Hiring Help for Xero Bookkeeping: A Simple Guide

By Zoe Hadley, Accountant in Australia

Running a business is exciting, but it can also be overwhelming. Most of the freelancers and small business owners I’ve worked with over the past 35 years tell me the same thing: they didn’t start their business to spend hours buried in bookkeeping. They wanted freedom, flexibility, and the chance to do what they love.

That’s why I often get asked:

“Zoe, how do I hire someone to help me with my Xero bookkeeping?”

If you’ve been wondering the same thing, you’re not alone. Let me share what I’ve learned over decades of working with people just like you. This guide is written in plain, simple words, and I’ll explain not only how to find the right help but also why payroll is such a big part of the picture.

Why Bookkeeping in Xero Still Needs a Human Touch

Xero is a brilliant tool. It connects your bank accounts, makes invoicing easy, and even helps with payroll. But here’s the truth: the software only works as well as the person using it.

I’ve seen so many businesses set up Xero and think, “Great, I’ll never worry about bookkeeping again.” A few months later, they’re drowning in unreconciled transactions, missed invoices, and payroll errors.

Bookkeeping is not just data entry it’s making sure your financial story is correct. That’s why hiring the right person to manage your Xero account each month is worth its weight in gold.

As a trusted bookkeeping outsourcing company, Globus Prosourcing helps small and medium businesses gain clarity, accuracy, and peace of mind with tailored bookkeeping solutions. Whether you need ongoing support or a full financial cleanup, Globus Prosourcing ensures your books are always in perfect shape  saving you time and protecting your profits.

Step 1: Understand What You Actually Need

The first step is figuring out exactly what kind of help you’re looking for. Some people only need the basics, while others want a full bookkeeping service.

Here are the most common tasks a Xero bookkeeper can handle:

• Bank reconciliations – Matching transactions with invoices and receipts.
• Accounts receivable – Making sure clients pay you on time.
• Accounts payable – Tracking bills and paying suppliers.
• Payroll – Setting up and running wages, super, and tax.
• BAS preparation – If they’re a registered BAS agent, they can lodge it for you.
• Monthly reports – So you know exactly how your business is tracking.

Make a list of what’s most important to you. That will help you choose the right person later.

Step 2: Bookkeeper, BAS Agent, or Accountant?

This part confuses a lot of people, so let me simplify it.

• Bookkeeper – Manages your day-to-day numbers. Perfect for reconciling, invoicing, and general bookkeeping.
• BAS Agent – A bookkeeper who is registered with the Tax Practitioners Board. They can legally lodge your BAS and deal directly with the ATO.
• Accountant – Usually focuses on tax returns, financial planning, and big-picture strategy.

For most freelancers and small business owners, a Xero-certified bookkeeper or BAS agent is the best fit. You’ll only need an accountant for end-of-year tax or advice.

Step 3: Look for Xero Certification

Please, don’t skip this step. Always make sure the person you hire is Xero-certified.

Xero-certified bookkeepers know how to set up bank rules, run payroll correctly, and make the most of automation. Without that knowledge, you’ll just be paying for someone to “figure it out” on your time and your money.

You can check the official Xero Advisor Directory to find qualified professionals.

Step 4: Payroll – The Trickiest Part of Bookkeeping

Now let me talk about payroll, because this is where I’ve seen the most mistakes over my career.

When I started in accounting over three decades ago, payroll was a paper-heavy nightmare. These days, Xero makes it easier, but it still requires accuracy and care. If payroll is wrong, your staff lose trust, the ATO sends warnings, and you risk fines.

Here’s what payroll in Xero should cover when managed by the right person:

• Wages – Setting up pay runs weekly, fortnightly, or monthly.
• PAYG tax – Making sure the right amount is withheld.
• Superannuation – Automatically calculating and paying into super funds.
• Leave tracking – Annual leave, sick leave, and long service leave.
• Single Touch Payroll (STP) – Reporting each pay run to the ATO.
• End-of-year finalisation – No more group certificates STP does it all.

I remember one client who used to spend two days each month trying to run payroll on her own. She was always second-guessing herself and terrified of getting it wrong. Once she brought in a Xero-trained bookkeeper, payroll took less than an hour, and she never worried about super payments again.

That’s the difference the right help makes.

Step 5: Local vs Outsourced Help

When it comes to hiring, you have two main options:

1. Local bookkeeper or accountant – Someone you can meet face-to-face, who knows Australian rules inside out.
2. Outsourced bookkeeping service – Usually more cost-effective, and often faster because they specialise in handling accounts for lots of businesses.

In my experience, the choice isn’t really about location it’s about reliability and expertise.

Step 6: Ask the Right Questions

Before you hire anyone, ask a few simple but important questions:

• How long have you worked with Xero?
• Do you manage payroll and BAS for other clients?
• How do you usually communicate email, Zoom, or directly through Xero?
• Can you share references from other clients?

A great bookkeeper won’t just give you numbers. They’ll explain things clearly so you actually understand your money.

Step 7: Set Clear Expectations

Once you’ve chosen someone, be clear about how you’ll work together. Decide on things like:

• Who uploads receipts and invoices?
• How often they’ll update your books.
• Whether they’ll handle payroll or just provide reports.
• When and how you’ll receive monthly reports.

Getting this sorted early keeps everyone on the same page.

Final Thoughts

After 35 years in this profession, here’s the one thing I know for sure: you don’t have to do it all yourself.

Your business will thrive when you focus on what you do best. Bookkeeping, payroll, and BAS can all be handled by someone who knows Xero inside out.

So, don’t see hiring a bookkeeper as just another expense. See it as an investment in your peace of mind. With the right person (or service) by your side, your books will be accurate, your payroll stress-free, and you’ll finally feel in control of your money.

At the end of the day, bookkeeping isn’t just about numbers. It’s about giving you the freedom to run your business with confidence.