When to Hire a Bookkeeper vs. Contract One: What’s Best for Your Small Business?
Thinking about getting help with your books but not sure if you should hire a W-2 employee or contract with a small-scale bookkeeper? Let’s break it down.
📊 The Two Main Options
When you realize you can’t (or don’t want to) manage your business finances alone, you typically have two options:
Hire a bookkeeper as a W-2 employee
Contract with a freelance or small-scale bookkeeper
Both options can work—but the right choice depends on your business’s size, complexity, and budget.
👩💼 When to Hire a Bookkeeper as a W-2 Employee
Hiring an in-house bookkeeper makes sense if:
You process a high volume of transactions daily
You need someone on-site or full-time
You have multiple employees, locations, or inventory to manage
Your business is generating $1M+ in revenue
You want tighter internal controls with a dedicated staff person
With a W-2 hire, you're taking on payroll costs, benefits, and management responsibilities—but you also gain more oversight.
🤝 When to Contract a Bookkeeper
For most small or service-based businesses, contracting a bookkeeper is the smarter choice.
✅ Contract a small-scale bookkeeper if:
You’re a solopreneur or have a small team
You want flexible, affordable support
You need monthly reconciliations, reports, and transaction tracking—but not full-time help
You want an expert who works virtually (or locally) on a recurring schedule
You’re not ready for the commitment or cost of a full-time hire
Contracted bookkeepers (like Fresno Bookkeeping Service 😉) often work with multiple businesses and bring a wide range of industry experience and software knowledge to the table—without the overhead of a full-time employee.
💸 What’s More Cost-Effective?
Hiring a W-2 employee:
$45,000–$60,000/year + taxes, benefits, and training
In-house management required
Contracting a bookkeeper:
Typically $250–$1,200/month depending on scope
No payroll taxes, benefits, or hiring risk
At Fresno Bookkeeping Service, we specialize in small-scale bookkeeping for local and virtual businesses. That means:
Weekly or monthly support (not just end-of-year cleanup)
Flexible pricing and clear communication
Experience with both QuickBooks and spreadsheet-based systems
Done-with-you services if you want to stay hands-on
We’re ideal for small businesses who need consistent, professional bookkeeping—without the cost and commitment of hiring someone in-house.
💬 Final Thoughts
Still not sure which route is best for your business? Ask yourself:
How much financial data do I process each month?
Do I want help understanding the numbers—or just someone to handle them?
Am I ready to manage a new employee, or would a trusted partner be easier?
📅 Book a Free Call
If you’re a small business owner in Fresno or beyond and ready to get support with your books, let’s talk! We’ll help you figure out the right level of service for your goals—no pressure.
