Are you guys keeping receipts for clients?

Do You Manage Receipts for Your Clients?

I have a client for whom I handle basic Bookkeeping primarily for tax purposes, which is quite straightforward. However, she has been consistently sending me receipts and even copies me on emails to the company she contracts with when she submits her receipts for reimbursement.

I’m unsure how to discuss this with her as I don’t want to manage receipts, but she’s a key client for my business. Is managing receipts a common practice among bookkeepers, and could this be why she expects me to handle it? I’d appreciate any advice on how to address this situation effectively.

Handling Receipt Management for Bookkeeping Clients

Managing client expectations is a crucial aspect of any professional service, including Bookkeeping. In your case, it seems like your client is under the impression that part of your duties includes handling her receipts. Here’s how you can approach this situation effectively:

1. Understand the Industry Norms

First, it’s important to understand the typical responsibilities of a bookkeeper. Generally, bookkeepers are expected to:

Record financial transactions.
Reconcile bank statements.
Prepare financial statements.
Manage accounts payable and receivable.

While some bookkeepers offer receipt management, it is not universally expected unless explicitly agreed upon. Often, bookkeepers might need receipts to verify transactions, especially for expense tracking, but managing them isn’t necessarily a standard task.

2. Clarify Your Scope of Work

If receipt management wasn’t part of your original agreement, you’ll want to clarify your role:

Review Your Agreement: Look back at your engagement letter or contract to ensure both you and your client understand the agreed-upon services.
Communicate Clearly: Politely remind your client of the scope of your services. You might say something like:

“Hello [Client’s Name], I noticed that you’ve been sending me your receipts. While I’m here to ensure your books are accurate for tax purposes, organizing individual receipts isn’t part of our current agreement. I can provide guidance on efficient ways to manage receipts if you’d like.”

3. Educate and Offer Solutions

Sometimes clients aren’t aware of what tasks fall outside a bookkeeper’s responsibilities. Consider:

Provide Guidance: Suggest tools or methods for effective receipt organization, such as apps like Expensify or Receipt Bank, which can streamline the process for her.
Educational Resources: Offer to provide resources or a quick tutorial on how she can handle receipts more effectively on her own.

4. Consider Offering It as an Additional Service

If she values this task and you’re open to offering it at an extra cost:

Assess Scalability: Decide if this is something you’re equipped to manage, both in terms of time and resources.
Communicate Fees Clearly: If you decide to offer this service, make sure to communicate any additional fees and alter your agreement accordingly.

5. Maintain Professional Boundaries

Finally, remember to keep a professional boundary. As tempting as it might be to fulfill every need of a keystone

One response

APAdmin

26 February 2025 at 2:08 PM
Handling Receipt Management for Bookkeeping Clients

Managing client expectations is a crucial aspect of any professional service, including Bookkeeping. In your case, it seems like your client is under the impression that part of your duties includes handling her receipts. Here’s how you can approach this situation effectively:

1. Understand the Industry Norms

First, it’s important to understand the typical responsibilities of a bookkeeper. Generally, bookkeepers are expected to:
- Record financial transactions.
- Reconcile bank statements.
- Prepare financial statements.
- Manage accounts payable and receivable.
While some bookkeepers offer receipt management, it is not universally expected unless explicitly agreed upon. Often, bookkeepers might need receipts to verify transactions, especially for expense tracking, but managing them isn’t necessarily a standard task.

2. Clarify Your Scope of Work

If receipt management wasn’t part of your original agreement, you’ll want to clarify your role:
- Review Your Agreement: Look back at your engagement letter or contract to ensure both you and your client understand the agreed-upon services.
- Communicate Clearly: Politely remind your client of the scope of your services. You might say something like:
“Hello [Client’s Name], I noticed that you’ve been sending me your receipts. While I’m here to ensure your books are accurate for tax purposes, organizing individual receipts isn’t part of our current agreement. I can provide guidance on efficient ways to manage receipts if you’d like.”

3. Educate and Offer Solutions

Sometimes clients aren’t aware of what tasks fall outside a bookkeeper’s responsibilities. Consider:
- Provide Guidance: Suggest tools or methods for effective receipt organization, such as apps like Expensify or Receipt Bank, which can streamline the process for her.
- Educational Resources: Offer to provide resources or a quick tutorial on how she can handle receipts more effectively on her own.
4. Consider Offering It as an Additional Service

If she values this task and you’re open to offering it at an extra cost:
- Assess Scalability: Decide if this is something you’re equipped to manage, both in terms of time and resources.
- Communicate Fees Clearly: If you decide to offer this service, make sure to communicate any additional fees and alter your agreement accordingly.
5. Maintain Professional Boundaries

Finally, remember to keep a professional boundary. As tempting as it might be to fulfill every need of a keystone
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