Bookkeeping and accounting - do the two terms sound synonymous to you?
Do you often use the two of them interchangeably?
They are often each other’s impersonators, just like you’d never know who the real Spiderman is!
That remains a hot topic of discussion among businesses because there’s often a lot of confusion about it. Sometimes, understanding the difference between the two can be tricky. For example, both bookkeepers and accountants work with your books of accounts. Still, there are some differences that every business owner needs to be aware of before deciding which one to hire.
Some of the questions that could be in your mind while onboarding a remote bookkeeper could be;
How do I know if my business needs an accountant or a bookkeeper?
Do I need one permanently, or can I hire them on contract?
Do I hire an online bookkeeper or an in-house one?
Do I only need a bookkeeper if I own a small-sized business?
This blog will help you understand the two roles in detail to help you choose the ideal fit for your business.
Bookkeeper: Records day-to-day transactions, reconciles accounts, keeps your books current. No license required.
Accountant: Analyzes financial data, prepares reports, advises on strategy. May or may not be CPA-licensed.
CPA: A state-licensed accountant who passed the Uniform CPA Exam and can represent you before the IRS (audits, appeals, collections) — something a non-CPA accountant cannot do.
What does a Bookkeeper do?
Let us first understand the role and responsibilities of a bookkeeper. A bookkeeper is responsible for recording day-to-day financial transactions, bank reconciliation, updating a general ledger, and preparing trial balances for perusal by accountants.
They also maintain requisite documents for taxation compliance, monitor cash flow, and assist in preparing financial reports, which helps management make strategic decisions. Here are the most common responsibilities of a bookkeeper:
- Maintaining a balanced general ledger
- Preparing trial balance for the accountants
- Monitoring the variances from the projected budget
- Establishing different accounts
- Keeping records of financial transactions
- Assist in preparing financial reports by collecting, analyzing, and summarizing accounting information.
- Developing a system to account for financial transactions by establishing a chart of accounts
There may be additional responsibilities based on the unique needs of your business. For example, a bookkeeper may be required to learn a specific accounting software system.
Qualifications
If you want to hire a bookkeeper, look for candidates certified by the National Association of Certified Public Bookkeepers or the American Institute of Professional Bookkeepers. They will have the letters CPB or CB after their names. However, obtaining one of these certifications is unnecessary to work as a professional bookkeeper.
What does an Accountant do?
In contrast to a bookkeeper, an accountant may have to crunch the numbers given by the bookkeeper, but these are only a part of their skill set. It is vital to possess sharp logic skills and big-picture problem-solving abilities. In addition, accountants must use the small pieces of information put in place by the bookkeeper to draw much more significant and broader conclusions. Here are the most common responsibilities of an accountant:
- Preparing Income tax returns
- Conducting reviews of various company financial statements
- Performing accounts analysis
- Conducting routine audits to ensure that the company's financial statements follow ethical standards.
- Preparing forecasts and what-if analysis
- Monitoring indirect taxation and preparation of returns
- Financial risk assessment associated with contracts
- Helping make business structure decisions like carving out provisions and reserves.
Qualifications
Consider hiring a certified public accountant if you need someone with more advanced accounting skills. Accountants who have earned a higher education and passed the CPA exam are known as CPAs. CPAs must also keep their certifications current to stay current on significant tax law changes.
However, CPA certification is not required to work as an accountant. Some accountants hold a bachelor's degree in accounting but are not certified as CPAs.
What are the differences and similarities between an Accountant and a Bookkeeper?
Bookkeeping vs Accounting Difference
Bookkeepers and accountants are both professionals who work with financial data, but their roles differ in several ways. At a basic level, bookkeepers are responsible for recording daily financial transactions, maintaining your business's financial records, and producing financial reports. Contrarily, accountants provide a higher level of financial analysis and advice.
Bookkeepers are responsible for recording financial transactions such as sales, purchases, and payments made by the company. They maintain accurate business financial records, including the general ledger, accounts payable, and accounts receivable. Bookkeepers also reconcile bank accounts, manage payroll, and prepare financial statements such as income statements, balance sheets, and cash flow statements.
In contrast, accountants focus on analyzing financial data to provide insights and guidance to business owners. They often collaborate with bookkeepers to ensure financial records are accurate and complete. Accountants also handle more complex financial tasks such as creating budgets, forecasting financial trends, and analyzing financial data to help businesses make informed decisions.
Overall, while both bookkeepers and accountants deal with financial data, their roles differ in their level of responsibility and the depth of financial analysis they provide. Businesses must determine which type of financial professional they need based on their unique financial needs and goals.
Bookkeeping vs Accounting Similarities
Despite their differences, bookkeepers and accountants share some similarities in their roles. Both professionals work with similar financial information; their primary goal is to help businesses manage their finances effectively.
Bookkeepers and accountants work with financial records to ensure they are accurate and complete. They also collaborate to prepare financial statements, such as income statements, balance sheets, and cash flow statements. Both professionals also have to maintain the confidentiality and privacy of financial data.
Moreover, bookkeepers and accountants are essential in ensuring businesses comply with tax laws and regulations. Bookkeepers ensure that financial records are complete and accurate, making it easier for accountants to prepare tax returns and identify potential tax deductions. Accountants use their expertise to navigate complex tax codes and ensure businesses pay the correct taxes.
In summary, while bookkeepers and accountants have different roles, they share many similarities in their approach to managing financial data. Both professionals ensure businesses maintain accurate financial records, prepare financial statements, and comply with tax laws.
Accountant vs Bookkeeper: Job Description
Bookkeepers and accountants perform different tasks in the financial management of a business. Understanding the differences in their job descriptions can help business owners determine which professional to hire based on their specific needs.
Bookkeepers
Bookkeepers are responsible for recording and organizing financial transactions. Their primary responsibilities include -
- maintaining financial records,
- reconciling bank accounts,
- managing accounts payable and accounts receivable,
- and generating financial statements.
Bookkeepers must be detail-oriented, organized, and proficient in accounting software.
Accountants
Accountants, on the other hand, provide a higher level of financial analysis and advice. Their job responsibilities include -
- analyzing financial data to provide insights and recommendations to business owners,
- preparing tax returns,
- creating budgets and forecasts,
- and conducting audits.
Accountants must have excellent analytical skills, be detail-oriented, and have a thorough understanding of tax laws and regulations.
While bookkeepers and accountants share some similarities in their job descriptions, their primary responsibilities differ. Bookkeepers focus on recording and organizing financial transactions, while accountants provide financial analysis and advice to business owners. Both professionals work closely together to ensure accurate financial data and prepare financial statements.
Who is the right fit for my business: Bookkeeper or Accountant?
Now that we are clear on bookkeeping vs accounting, let us return to our original question: who to hire.
The answer is that you need to hire a bookkeeper for small business or an accountant. Let us discuss this in the context of the size and type of your business:
- If your small business has a lower transaction volume, you should have both roles part-time. A regular bookkeeper can spend a few hours per week managing the transaction entries and ensuring documentation. You can hire an accountant for specific needs like audits and tax filing.
- If your transaction volume is higher, you may need a full-time bookkeeper (one or more bookkeepers). Accountants can be hired on a retainer basis.
- For larger businesses and enterprises, the transaction volume and complexity are higher. As a result, you need a team of bookkeepers and accountants to manage your accounts.
Could we just have an accountant do the bookkeeping tasks?
Well, that is not likely to be an optimal solution. Accountants are a lot more expensive. The bookkeeping hours required are much more than those required to file taxes or other accounting activities. It will escalate costs without delivering incremental benefits.
Further bookkeeping can be done remotely from offshore locations to reduce costs further. Remote bookkeeping is an efficient, cost-saving solution for modern businesses that want to improve their operations without burning a hole in their budget. With Wishup's bookkeeping services, you can get the quality of a full-time bookkeeper at only a fraction of the price.
One of the most common questions small business owners ask is when to hire a virtual bookkeeper or an accountant. While the answer depends on each business's unique financial management needs, here are some general guidelines to help you determine when to hire each professional.
When to hire a bookkeeper?
- When you have a high volume of financial transactions that need to be recorded and managed.
- When you need help with day-to-day financial tasks, such as invoicing, accounts payable, and accounts receivable.
- When you need someone to reconcile your bank accounts, ensure that your financial records are up-to-date and accurate.
- When you need to generate financial statements, such as balance sheets and income statements.
When to hire an accountant?
- When you need help with tax planning and preparation, including identifying potential tax deductions and minimizing your tax liability.
- When you need to create budgets and forecasts to help you make informed financial decisions.
- When you need help with financial analysis, including understanding your business's financial performance and identifying areas for improvement.
- When you need to conduct audits to ensure that your financial records are accurate and compliant with tax laws and regulations.
Can Software Replace a Bookkeeper?
For a solo operator with a handful of transactions a month, accounting software like QuickBooks Self-Employed or Wave can genuinely be enough — it handles basic categorization, invoicing, and expense tracking without added cost.
That changes as transaction volume and complexity grow. Software doesn't reconcile discrepancies, catch miscategorized expenses, or flag when your numbers don't tell a coherent story, a human still has to review the output. This is part of why the BLS projects a 6% decline in bookkeeping clerk roles through 2034: software is absorbing the purely mechanical parts of the job. But it's also why the analytical and oversight side of the role hasn't disappeared — someone still needs to interpret what the software produces.
Rule of thumb: if you're spending more than 2-3 hours a month fixing categorization errors, reconciling accounts, or you've missed a filing deadline because bookkeeping fell behind, that's the signal you've outgrown software alone and need a person — whether in-house or outsourced — reviewing the books.
How Much Does a Bookkeeper Cost vs. an Accountant?
According to the U.S. Bureau of Labor Statistics (May 2024), the median annual salary for a full-time bookkeeper is $49,210 ($23.66/hour), compared to $81,680 for an accountant, a gap of roughly 66%. That's the in-house employee cost. Outsourcing changes this equation significantly: hiring a dedicated virtual bookkeeper through a service like Wishup starts at $999/month, well below the fully-loaded cost of a full-time in-house hire once payroll taxes, benefits, and overhead are factored in (typically adding 25-40% on top of salary).
For most small businesses, a bookkeeper is the more cost-effective starting point, since day-to-day transaction recording doesn't require an accountant's strategic or tax expertise. As complexity grows, multiple revenue streams, investor reporting, tax strategy, the higher cost of an accountant or CPA becomes justified by the value of their analysis, not just their labor.
Do I Need a Bookkeeper or a CPA?
A bookkeeper and a general accountant both work with your financial records, but neither can legally represent your business if the IRS opens an audit or dispute. Per IRS Publication 947, only attorneys, Certified Public Accountants (CPAs), and IRS Enrolled Agents have unlimited representation rights before the IRS — meaning they can handle audits, appeals, and collections on your behalf.
Becoming a CPA requires passing the Uniform CPA Examination and, in most states, completing 150 college credit hours (about 30 hours beyond a standard bachelor's degree), plus supervised professional experience.
In practice: most small businesses don't need a CPA for day-to-day bookkeeping or even routine tax filing; a bookkeeper plus a general accountant covers that. A CPA becomes necessary when you're facing an IRS audit, need audited financial statements for investors or lenders, or require complex multi-state or corporate tax strategy.
Quick Comparison
| Bookkeeper | Accountant | CPA | |
|---|---|---|---|
| Median cost (BLS, in-house) | $49,210/yr | $81,680/yr | Varies — typically accountant rate + premium |
| Best for | Daily transaction recording | Financial analysis, tax prep | IRS representation, audits, investor-ready financials |
| License required | No | No (unless CPA) | Yes — CPA exam + 150 credit hours |
| Can represent you before the IRS? | No | No | Yes |
How do you hire a bookkeeper or accountant?
Now that you know when to hire a bookkeeper or accountant, the next step is determining how to hire one. Here are a few options:
Hire a bookkeeper from a virtual assistant Company
One of the easiest and most convenient ways to hire a remote bookkeeping assistant is to work with an online assistance service like Wishup. These Virtual assistants, can provide all the same services as in-person bookkeepers but can work remotely, saving you time and money on office space and equipment. Wishup's VAs are highly trained and experienced in managing financial records and can help you keep your finances organized and up to date.
Use a staffing agency
Another option is to work with a staffing agency specializing in financial professionals. Staffing agencies can help you find qualified bookkeepers and accountants and handle the hiring process for you, saving you time and effort. Remember that staffing agencies will charge a fee for their services, so be sure to factor this into your budget.
Post a job listing
You can also post a job listing on online job boards or in local newspapers to find a bookkeeper or accountant. This option can be time-consuming, as you must sift through resumes and conduct interviews to find the right candidate. However, it can also be cost-effective, as you will have more control over the hiring process and can negotiate the terms of the job directly with the candidate.
Regardless of your choice, conducting a thorough screening process is crucial to ensure that the bookkeeper or accountant you hire has the necessary skills and experience to manage your finances effectively. Don't hesitate to ask for references or conduct background checks if necessary.
Benefits of Outsourcing to Wishup's Bookkeepers
Hiring a Wishup bookkeeper will make you more accessible for the tasks that need your utmost attention and take away all the financial mess from your business!
You can access many benefits, such as:
- Top 0.1% Talent Selection
- Seamless 60-Minute Onboarding
- Expertise in 70+ Tools and 200+ Skills
- Instant Replacement Guarantee
- Ironclad Data Security
- Personalized Account Management
- Risk-Free 7-Day Trial
Make the smart choice for your business!
In conclusion, for accounting vs bookkeeping, both of these roles are critical and informed. Using a bookkeeper helps you bring efficiency to operations, increase accuracy in accounting, and drive down your costs.
If you want to grow your business with our team of online bookkeeping assistants, schedule a free consultation today and let us match you with the right expert within 60 minutes.
FAQs related to Bookkeeper Vs. Accountant
Which is better - accounting or bookkeeping?
Neither is "better" because they fulfill different functions that together ensure financial accuracy and informed decision-making. Bookkeeping records financial transactions, while accounting analyzes and interprets that data for decision-making. The decision between an accountant vs bookkeeper is based on your specific requirements.
Is a bookkeeper higher than an accountant?
Accountants typically require more formal education and certification, but that doesn't make the role inherently more valuable, both are necessary for effective financial management.
What can an accountant do that a bookkeeper cannot?
An accountant can provide financial analysis, tax preparation, and strategic advice, while a bookkeeper focuses on daily transaction recording.
Do I need an accountant or bookkeeper?
You need a bookkeeper for daily transaction tracking and an accountant for financial analysis, tax filing, and business strategy. Both are often necessary.
How Do You Choose an Accountant?
Look for these five things: relevant industry experience (an accountant who's worked with businesses like yours understands your specific challenges), proper credentials (CPA licensure if you need audit support, tax representation, or complex filings), references or reviews from current clients, clear communication about their fee structure upfront, and familiarity with your accounting software (QuickBooks, Xero, etc.) so there's no ramp-up time. If your business is simple, a bookkeeper-first approach with an accountant on an as-needed basis often costs less than hiring an accountant from day one.
Does a Bookkeeper Need More Accounting Skills Than an Accountant?
No, it's typically the reverse. Accountants generally require more formal accounting education and, if CPA-licensed, must complete 150 college credit hours (about 30 hours beyond a standard bachelor's degree) plus pass the Uniform CPA Examination. Bookkeepers don't require a specific degree or license, though strong attention to detail and software proficiency are essential to the role. The distinction isn't about who has "more" skill — it's that the two roles require different kinds of expertise: transactional accuracy for bookkeepers, strategic and regulatory knowledge for accountants.
Should I Hire a Local Accountant or an Online Service?
Choose local if you need in-person meetings for complex situations like an audit or business sale, or want someone with firsthand knowledge of your state's tax nuances. Choose an online service if speed and cost matter more — most onboard within hours instead of weeks, and you're not limited to whoever's nearby. For ongoing work like bookkeeping and routine tax prep, online services are usually the more practical fit; local tends to win for occasional, high-touch needs.
