How to find an accountant

Jordan Macey

May 4, 2021

finding an accountant guide

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Small Business Accounting

Introduction

If you have a company, or are starting one, then you will need an accountant.

Though you could do all your accounts yourself, in practice few business owners have the time. 

An accountant also checks that you are doing everything correctly, and is a useful reference for both HMRC and financial institutions should you ever need to apply for a loan.

The trouble is that finding the accountant who is right for you is never easy.

You do not want to pay more than you have to, but are low-cost, self-service, internet-based accountancy packages really the best fit for your business needs?

In this article we shall break down that option and its alternatives for you, as we answer the key questions that are occupying your mind right now:

  • Do I need an accountant?
  • What should I look for in an accountant?
  • How do I find the best accountant for me?

The purpose of this article is to give you the context and background you need to ask the right questions—especially when you may not yet know what those questions are. 

Do I need an accountant?

The simple answer is that there is no legal obligation to hire an accountant if you are a sole trader or a limited company.

However, when you combine the time you have available with your other responsibilities as a business owner, this question normally answers itself. 

Consider these questions for yourself:

  • Do you understand enough about tax regulations to pay the right amount of tax, balancing tax efficiency while avoiding (potentially costly) mistakes?
  • Is it a productive use of your time to create and submit your self-assessment tax returns, end of year returns, quarterly VAT returns, payroll, and more?

Yes, you probably do

For the vast majority of people it is probably a better use of your time to focus on growing your business, and not spend hours doing (and likely, second guessing) your accounting.

Accountants can bring two primary benefits

  1. They save you time. It will take a considerable amount of time to understand and complete your tax and filing obligations.
  2. They (almost always) save you money. Your accountant will ensure you avoid potentially costly mistakes all the while reducing your tax liability because they understand how to optimally structure your earnings (for example, what to pay yourself in a salary, dividends, what can be expensed etc.) 

In addition to the above, there are other benefits that might apply including: 

  • Peace of mind from knowing that a qualified professional is focusing on an area that may be entirely new to you, and directly impacts your take-home pay.
  • Accountants can act as an advisor when it comes to both financial and strategic issues. For example, my accountant helped me structure launching a start-up while doing contracting, all of which was incredibly helpful.
  • They can help you set up your limited company.
  • They can provide support during an audit or through other tax issues.

But if you don't

Then you are yourself an accountant, or have a lot of experience.

With the quality of freelancer-focused accounting software (e.g. FreeAgent, Quickbooks, Pandle) it is certainly possible to go it on your own and get some help along the way.

However, I would strongly recommend only doing this if you have an accounting background, or have many years under your belt running a limited company.

Small business owner writing an accountant checklist

What should I look for in an accountant?

There are a few different factors to look out for when choosing an accountant.

1. Service level offered

Broadly speaking there are three types of accounting firms:

A. Online self-service accounting firms

These firms generally use as much technology as possible to streamline the accounting process. 

You input your income and upload your expenses to their site, and their software does the rest.

In theory at least. In practice many people experience difficulties, especially when it comes to more complicated operations like part payments when you need to do your bank reconciliation. 

These difficulties are often mainly due to underdeveloped or inelegant and obscure software and other glitches, rather than the inexperience of the individual using the service.

Whilst these services naturally tend to be lower cost, you do lose out on tailored advice. Also, you will normally have to solve every problem yourself, which often means reading your way through the relevant help articles.

B. Firms where you have a dedicated account manager 

A dedicated account manager is someone you can go to when you have questions about your accounts.

However, he or she is likely handling communication with hundreds of accounts and has a team behind him/her doing the accounting, so there are some limitations. 

This is the service I initially signed up with. If you are just starting out but have some experience, this is probably a much better option for you than a full self-service package.

C. A dedicated named accountant 

Here you get a specific individual that knows your business inside and out and is someone that you build a relationship with over the course of months and years.

While they will likely have a team behind them, they are much more involved in managing your accounts and can provide you with more in-depth and nuanced support and guidance. 

This level of service generally comes at a slight premium but provides a much richer experience. I opted for this service after my first accountant made a big tax blunder, and I have not looked back since.

2. Relevant experience, competence and qualifications

Experience

It goes without saying that an accountant with more experience will, other things being equal, be better than someone with less. 

Every accountant should be able to do the basics, complete monthly payroll, complete your tax filings etc. but someone with specific experience related to your business will understand your needs better. 

I'd recommend going with an accountant that specializes in limited companies if you have a limited company, whilst if you are a contractor choose one that specializes in contractor accounting.

Competence

It's not easy to directly assess how competent a potential accountant is.

I'd recommend assessing a few things:

  • Recommendations from friends (most important)
  • Online reviews
  • Create a list of important questions. Call a few different accountants and benchmark their answers against one another. We've provided a template for you below, under the section: 'How do I find the best accountant for me?'
  • Look at their professional qualifications 

Qualifications

To be considered a professionally qualified accountant in the UK, you need to have graduated from and be a member of one of the 5 professional bodies, namely:

Institute of Chartered Accountants in England and Wales (ICAEW)

Institute of Chartered Accountants of Scotland (ICAS)

Chartered Accountants Ireland (CAI)

Association of Chartered Certified Accountants (ACCA)

Association of International Accountants (AIA)

There are also some qualifications that are considered lower-tier, and members of such bodies, such as the Association of Accounting Technicians (AAT), are not considered professionally-qualified accountants.

3. Costs

Most companies will charge you a fixed monthly (or sometimes annual) fee. The fee will largely depend on what is included within your package, the reputation of the firm, the level of service and the effectiveness of its sales process.

Be sure to benchmark what is included in each package against each other. For example, some packages include an annual self-assessment, while others can charge anywhere from £95 to £300+ for a self-assessment depending on its complexity.

4. Communication

When doing your due diligence, look for signs of good communication, such as timely responses, clear and professional language and good rapport.

Good communication is critical to ensure things run smoothly and will give you peace of mind when questions and issues inevitably crop up.

Even if you are signing up to an online accounting service, you can also assess the quality of communication by doing some tests. How long does it take to get a response to your emails? 

5. Trust

At the end of the day, you have to be able to trust your accountant, given that they'll be handling such a crucial and sensitive aspect of your business.

A good way to go about this is to get personal references where possible.

Online reviews certainly help, but these days many are fake. Having said all of this, trust is a bit subjective, and you might need to go with your gut when trying to make a final decision.

Small business owner researching accountants on laptop

Small Business Accounting Guide

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Small Business Accounting Guide

How do I find the best accountant for me?

While a good accountant is crucial for your business, the good news is that finding one can be simplified if you follow a structured process:

Step 1 Identify your needs. 

Step 2 Scan the market and grade some accountants against the needs you've identified. Make initial phone or email enquiries.

Step 3 Create a shortlist of three or four accountants and have detailed calls with them to fill in any gaps in your understanding of the service they offer.

Step 4 Pick a firm that best suits your needs, and if possible, negotiate to get the best value price.

Let's break that process down into greater detail for you:

Step 1: Understanding your needs

Making the right choice always depends on your own needs and priorities. 

The two most important factors to think about are what cost you are comfortable with, and whether you are comfortable going with an online service or want the attention of a dedicated named accountant

If you are new to running a limited company, I'd recommend opting for a dedicated named accountant. You can always switch to a lower priced option once you become familiar with how everything works. 

Step 2: Scanning the market

Now that you have a cost level in mind and know what kind of service you are looking for, scan the market to find about seven to 10 accountants that fit these criteria. 

A few suggestions are:

  • Referrals: These are the absolute best way to find a good accountant. I found my new accountant through a referral, and now actively refer him to everyone I can.
  • Internet search: Check reviews on Google and other sources.
  • Face-to-face: If you want to meet your accountant in person, check your local directories.
  • Awards: Look out for any accounting awards.

Have a list of questions ready based on the priorities you set out before, to make sure you're covering all the important points. 

You can even put the results into a spreadsheet to compare answers side-by-side if you want to be more methodical.

Below are some suggested questions to get you started:

Costs

How much and how do they charge? What is included in the service and what is extra?

An hourly fee is more common amongst 'mom-and-pop' accounting businesses, and is also more likely to be offered by freelancers. 

Pretty much all other accountants charge a fixed monthly, or an annual fee with a defined list of services. If you decide to go for such a package, make sure to drill down and cover all the terms.

A firm might market packages with low prices, but charge hefty additional fees for essential components such as completing the Self Assessment tax return (which every limited company director needs). Make sure you clarify these points, so you're comparing packages like for like.

Here are some questions which will help you to do this:

  • What exactly does your package include? 
  • Are there any hidden fees or extra charges for things such as Self Assessments or VAT returns?
  • What is not included in your package that I might need?
  • What happens if I have a question or problem with the software?
  • Is there a minimum term or extra costs if I decide to leave your plan in the future?

The last factor is much more likely to happen if you're buying a fixed-fee package. Understand the costs that would be involved, and try to negotiate them down or have them removed.

Availability of services

How big is the company, and what are their response times like?

While you cannot expect a one-man accountant to always be available, you should still expect a reasonable response time from whoever you work with. 

Pretty much all accountants will tell you they will promptly respond, but the true test is the feeling you get from your various interactions with the accountant. How long does it take to get them on the phone, and how quickly do they respond to your emails?

If you have time-critical requirements, you should look for a firm with extended availability, which is generally one of the larger firms.

Do they offer any accounting tools and resources?

See if your accountant offers any tools or resources to help you, such as software to record transactions and issue invoices, spreadsheet and document templates or access to guides and knowledge databases. 

These are more likely to be offered by larger firms, especially online firms that depend on a lot of automation to offer affordable packages. 

The advantage of these tools is that they can reduce the amount of time you  spend providing your accountant with what they need to carry out their service. Software can also give you a view of your earnings, payroll and taxes in real-time, which is a nice bonus.

Who will you be dealing with?

When dealing with large firms, check if you will have a dedicated account manager, as it can be frustrating trying to deal with a different person every time you need some support. 

Ideally your dedicated point of contact will be your actual accountant as opposed to just a liaison, but this is generally only the case at smaller firms.

Can they also handle/ help with your personal accounting?

There are big advantages to using your business accountant for your personal finances, since they will have an accurate picture of your financial situation and can help you make the right choices to avoid paying unnecessary taxes.

Also, you may save on costs by bundling services with one provider.

Do they offer any other related services that you may need?

If you also need other services, such as company registration, a virtual office or receptionist services, it might make sense to get them from the same company so that you're not managing multiple accounts. Make a note to ask if these are available.

Competence

Do they have professional qualifications? It's difficult to judge a potential accountant's abilities yourself, which is why it's a good idea to look for professional qualifications. And do they have experience relevant to your specific industry or circumstances?

Every accountant should be able to file tax returns, complete legal documents correctly and so on, but someone with relevant experience will understand your needs, as well as the finer details of sector-specific laws and regulations. 

Definitely choose an accountant that specialises in limited companies, and assess if they have experience in your industry.

The more help you want with tax planning, the more relevant this is, as accountants with specific experience will know the intricacies of what can and cannot be expensed in different industries.

Once you've gone through seven to 10 options, and collected most of the information you need, take a pause!

At this point you will be unlikely to find any offerings that are significantly different from what you have seen already, so now focus on making a selection.

Step 3: Shortlist and drill

Keeping in mind the priorities you set at the start, use the information you've collected to create a shortlist of three to four options. 

Now is the time to pick up the phone to fill in or clarify any missing information and more generally, get a better feel for the person/company you will be working with. 

Do they seem excited to work with you? Are they responsive? Are they knowledgeable about your company, industry and specific situation?

At the very least, you should be able to get a better idea of the kind of responsiveness you can expect in the future. If something feels off at this stage, it's usually a good idea to trust your instincts and go with someone else.

Step 4: Hire an accountant

Congratulations, you've just done your due diligence to select a key partner for your journey running a limited company!

Once you have settled on someone, have a further conversation to decide on the specific arrangement/package. At this stage, it never hurts to try and negotiate for the best deal possible. 

Make sure you're both very clear on the terms and expectations from each other, before you seal the deal.

And remember, you're not obliged to keep the same accountant forever. If it's not working out down the line, you can simply switch to a better option.


Small Business Accounting Guide

What's Inside:

  • When and why you may want to register a Limited Company
  • Advantages and disadvantages of a Limited company
  • Limited company alternatives
  • When to register for VAT
  • Advantages and disadvantages of VAT
  • How to take money out of your company
  • Dividend tax rates
  • Limited company expenses & corporation tax
  • Annual accounts and deadlines
  • Confirmation statements and deadlines
  • Self Assessment tax returns
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Small Business Accounting Guide

What's Inside:

  • When and why you may want to register a Limited Company
  • Advantages and disadvantages of a Limited company
  • Limited company alternatives
  • When to register for VAT
  • Advantages and disadvantages of VAT
  • How to take money out of your company
  • Dividend tax rates
  • Limited company expenses & corporation tax
  • Annual accounts and deadlines
  • Confirmation statements and deadlines
  • Self Assessment tax returns

Read More Guides below:

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How to find an accountant

If you have a company, or are starting one, then you will need an accountant.

Though you could do all your accounts yourself, in practice few business owners have the time.

An accountant also checks that you are doing everything correctly, and is a useful reference for both HMRC and financial institutions should you ever need to apply for a loan.

The trouble is that finding the accountant who is right for you is never easy.

You do not want to pay more than you have to, but are low-cost, self-service, internet-based accountancy packages really the best fit for your business needs?

In this article we shall break down that option and its alternatives for you, as we answer the key questions that are occupying your mind right now:

  • Do I need an accountant?
  • What should I look for in an accountant?
  • How do I find the best accountant for me?

The purpose of this article is to give you the context and background you need to ask the right questions-especially when you may not yet know what those questions are.

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How do I find an accountant?

In today's times, you can find an accountant pretty much anywhere you go whether that's walking down the high street or browsing the internet. Take a look at our guide on choosing an accountant to get some tips on what to look out for when choosing an accountant.

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How do I transfer or change accountants?

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Beginner's Guide to Bookkeeping for Small Business

Starting a new business?

Bookkeeping requirements are unlikely to be at the forefront of your mind. At this stage there are more pressing things for you to think about.

However, once your business is taking shape, you will need to start thinking about keeping up-to-date and accurate accounting details of your income and expenses. But what kind of records do you need to keep?

More than just a legal requirement, basic bookkeeping is an essential part of your ability to manage your business effectively.

Every year, your business accounts will need to be completed. If your business is operating as a limited company, you will need to submit your company accounts to Companies House. If you are self-employed, your business accounts will be used to calculate your Self Assessment tax liability.

Your bookkeeping records will form the basis of these statutory financial statements. They should include information relating to your sales, your expenses, salaries of you and any employees, along with other bank transactions.

It might sound complicated, but take it one step at a time and it's actually quite manageable.

If you're really struggling to stay on top of it all, there are plenty of small business accountants and professional bookkeepers who will be happy to help. So, even if you're terrified of numbers, rest assured that there's a solution out there for you.

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Where can I find my Accounts Office Reference number?

You can locate your Accounts Office Reference number (AORN) on the confirmation letter you receive from HMRC when you first register as an employer. The AORN contains 13 characters, and follows the format 123PA12345678.

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Bookkeeping vs Accounting Differences

As a small business owner, having a good grasp of your business financials is key-even if you've hired an accountant.

While you can delegate your accounting tasks, understanding the basics will place you in a better position when it comes to discussing your business finances with your team members, financial professionals or potential investors.

-
Previously, we've explained about the top accounting terms and concepts you need to know. In today's post, we'll explain the differences between bookkeeping and accounting. While these two terms are often used interchangeably, they refer to two vastly distinct functions and roles.

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What are National Insurance numbers?

The National Insurance number is a number used in the administration of the National Insurance or social security system. It is unique to each individual, and helps ensure that the National Insurance contributions and tax you pay are properly recorded against your name.

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How to make and send an invoice for your clients

You've delivered your work, and it's time to receive your payment.

Before that, you'll need to make an invoice. It's an important document: not only does it help you obtain money you're owed, it also serves as evidence of a transaction in the event that you need to seek legal action to handle non-paying clients.

If this is new to you, you might be wondering: How do I create an invoice, and what must I include? Are there best practices or tips I need to know?

We'll answer all of these questions below:

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Small Business Accounting Guide

  • When and why you may want to register a Limited Company
  • Advantages and disadvantages of a Limited company
  • Limited company alternatives
  • When to register for VAT
  • Advantages and disadvantages of VAT
  • How to take money out of your company
  • Dividend tax rates
  • Limited company expenses & corporation tax
  • Annual accounts and deadlines
  • Confirmation statements and deadlines
  • Self Assessment tax returns
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How much should accounting cost?

As a new business owner, you'll often find yourself juggling numerous roles and tasks-from growing your business, to managing your operations, financesand taxes.

In addition, you're now required to meet your legal obligations as a limited company director-such as filing the necessary paperwork and accounts on time-or you'll risk being penalised.

Staying on top of all of these tasks can feel overwhelming, and here's where a limited company accountant comes into the picture.

Below, we'll look into:

  • What you can expect to pay for limited accounting packages
  • Services that are included in the cost
  • FAQs relating to choosing a limited company accounting provider
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5 invoice template tools to help you invoice when self employed

An invoicing problem is a good problem to have.

It means that you have too many clients or too much work to properly charge for it. The good news is that it's an easy problem to fix.

Invoicing is essential for any self-employed person individual. It's how you collect revenue, and, done correctly, it's also how you can avoid tax issues.

I know how important this is because I've been there as a small business owner - and I searched for a long time to solve this problem and make it painless.

Besides hiring a personal assistant or part-time accountant (which is impractical for most smaller-time, one-person-show contractors), there's the option of using invoicing software that makes the process easy.

Below, I break down the difference between five popular invoicing tools to help you get started on making a decision.

Your decision will ultimately depend on what your business really looks like.

These are some questions you can ask yourself:

  • Do you only have a handful of regular clients?
  • How do your clients prefer to pay you in a certain way?
  • Are late payments a recurring problem for you?
  • Do you send out invoices, or does somebody else?
  • Do you already have accounting software in place, or are subscribed to an accounting package that includes the use of an accounting software?
  • What other applications and tools do you use for your business?
zoho invoicing tool
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How do I plan cashflow?

Here are a few strategies to better cash flow management:

Be rigorous about updating your cash flow: It can be helpful to update your cash flow whenever there is new information-such as when you've made a payment, or when a client informs you that a payment is coming in late. You'll need to have a system for managing your cash flow, whether that's a spreadsheet or cash flow management tool.

Carry out an in-depth analysis on a regular basis: Carve out a block of time each quarter to carry out an in-depth review of your cash flow. You'll want to assess your overall financial position, and look ahead at your cash flow projection for the next quarter.

Implement milestone payments for extended projects: If you're working on an extended project, consider structuring your payments by milestones-rather than receiving a single payment at the end of the project.

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5 Common Small Business Accounting Mistakes & How to Fix Them

A broad swath of small business owners are tackling the myriad tasks required to pay bills, invoice customers, cut checks to employees and contend with past-due accounts, among other accounting tasks.

While that might work for very small businesses, it often opens the door for firms to make accounting mistakes that undermine their growth and siphon precious time and mental focus from other important areas of their business.

Here are five accounting mistakes that can derail growth for small businesses and how to avoid them.

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Accountant Checklist Guide

  • Why you may need an accountant
  • Key areas an accountant can help
  • Questions to ask an accountant
  • Accountant checklist
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Creating your business budget

Running a business involves catering for many aspects of the business that can bog you down.

You can even forget crucial roles, such as monitoring your small business finances. Although budgeting may not be the best and most exciting part of running an enterprise, it is fundamental for success.

When starting a new business, a budget is a vital part of your business plan. Once the business is open and operational, then budgeting becomes an essential exercise that takes place annually or quarterly.

A budget comprises of fixed and variable costs accompanied by the allocation of monies to reflect business objectives.

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Contractor Accounting Services

We pride ourselves on providing an unparalleled level of support that will make you feel valued, eliminate your admin and ensure you're being as tax efficient as possible.

VAT registration & filing

We'll registered your company for VAT, and ensure VAT is always filed well ahead of the deadline. We will ask you to confirm that you're happy for us to automatically file your VAT without having to approve it which will ensure that we can get this filed as soon as possible.

We'll also help you get setup with a Direct Debit for HMRC so that you can make your VATpayments automatically without having to manually do this every quarter. This saves you time and the stress of ensuring you've paid on time, and importantly will make sure you don't have to pay a penalty for a missed deadline.

Annual accounts

We aim to complete your annual accounts well ahead of schedule to ensure you have complete financial records.

Corporation tax

You should never have to guess how much corporation tax is due. We'll make sure you know how much is due and when it's due.

Confirmation statement

We'll make sure to keep your Companies House account up to date and ensure your confirmation statement is filed on time.

Self assessment

We include a Self Assessment with our operate and grow packages and this is also available as an additional £99+VAT one-off charge.

Tax efficiency

From your salary, dividends, pension, investments and company expenses, we'll help you optimise your tax.

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How do I depreciate an asset?

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How do I dispose of an asset?

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Are there any penalties for delivering Company Accounts late?

The following penalties for private limited companies will be imposed if you fail to file your accounts with Companies House on time:

  • Up to 1 month late: £150
  • 1 - 3 months late: £375
  • 3 - 6 months late: £750
  • More than 6 months late: £1,500
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My tax code is incorrect ‚- how do I change it?

If your tax code is incorrect, you can use HMRC's check your Income Tax service to notify them. If you're not able to use the online service, you may get in touch with HMRC through other contact methods.

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Piggy bank showing savings for someone by comparing limited company accounting costs
Featured Article

How much should accounting cost?

Learn about the accounting fees for a new limited company, what's included in the costs, and FAQs for choosing a limited company accounting provider.

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Small Business Accounting Guide

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