A lot of small businesses land here because it gives you the best of both worlds: you get your life back without paying top dollar for services your company doesn’t even need yet. 

3. Full Financial Management

If your business is growing like a weed and you want a partner who can ride the waves with you and provide full-service financial support, a full financial management partner might be the best option for your business. 

• What you get: Everything from the monthly package, plus tax planning, cash flow forecasting, and strategic advisory services.

• Investment range: Usually $1,500-$2,500+ per month.

If you’re looking for someone to help you not just reconcile statements and organize the books but provide strategic financial advising, you’ll want this option. This is where you get into “fractional CFO” territory.

How To Find the Right QuickBooks Online Expert

Finding someone who knows what they're doing (and won't ghost you when you need help) can feel overwhelming, but it doesn’t have to be! Here's your game plan:

Start with the QuickBooks ProAdvisor Directory. The CPAs listed there are all pre-vetted, giving you a good starting point. 

Filter by your location and the services you need. Check out each ProAdvisor’s industries, experience, and reviews. Then, make a shortlist and get in touch with your top picks. 

Next, make sure to ask the right questions upfront:

• "How many businesses like mine have you worked with?" 

• "What does working with you look like, month to month?”

• "What other tools do you integrate with QBO?" 

• "How quickly do you respond to questions?" (if they take three days to answer during the sales process, imagine how long you'll wait when you're a customer).

Finally, watch out for red flags. The "QuickBooks expert" who's really just a generalist with a computer. Anyone promising to catch you up in a week when you're six months behind (unless they have a time machine). And definitely avoid anyone who can't give you clear pricing upfront.

Bottom line: find someone who talks to you like a human being and actually understands your business.

(Speaking of which, hi! If you want help with QBO, I’m a ProAdvisor! Schedule a free Q&A with me and we can chat it out and see what kinds of services you need for your business).

Hire Someone To Help with QuickBooks Online

Investing in proper QuickBooks management is one of the smartest business decisions you’ll make. When your books are accurate, you can avoid tax trouble, get real visibility into your business finances, and save yourself a lot of headaches. 

When you hire a bookkeeper, you're not just hiring someone to categorize transactions. You're gaining a financial partner who understands your business and can help you make better decisions with real data instead of gut feelings and spreadsheet guesswork.

Trust me, you’ll sleep better at night when you know your financial house is in order. 

Ready to transform your QuickBooks Online from a source of stress into a business asset? Let's talk about how we can help.

We'll assess your current QBO situation and discuss how professional support can help you reclaim your time and confidence. No sales pitch—just honest advice about your options.