Are you guys keeping receipts for clients?

Do You Handle Receipt Management for Clients?

I have a Bookkeeping client who primarily requires my services for tax purposes, making the process relatively straightforward. However, she frequently sends me receipts and even includes me in emails to the company she contracts with, specifically when forwarding her receipts for reimbursement.

I’m uncertain how to address this issue with her, as I do not wish to take on the responsibility of managing receipts, yet she is a key client for my business. Is it common practice for most bookkeepers to handle receipt management for their clients, and could this be why she expects this from me?

I would appreciate any insights or advice on how to navigate this situation.

When dealing with clients who have specific expectations about the services you provide, communication is key. Here’s a step-by-step guide on how you can handle this situation:

Understanding Receipt Management in Bookkeeping

Common Practice: While some bookkeepers do manage receipts as part of their services, this often depends on the agreement between the bookkeeper and the client. Receipt management may involve organizing receipts, entering data into Accounting Software, and ensuring accurate records for tax purposes.
Why Clients Expect This: Your client might expect you to manage receipts because other bookkeepers may offer comprehensive services that include this aspect. Also, clients often assume that since receipts are crucial for accurate Bookkeeping, the bookkeeper would naturally be responsible for them.

Addressing the Issue with Your Client

Clarify Your Services:
Review the Agreement: Check the initial agreement or contract you had with your client to see if receipt management was explicitly included or excluded.
Communicate Clearly: Schedule a meeting or call with your client to discuss the services you provide. During this discussion, emphasize the scope of your services and clarify any misunderstandings.
Explain Your Position:
Share with your client that while some bookkeepers offer receipt management, it isn’t a standard part of your services unless explicitly agreed upon.
Highlight the added time and resources required for managing receipts, which could impact your availability for other critical tasks related to Bookkeeping.
Offer Solutions:
Suggest Alternative Solutions: Recommend effective tools or software that can help the client manage receipts more efficiently, such as Expensify, Receipt Bank (Dext), or QuickBooks.
Offer Training: If feasible, you might offer a short training session on how they can organize and manage receipts effectively using these tools.

Maintaining the Relationship

Be Professional and Empathetic: Acknowledge that you understand the importance of receipts in maintaining accurate books and express your willingness to find a solution that keeps both parties satisfied.
Reiterate Your Value: Remind your client of the valuable services you provide and how they contribute to her business, focusing on maintaining accurate books for tax purposes.
Negotiate if Necessary: If receipt management is crucial to maintaining this keystone client, consider negotiating an additional fee for this service. Be transparent about the added costs and why they are necessary.

Conclusion

One response

APAdmin

25 February 2025 at 7:29 PM
When dealing with clients who have specific expectations about the services you provide, communication is key. Here’s a step-by-step guide on how you can handle this situation:

Understanding Receipt Management in Bookkeeping
1. Common Practice: While some bookkeepers do manage receipts as part of their services, this often depends on the agreement between the bookkeeper and the client. Receipt management may involve organizing receipts, entering data into Accounting Software, and ensuring accurate records for tax purposes.
2. Why Clients Expect This: Your client might expect you to manage receipts because other bookkeepers may offer comprehensive services that include this aspect. Also, clients often assume that since receipts are crucial for accurate Bookkeeping, the bookkeeper would naturally be responsible for them.
Addressing the Issue with Your Client
1. Clarify Your Services:
2. Review the Agreement: Check the initial agreement or contract you had with your client to see if receipt management was explicitly included or excluded.
3. Communicate Clearly: Schedule a meeting or call with your client to discuss the services you provide. During this discussion, emphasize the scope of your services and clarify any misunderstandings.
4. Explain Your Position:
5. Share with your client that while some bookkeepers offer receipt management, it isn’t a standard part of your services unless explicitly agreed upon.
6. Highlight the added time and resources required for managing receipts, which could impact your availability for other critical tasks related to Bookkeeping.
7. Offer Solutions:
8. Suggest Alternative Solutions: Recommend effective tools or software that can help the client manage receipts more efficiently, such as Expensify, Receipt Bank (Dext), or QuickBooks.
9. Offer Training: If feasible, you might offer a short training session on how they can organize and manage receipts effectively using these tools.
Maintaining the Relationship
1. Be Professional and Empathetic: Acknowledge that you understand the importance of receipts in maintaining accurate books and express your willingness to find a solution that keeps both parties satisfied.
2. Reiterate Your Value: Remind your client of the valuable services you provide and how they contribute to her business, focusing on maintaining accurate books for tax purposes.
3. Negotiate if Necessary: If receipt management is crucial to maintaining this keystone client, consider negotiating an additional fee for this service. Be transparent about the added costs and why they are necessary.
Conclusion
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