What’s the difference between a bookkeeper and an accountant?

Both bookkeepers and accountants are qualified finance professionals who can make running your business significantly easier.  However, many people are unclear where the differences, and the similarities, are between the roles.  In this article, we look at what each role does and the benefits of working with both of them.

What does a bookkeeper do?

Every business needs to keep some financial records.  There are clay tablets dating to 3000 BC, inscribed in cuneiform script, which record how many jars of beer were sold.  Today, we probably use Xero or Quickbooks rather than clay tablets but the principle hasn’t changed much!

A bookkeeper’s main role is the recording and processing of daily financial data, as well as classifying and analysing these transactions.  Your bookkeeper can turn carrier bags full of bills, receipts and invoices into an understandable and manageable record so you can see what’s going on with your business cashflow.  Bookkeepers can also help ensure your bills are paid and your customers pay you.

In addition, many bookkeepers like me offer additional financial services, such as running your payroll, completing and filing your tax returns and  preparing your VAT returns.  Many accountants can also do this so it’s worth checking out your options.   Unlike some bookkeepers, I can also file basic Limited Company accounts and offer management accounting servicing (which isn’t always something that accountants offer).

 What does an accountant do?

In contrast, an accountant will focus on the ‘bigger picture’ of your business finances.  They will generate financial statements or forecast your future business needs, based on past financial forecast and growth plans.  An accountant is less concerned about the day-to-day recording of transactions but will focus on financial compliance issues, such a quarterly tax returns and the preparation of annual accounts.

 Accountants are often seen as unofficial partners in the strategic direction and management of a business.  For example, they can help with business tax planning, planning to grow (or divest) a business and even provide personal financial advice too. Much of the work accountants to is based on analysing the data that bookkeepers have compiled in the first place.

Both will have a range of versatile skills

Bookkeepers and accountants have many skills in common.  Both are there to support the smooth financial running of your business and both have relevant professional qualifications to help with that.  Both will enjoy working with numbers,  spreadsheets and software and have great attention to detail. And I don’t know many accountants or bookkeepers who aren’t calm under pressure or are practical problem solvers!

 Which do I need for my business, a bookkeeper or an accountant?

To decide whether you need one or both of these finance professionals, I suggest you ask yourself the following questions:

Do I keep on top of my invoicing, payrolls and receipts myself?

If the answer is no, then a bookkeeper will be a big help in taking that off your plate for you.

Do I need to prepare limited company accounts?

If you answered yes to this, you will need to use an accountant (unless you are confident enough to do it yourself).  A bookkeeper is unlikely to prepare your corporate tax returns, calculate capital gains tax or prepare management accounts.

Do I need help preparing and filing my VAT returns?

If you do, actually, either a bookkeeper or an accountant could do this for you; it may depend on your answers to the other questions whether you need both!

I’m self-employed but need help with my self-assessment tax return?

If you do, again, either a bookkeeper or an accountant could help with that.  In reality, you may find a bookkeeper who keeps track of your day-to-day transactions could do this for you more easily than an accountant, who will expect you to provide that information for them.

In summary…

Accountants and bookkeepers are two distinct roles but both add fantastic value to business owners. Without them, keeping track of finances and complying with regulations would take up a huge amount of time and probably require additional training or research to satisfy yourself you’re doing it correctly.

 As with any financial decisions, for business or personally, always seek sound professional advice.  I would also suggest asking more than one professional whenever you can.