11 Quickbooks Questions to Ask Your Next Potential Bookkeeper

If your business uses Quickbooks, you must hire an expert in the software. Use these QuickBooks questions to ensure you hire the right candidate.

12:59 27 March 2020

With the inception of software applications, many jobs have become easier, and some are more easily outsourced. Accounting duties is one position small business owners have been able to combine with other positions or outsource to a virtual assistant.

Converting from traditional accounting practices to applications such as QuickBooks is a great move. Even so, as a business owner, you need to know the right QuickBooks questions to ask potential candidates.

A big decision is whether to assign bookkeeping duties internally or hire a virtual bookkeeper. Whichever you choose, be prepared to test the person's knowledge.

Keep reading for 11 QuickBooks questions to ask when interviewing bookkeeper candidates.

Why are QuickBooks Questions Important?

QuickBooks small business software is a leader in accounting applications. To make life easier, businesses can connect their business bank account for automatic updates. They can also perform scheduling, payroll, and tasks associated with filing company taxes.

You want to hire someone proficient in the software and its features. QuickBooks offers certification programs, so hiring someone who has completed the training is a plus.

Now, let's look at some key questions every business owner needs to ask in their interviews.

1. How Many Years of Experience do You Have with QuickBooks?
   
   

This is a vital question if you are looking for someone with experience who can step right in and get to work. QuickBooks has changed over the years from a desktop version to a fully digital platform. You want someone whose knowledge is current, as well as can troubleshoot from experience.

2. Are You Certified?
   
   

Being certified is a plus, especially if the candidate is a bookkeeper or accountant. A yes means they take their craft seriously and want to be seen as an expert in their field.

Someone who has gone through the training and received their certification should have no problem answering any QuickBooks interview questions.

3. What Products Are You Proficient In?
   
   

QuickBooks offers an extensive list of products, including:

• QuickBooks Enterprise
  
  
• QuickBooks Online
  
  
• QuickBooks Premier
  
  
• QuickBooks Pro
  
  
• QuickBooks Self-Employee
  
  
• and a few others
  
  

During the interview, you want to ensure that the candidate has experience in the program software your company is already invested in. The best person is experienced in what your business needs.

4. What is Your Experience Level with Reports?
   
   

Reporting is a huge part of QuickBooks. The person you hire must understand the various reports that will support your business. Also, they need to have experience in customizing reports because no two companies are the same.

QuickBooks has features to automate reports. Being able to get the data you need when you need it is a quality, bookkeepers should possess.

5. What Happens with Undeposited Funds?
   
   

When a business has their bank account connected to QuickBooks transactions are loaded to the general ledger daily. If an invoice was paid by the client and registered in QuickBooks but does not appear in the bank transactions that are uploaded, it will throw your books off.

Your bookkeeper needs to recognize this as soon as possible and ensure the money made it to the bank. This could include verifying the payment was deposited, was not returned for NSF, or there isn't an issue with the bank transmission.

6. How do You Set Up Items?
   
   

Line items are categories that define sales and inventory. When set-up correctly, your cost analysis reports will be more defined and will help with future planning.

These line items can have base categories, subcategories, codes for products and services, billable hours, and more. Your bookkeeper will also need to know how to get designated information to appear on the client's invoice while shielding other information.

7. Can You Give Me Three Examples Each of Accounts Payable and Receivable Line Items?
   
   

Basic knowledge of accounting is understanding the difference between payables and receivables. In QuickBooks, your company will have line items that appear under both. Testing the knowledge of the candidate will give a clear understanding of their accounting knowledge.

8. Do You Know How to Manage Payroll in QuickBooks?
   
   

Processing payroll is a function that some businesses, small and large, outsource to payroll companies. QuickBooks includes payroll in their programs. If you have a small staff, it will save money to do payroll in-house.

Asking if the candidate is proficient in payroll and can perform this function is a benefit to you and your employees.

9. Are You Familiar with Customizing Proposals and Invoices?
   
   

Customizing invoices and proposals isn't something a company would often do, but it is a skill you'd like the bookkeeper to have. It will come in handy when new products are offered, or you want to change contact info or verbiage in your terms of service.

10. How Do You Separate Employees from Contractors?
    
    

Having a business with both employees and contractors come with different rules, especially at tax time. Your bookkeeping interview questions will include a section specific to this if you have these types of workers.

11. Which Reports Would You Pull When It's Tax Time?
    
    

Every business, regardless of size, will have to deal with tax season. Your bookkeeper may not be the person responsible for doing your taxes. However, they should be able to pull the reports needed for the tax preparer, such as:

• A/P and A/R aging balance sheets
  
  
• Inventory Valuation Summary
  
  
• Payroll
  
  
• Profit & Loss statement
  
  
• Profit per job
  
  
• Sales by representative
  
  

Having accurate reports that can be sent over to the tax preparer will save time and money. If an accountant has to access your system and pull the reports, your business will be charged.

Time to Schedule Interviews

Now that you know the essential QuickBooks questions to ask candidates for your bookkeeping position, it's time to market the job. The right candidate will be confident and proficient in their knowledge of the software program. Besides, you want someone who will adapt to the culture of your business.

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