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Most bookkeeping quotes start with the same handful of questions: how much the business sells, how many accounts it uses, whether anyone is on payroll, and whether the books are current. If you have rough answers ready, the first conversation is shorter, and the price you hear is closer to the one in your proposal. This guide explains each question, where to find the answer, and how to use our free estimator to see a range before you talk to anyone.
Your annual sales, roughly
Many firms, Choice included, use annual sales as the starting point for a monthly price, because sales are a simple way to gauge how much activity the books will hold. You do not need an exact number. A rounded figure for the last 12 months is enough.
If you are not sure where to look, any of these will get you close:
- The sales or income report in your accounting software or point-of-sale system
- Your bank deposits for the last 12 months, leaving out transfers between your own accounts and loan money
- Statements from card processors and payment apps
- Last year's business tax return, if the business has not changed much since
If your sales go up and down with the seasons, use a full 12 months rather than your best or your slowest month.
How many accounts the books need to cover
Each bank account, credit card, loan, and payment app is its own set of transactions that has to be recorded and reconciled every month. Make a quick list: the name of the account, what you use it for, and whether it is only for the business.
If personal and business spending share an account, say so. It is very common and it can be sorted out, but it adds time, and it is better to talk about it at the start.
Whether anyone is on payroll
Paying employees adds payroll activity to the books, and running payroll is a separate service. Count the people you pay as employees and, separately, the contractors you pay, because the two are handled differently.
At Choice, payroll setup starts at $250, with monthly supervision from $40 for one or two employees. For three to five employees, setup starts at $300, with supervision at $60 a month. For more than five, we prepare a quote after a conversation.
Whether the books are current
Books that are up to date take less time to keep up than books that are months behind. If yours are behind, note roughly the last month you feel confident about.
Bringing past months up to date is a separate catch-up project, which starts at $200 at Choice, and it usually comes before regular monthly work. Being behind is common, and saying so up front helps us give you an honest price.
What help you want during the year
Some owners want their books kept and a report each month. Others also want to ask tax questions during the year, or talk through decisions as they come up. Think about which of these you would actually use.
Monthly tax advisory at Choice is $50 or $100 a month, depending on your sales.
Ongoing business advisory depends on your situation, so we quote it after a conversation.
Try the estimator first
Our free bookkeeping cost estimator asks about most of them: approximate annual sales, payroll, books behind, tax advisory, and ongoing business advisory. It shows a monthly range based on our published prices, and it tells you which items need a quote instead of guessing. The calculation happens in your browser, and nothing you enter is stored.
A few things to keep in mind when you read the result:
- It is an estimate, not a quote. Your proposal confirms the scope and the final price.
- The QuickBooks subscription is separate and is not part of the estimate.
- Catch-up bookkeeping is shown as a starting price, because it depends on how far behind the books are.
If you would like to talk about the number, the "Talk with us about this estimate" button opens our contact form with a short summary of what you entered, so you do not have to type it again.
Let's talk about your business
Rough answers are enough to start. Tell us what you do, roughly what the business sells, and where the books stand today, and we will go over the options and the price before you decide anything. Send us a message in English or Spanish.
Questions about this topic
Do I need exact numbers before I ask for a quote?
No. Rounded figures for the last 12 months are enough to start. We confirm the details together before you receive a proposal.
Does the estimator save what I type?
No. The calculation happens in your browser, and nothing is stored or sent. Only if you choose to contact us does the form include a summary, and you can change or delete it before you send it.
Why does the estimator say some items need a quote?
Some situations depend on details a few questions cannot capture, such as a larger payroll, ongoing business advisory, or sales that fall between our published ranges. Instead of guessing, the estimator asks you to talk with us about those.
Is the price in the estimator the price I will pay?
It is a range based on our published prices, not a quote. After we talk about your business, your proposal sets out the monthly work and the final price.
Written by the team at Choice Business Advisors, a bookkeeping, tax, and advisory firm based in Utah serving small businesses across the United States in English and Spanish.