How to pick a temporary bookkeeper package for year-end help without losing control

I get asked a lot: “Can I hire someone just for year-end without handing over the keys to my business?” The short answer is yes — but only if you choose the right temporary bookkeeper package and set clear boundaries from the start. Over the years I’ve helped many micro and small businesses bring in short-term help for VAT returns, year-end accounts, or a clean-up before a tax filing. The trick is to stay in control while getting the professional support you need. Below I’ll walk you through how I pick (and recommend you pick) a temporary bookkeeping package that gives excellent results without giving up oversight.

Start with a clear objective

Before you look at packages, decide what “help” looks like. Do you need:

a tidy-up of bank reconciliations and posting errors?

VAT return preparation and submission?

year-end accounts pack for an accountant?

one-off payroll corrections?

Be specific. A tidy-up package is different from a package that prepares statutory accounts. Defining the end goal keeps the engagement focused, costs predictable and reduces the chance someone drifts into tasks you didn’t expect them to do.

Decide what you’ll keep control of

Some business owners want the bookkeeper to have full access to their accounting software; others prefer a view-only role with file uploads and exported reports. Both can work — but you must be explicit.

Full access: Faster to work, fewer bottlenecks, but you need robust controls (audit trail, user roles).

Limited access (recommended for many owners): The bookkeeper uploads files and sends reconciliations for your review. This keeps you in the loop and reduces the risk of unexpected changes.

Personally, for a short-term engagement I prefer limited access plus a defined upload/download process. It protects the business and still lets the bookkeeper be efficient.

Ask the right questions before you sign

When you’re comparing packages, these questions separate good offers from risky ones:

What exactly is included? (number of bank accounts, months of records, VAT quarters, payroll runs)

Who will do the work — the business owner, a senior bookkeeper, or a junior?

How do you handle access to my software (Xero, QuickBooks, FreeAgent)? View-only, bank feeds, or full admin?

What deliverables will I receive? (reconciled trial balance, VAT return, spreadsheet of adjustments, journal entries log)

Can you provide references or case studies for similar one-off jobs?

How do you price — fixed fee, hourly, or capped retainer?

What’s your data security practice? How do you handle backups and disposal of copies?

What’s the expected timeline and milestone dates?

Understand common package types

Packages typically fall into three camps. Here’s a simple table I use with clients to decide which fits their needs:

Package	Best for	Typical deliverables	Pros/Cons
Quick tidy-up	Small backlog (1–3 months)	Bank reconciliations, basic journals, VAT prep	Fast and cheaper / Not suitable for deep issues
Year-end ready	Preparing for accountant or directors	Full reconciliations, profit & loss, balance sheet review, VAT & payroll checks	Comprehensive / Higher cost and needs clear scope
Accounts pack	Limited company statutory accounts	Trial balance, working papers, adjustments, supporting schedules	Accountant-ready / May overlap with accountant tasks

Look for specific deliverables — don't accept vague promises

“Cleanup” and “year-end assistance” mean different things to different people. Ask for a list of documents you'll get. I always include:

Reconciled bank statement report (with uncleared items highlighted)

List of journals posted with explanations

Opening and closing trial balances in a downloadable Excel or CSV

VAT return draft and supporting VAT schedules

Payroll summary and RTI submission checks (if relevant)

Notes of any uncertainties or recommended follow-ups for your accountant

Agree a communication and approval process

One of the fastest ways owners lose control is by allowing changes to be made without approval. Set a simple process up-front:

Daily or weekly check-ins via email or a shared Slack channel

A requirement that journal entries over a certain value be approved in writing

A shared task list (Trello/Asana) so you can see progress

Use of tracked changes and comments on spreadsheets so nothing gets lost

When I work with clients I ask them to confirm the approval method they’re most comfortable with. That keeps everyone calm and accountable.

Pricing models and how to avoid surprises

Temporary bookkeepers price by the hour, as a fixed-fee package, or a capped retainer. For short-term, project-based work I prefer a fixed fee with a defined scope and an hourly rate for any out-of-scope work. Make sure the package document includes:

What’s included in the fee and what’s extra

Estimated hours and the mechanism for reporting them

How disagreements over scope will be resolved

Always ask for a maximum cap on fees if the cleanup is likely to uncover hidden problems — it prevents bill shock.

Protect your data and your accounts

Security must not be an afterthought. Check:

Whether the bookkeeper uses two-factor authentication for software access

How they store and encrypt files (avoid unsecured email for sensitive info)

That they follow GDPR rules when handling personal payroll data

They will delete or return copies of files at the end of the engagement

If you give access through Xero or QuickBooks, create a temporary user role with the minimum permissions needed and set an expiry date.

Plan the handover and follow-up

A tidy handover is where many short-term engagements fall down. Include a handover meeting in the package: 30–60 minutes where the bookkeeper walks you (and your accountant, if you use one) through the work done, outstanding items, and any recommended next steps.

Request a simple “what’s left” log of outstanding queries

Ask for passwords, bank statements, and final files in a structured folder

Arrange a 30-day follow-up to answer any questions when you’ve had a chance to review

Red flags to watch for

Watch out for:

Lowball quotes with vague deliverables — they usually hide extra charges later

Pressure to grant full admin access without a clear rationale

Bookkeepers who refuse to provide references or examples of previous work

Lack of a written agreement — always get scope, pricing and timelines in writing

If you want a quick checklist I use with clients before they sign: scope defined, access levels agreed, deliverables listed, fixed fee with cap, communication plan, security measures, handover meeting and a follow-up. That structure helps you get professional year-end help while keeping control of your records and decisions — which is exactly what a small business owner needs at a busy time of year.