Bookkeepers send estimates before taking on a new client, a cleanup project, or a one-time setup. Prospects usually compare monthly fees and ask what is included, so a clear scope matters as much as the number. Most of the pricing work happens after you have looked at their accounts, software, and backlog.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Price scales with accounts, and clients often forget about PayPal, Stripe, or a second card until reconciliation starts.
Setting a ceiling lets you adjust the fee if volume grows well beyond what you quoted.
Clarifies whether the client has a subscription, whether you need access, and whether any software cost is passed through.
A monthly P&L and balance sheet are different from full management reporting, and the delivery date affects expectations.
Backlog scope is the biggest source of overruns, so name the months covered and the assumptions about record quality.
Statements, receipts, and payroll reports are usually late, so say that delays move your deadlines.
Many clients assume bookkeeping includes tax filing, and spelling out what is excluded avoids misunderstandings.
| Service | Priced | Typical range |
|---|---|---|
| Hourly bookkeeping | per hour | $35-90 |
| Monthly bookkeeping package (small business, under 100 transactions) | per month | $250-600 |
| Monthly bookkeeping package (higher volume, multiple accounts) | per month | $600-1,500 |
| Cleanup or catch-up bookkeeping | per hour | $50-100 |
| Bank and credit card reconciliation (standalone) | per account per month | $50-150 |
| Payroll processing | per pay run | $40-150 |
| 1099 preparation and filing | per form | $15-40 |
| Accounting software setup and chart of accounts | flat fee | $300-1,000 |
Typical US ranges. Rates vary by region, experience, and job size.
Ask for read-only access or sample statements and the last few months of data. A quick review shows uncategorized items, missing reconciliations, and mixed personal spending that change the hours.
Messy books are hard to predict. A range, such as 20 to 30 hours at your hourly rate, with a promise to check in at 20 hours, is safer than a fixed price based on guesswork.
For example, a basic tier with categorization and reconciliation, a mid tier that adds payroll and bill pay, and a full tier with reporting calls. Tiers help the client choose and make upsells easier later.
A 30-day expiration on the quote and a clause allowing a fee review if volume or accounts change keeps an old quote from locking you into an unprofitable rate.
A short intro call and a quote for standard monthly service is usually free. For cleanup projects that require reviewing records, some bookkeepers charge a small paid assessment fee, sometimes credited toward the project if the client hires them.
Give a range and state your assumptions, such as the number of months, the number of accounts, and that the client will provide statements. Say that significant differences from those assumptions will change the price, and agree to notify the client before going over.
An estimate is a good-faith approximation, while a quote or fixed-price proposal is a firm offer once accepted. Label the document clearly and have the client sign or approve it so the scope and price are on record.
It is a good idea. An engagement letter that includes the scope, fee, payment terms, and confidentiality protects both sides. Many bookkeepers combine the estimate and engagement terms in one document that the client signs.
Use the Bookkeeping invoice template to bill the client, or convert this estimate once it's approved.
Bookkeeping invoice template