Choosing the Right Bookkeeper for Your Church
Choosing the right bookkeeper is an important stewardship decision. A church board, finance committee, treasurer, or pastor should understand not only a bookkeeper's experience, but also how the church's financial records will be handled, protected, communicated, and kept accountable.
Experience & Church Understanding
- How much bookkeeping experience do you have?
- Have you worked with churches or other nonprofit organizations?
- How familiar are you with the types of financial activity that are common in churches?
- Do you understand the importance of keeping church bookkeeping separate from tax, legal, and audit responsibilities?
Bookkeeping Process & Reporting
- What bookkeeping services will you handle each month?
- How often will bank and credit-card accounts be reconciled?
- What financial reports will church leadership receive, and how often?
- How will questions, missing information, or unusual transactions be communicated to us?
- How do you keep the books current and prevent issues from accumulating?
Internal Controls & Accountability
- How do you work within a church's existing approval and financial-control procedures?
- How do you help preserve separation of duties between bookkeeping, authorization, and custody of funds?
- Who within the church should have access to bookkeeping information and reports?
- How are corrections or adjustments documented so there is a clear record of what changed?
Security & Confidentiality
- How will our financial records and documents be shared and stored securely?
- How do you protect confidential church, employee, and financial information?
- Who besides you, if anyone, will have access to our bookkeeping records?
- What happens to our records and access if our working relationship ends?
Communication & Working Relationship
- Who will be our primary point of contact?
- How quickly can we normally expect a response when we have a bookkeeping question?
- How will you work with our pastor, treasurer, finance committee, CPA, payroll provider, or other professionals?
- What information and documents will you need from us each month?
- How will responsibilities be divided between the church and the bookkeeper?
Fees, Scope & Transition
- What is included in your monthly fee, and what work would result in an additional charge?
- How will you determine whether our current books need cleanup before regular monthly bookkeeping begins?
- Will our services and responsibilities be clearly defined in a written agreement?
- If we change bookkeepers in the future, how will you help provide an orderly transition of our records?
The goal is not simply to find someone who can enter transactions.
A church should look for a bookkeeping relationship built on accuracy, communication, confidentiality, clear responsibilities, and dependable financial information.
Keep Reading
Why a Church Might Hire a Bookkeeper
Twelve reasons a church might bring on a dedicated bookkeeper, from maintaining accurate records to freeing leaders to focus on ministry.
Common Reasons Churches Fail
Financial and organizational warning signs church leadership should not overlook, from a lack of financial visibility to failing to plan for the future.