How to Train Your Admin on Bookkeeping Basics

Why Training Your Admin on Bookkeeping Basics Matters

Every small business owner eventually hits the same wall: you can’t keep doing it all yourself. Handing off bookkeeping to your admin frees up hours each month—but only if they’re trained the right way.

Even basic bookkeeping tasks—categorizing expenses, reconciling bank statements, or tracking payroll—have compliance and tax implications. A small mistake can lead to IRS penalties, missed deductions, or messy year-end reports.

Training your admin on bookkeeping basics isn’t about turning them into an accountant—it’s about creating accurate, consistent financial records that help you make better business decisions.

Step-by-Step Instructions

Step 1: Start with the Big Picture

Before diving into software or transactions, help your admin understand why bookkeeping matters. Cover:

• How bookkeeping ties to tax filings and business compliance.

• The difference between cash flow and profit.

• Why reconciliations prevent errors and fraud.
  

Step 2: Define Their Responsibilities

Be specific. A clear scope prevents confusion. Typical admin-level bookkeeping tasks include:

• Entering daily transactions into your accounting software.

• Reconciling bank and credit card accounts monthly.

• Categorizing expenses correctly.

• Managing vendor invoices and receipts.

• Preparing payroll support files or reports.
  

Step 3: Walk Through the Accounting Software

If you use QuickBooks, Xero, or Wave:

• Give them view-only access at first.

• Record a screen-share tutorial showing your process.

• Review how to generate reports like the Profit & Loss and Balance Sheet.
  

Step 4: Teach the Workflow

Use a standard workflow to keep everything consistent:

1. Weekly: Update transactions and receipts.

2. Monthly: Reconcile accounts, review financial reports.

3. Quarterly: Double-check tax payments and payroll filings.

4. Annually: Prepare clean books for your accountant.

   
   

Step 5: Review and Spot-Check

Set up a 15-minute monthly review:

• Verify expense categories.

• Compare reports to bank balances.

• Confirm all receipts are attached and documented.
  

Helpful Tools or Templates

Equip your admin with the right tools from the start:

• Bookkeeping & Payroll Toolkit – Templates and guides tailored for small business owners.

• Google Sheets or Notion Tracker – To track monthly reconciliation and filing deadlines.

• Dext or QuickBooks Receipt Capture – For uploading and categorizing receipts.

• Standard Chart of Accounts – Customize this with your accountant to ensure consistent categorization.

  
  

Pro Tips

• Train for accuracy, not speed. Most errors come from rushing.

• Record your training sessions. Future hires can reuse the videos.

• Explain the “why.” When your admin understands compliance consequences, they’ll take the details seriously.

• Use a consistent naming convention for files (e.g., “2025-10 Vendor Name Invoice.pdf”).

• Encourage ownership. Have them flag irregularities instead of guessing.
  

Common Pitfalls

• Skipping monthly reconciliations (“I’ll catch up later”)

• Mixing personal and business expenses

• Ignoring payroll tax deadlines

• Using vague categories like “miscellaneous” too often

• Not backing up digital records

Final Checklist

Before you hand off your bookkeeping:

•  Defined clear roles and permissions for your admin

•  Created standard operating procedures (SOPs) for each recurring task

•  Provided tool logins and documentation

•  Set a monthly review meeting on the calendar

•  Verified that backup and cloud storage systems are secure and organized