Hiring a bookkeeper is a game-changer for many landscaping businesses, especially as they scale. Bookkeepers simplify business finances, even during those ‘100 Days of Hell’ where everything gets overwhelming. 

Bookkeepers manage:

• Crew payroll processing and overtime

• Seasonal cash flow and forecasting

• Accounts receivable and collections

• Material and project cost tracking

Ideally, you should find someone who specializes in the landscaping industry, since they’ll understand your seasonal cash flow patterns and any compliance requirements. 

In this guide, you’ll learn how to find the right bookkeeper and how they can help make your business more profitable.

What does a bookkeeper do for landscapers?

Most businesses only turn to bookkeepers during tax season, but following best bookkeeping practices supports the financial health of your business all year round.

Here’s what a bookkeeper can do for landscapers:

• Manage seasonal income effectively, including financial planning and forecasting, to ensure a steady cash flow throughout the season.

• Track job costs to ensure that billing accurately captures the full cost of goods sold on each project, thereby maintaining healthy profit margins.

• Ensure industry-specific compliance, such as state sales taxes on materials vs. labor.

• Identify tax deductions such as safety gear, professional memberships, and equipment repairs.

• Process payroll and factor in laws such as prevailing wage requirements when necessary.

• Handle invoicing, including generating accurate invoices and following up on collections.

Additionally, they often suggest systems and processes to keep financial records up to date and strategies to increase your business's profitability.

Why should landscapers hire a specialized bookkeeper?

A good landscaping bookkeeper will understand the unique chaos of the industry and translate it into precise, actionable financial data and strategies.

They will hit the ground running on matters such as:

1. Seasonal cash flow issues

Real-time job costing boosts your busy season profitability, making it easier to build a cash reserve for the slower winter months.

A landscaping bookkeeper helps:

• Track costs during busy season

• Create a strategic cash reserve

• Manage lines of credit

• Schedule equipment purchases

They’ll be able to anticipate when the busy season starts and ends, and adjust financial strategies accordingly.

2. Equipment depreciation schedules

Depreciation schedules are essential for accrual accounting, which involves recording revenue and expenses as soon as they’re billed or incurred. Since assets like vehicles are property you keep (and could potentially sell), it’s more accurate to deduct their cost over time as their value depreciates.

While a general bookkeeper will track depreciation schedules, a bookkeeper with landscaping experience will know that the economic life of your equipment is often much shorter than its tax life. So, they’ll ensure your balance sheet reflects reality. 

3. Payroll complexity

Landscaping payroll is also notoriously complex, and a specialist will allocate labor costs to the right jobs. They’ll also apply prevailing wage requirements and complete certified payroll reporting for government contracts.

4. Hidden and volatile costs

The prices of mulch, sod, and other materials are volatile, and landscaping bookkeepers incorporate those fluctuations into their quotes. They’ll also know what you can write off that others can’t, from plant loss to wear-and-tear on vehicles.

When should a landscaping business hire a bookkeeper?

While doing your own books is fine in the early stages, it often becomes a costly liability as your business scales. 

Here are some signs that it’s time to hire a professional bookkeeper:

• $1-2 million in annual revenue: At this scale, your business is complex. Bookkeeping professionals prevent minor errors from snowballing into major problems.

• Multiple crews: When payroll and job costing become a full-time job, bookkeepers ensure labor costs are allocated accurately.

• Bookkeeping takes 5-10 hours a week: Time is your most valuable asset, and too much time spent on bookkeeping prevents you from growing your business.

• Tax season stress: DIY approaches can threaten the financial health of your business when you miss tax filings or file payroll incorrectly. 

• Cash flow issues despite steady revenue: A bookkeeper can help provide clarity and improve financial liquidity.

If any of these scenarios sound familiar, your next step should be finding a qualified landscaping bookkeeper.

How do you find qualified bookkeepers for landscaping companies?

Finding a qualified bookkeeper can be a challenge, but there are several places to start your search.

Look for bookkeepers with Certified Public Bookkeeper (CPB) or QuickBooks ProAdvisor certification. They should also have construction or landscaping expertise and experience with the financial software you use.

1. Local firms

Search online using keywords like ‘bookkeeping for contractors’ or ‘landscaping bookkeeper.’ Look closely through the websites you find for mentions of job costing, landscaping, or industry-specific software.

Once you’ve found a few potential matches, search for reviews of their services on places like Google and Yelp. Read both positive and negative reviews to get a balanced understanding of their strengths and weaknesses.

2. Online job boards

Post a detailed job description on job boards like LinkedIn or Indeed. Make your job post specific with a title like ‘Landscaping Industry Bookkeeper’ and fill the description with industry-specific keywords, such as ‘job costing,’ ‘crew payroll,’ and ‘equipment depreciation.’

This will help you cast a wide net and give you complete control over the hiring process—but it’s also the most time-intensive method. You’ll need to vet resumes, conduct multiple interviews, and check references for several candidates.

3. Referrals

Ask other landscaping business owners in your network if they can recommend any bookkeepers they may have worked with. Ask what specific problems the bookkeeper solved for them and if they helped improve profitability.

This method is your most valuable resource, as bookkeepers referred by people you trust come pre-vetted for industry-specific challenges. However, this works best when referrals are from peers in your industry with a similar business model and size.

4. Industry organizations

National and state landscaping association directories (such as NALP) often list preferred vendors, including bookkeepers who understand the industry. These bookkeepers have intentionally sought out the landscaping niche and will be more actively invested in understanding your market.

5. Your LinkedIn network

Tap into your professional network on LinkedIn by searching for keywords like ‘landscape job costing’ or ‘landscaping bookkeeper.’ Look for people who have recommendations and endorsements from business owners.

However, keep in mind that a polished LinkedIn profile only reflects marketing savvy, not necessarily skill. Use it as a research tool, but don’t let it replace your vetting process.

6. Events and trade shows

Landscaping events are goldmines for collecting trusted, word-of-mouth recommendations from other industry experts. You might not find a bookkeeper in the exhibitor hall, but you’ll be able to ask other industry professionals about their approach to finding good bookkeepers.

7. Online directories

Use the QuickBooks Online ProAdvisor search tool to find certified bookkeepers, or use Aspire’s Partner Directory for professionals familiar with landscaping software. These targeted tools will help you find tech-savvy bookkeepers who will be comfortable with the software you’re using. 

Finding candidates is only half the battle—once you have a shortlist, the next step is to ask the right questions to determine if they possess the skills and experience your business requires.

What questions should landscapers ask when hiring a bookkeeper?

Before you start speaking to the bookkeeper candidates you selected, come up with a list of standardized questions to ask. This lets you directly compare each response and pinpoint the bookkeeper with the specific, hands-on expertise your business needs.

Below is a list of good questions to ask, along with what to listen for in ideal answers.

1. Do you have experience with landscaping or other seasonal service businesses?

Why ask it: Industry-specific experience is crucial for understanding the financial dynamics and job costing challenges unique to the landscaping industry.

An ideal answer: “Yes, absolutely. I’ve helped several landscaping clients build cash reserves from peak-season revenue to cover fixed overhead during the off-season. I’m also familiar with job costing specifics, including how factors like weather and material price fluctuations impact profitability.”

2. What accounting or bookkeeping software are you familiar with?

Why ask it: Bookkeepers who are already familiar with the software you use will help avoid training delays.

An ideal answer: “I’m proficient in all the major platforms, including QuickBooks Online, Acumatica, and Xero. I’ve also helped clients integrate these tools with landscaping platforms to automate bookkeeping processes.”

3. How do you handle job costing and tracking profitability by project?

Why ask it: Accurate job costing is critical for landscapers to understand which projects are profitable. 

An ideal answer: “I set up a detailed job costing system to ensure all labor, material, and overhead costs are allocated to each project as they happen. That includes costs like windshield time between jobs that often get overlooked.”

4. Are you familiar with payroll and subcontractor compliance requirements?

Why ask it: Landscapers need a bookkeeper who can manage both wage reporting and ensure 1099 compliance for subcontractors.

An ideal answer: “I have extensive experience managing landscaping payroll, including seasonal workers and multiple crews. I also stay current on IRS guidelines to classify workers and issue accurate 1099 reports at year-end correctly.”

5. How do you communicate and deliver reports?

Why ask it: The best bookkeepers will provide clear, regular reports and explain complex details in plain terms.

An ideal answer: “I like to establish a regular cadence upfront—typically a monthly package with a profit and loss statement, balance sheet, and a customized job profitability report. Then, I’ll schedule a 15-minute call where I walk you through the highlights in plain English.”

6. What is your process for staying updated on tax laws affecting landscapers?

Why ask it: Ongoing tax compliance requires continuing education as regulations evolve rapidly.

An ideal answer: “I maintain an active membership in the American Institute of Professional Bookkeepers, and regularly check for updates on topics like 1099 rules, vehicle deductions, and changes to state laws. I also allocate time each month for continuing education.”

What skills should a landscaping bookkeeper have?

Keep in mind the core skills a bookkeeper needs, so you can evaluate candidates’ answers easily and identify any skill gaps.

Key skills include:

• Proficiency with accounting software

• Familiarity with landscaping app accounting integrations

• Experience with invoicing and accounts receivable

• Payroll processing with multi-rate capabilities

• Understanding of equipment financing and depreciation

• Knowledge of seasonal cash flow management

• Experience with field service accounting

• Strong attention to detail for material cost tracking

When creating your own checklist, think about the skills unique to your business, such as debt restructuring or managing acquisitions. 

However, remember that even a candidate who ticks every box on paper can still be a poor fit.

What are the red flags when hiring a bookkeeper?

Being able to identify warning signs is just as important as being able to spot skills and competencies. 

Here are major red flags to watch out for as you screen candidates:

• Lack of relevant credentials/certifications: A complete lack of formal training or ongoing education suggests they won’t be up-to-date on the latest tax news and compliance standards.

• No experience with landscaping or service businesses: Someone with no experience in field services bookkeeping hasn’t solved the challenges you face daily—and you’ll be their training ground.

• Poor or missing references: Refusing to provide references suggests a history of poor performance, unmet expectations, or challenging client relationships.

• Offshore contractors without robust protocols: Offshore contractors might be cost-effective, but hiring them is risky if they lack data security measures or a deep understanding of your region’s tax laws.

• Slow or unclear communication: Bookkeepers who are unresponsive, difficult to understand, or struggle to explain complex concepts will only be worse once they’re hired.

• Promising unrealistic tax savings: Be extremely wary of anyone who promises dramatic tax savings before they’ve even seen your books. Cutting corners on taxes will leave you with steep penalties and fines.

Some of these red flags might not be dealbreakers, but they do warrant a closer look before you move forward.

Should landscapers hire in-house or outsourced bookkeepers?

Choosing whether to hire in-house or outsource bookkeeping is a crucial strategic decision that can significantly impact operations.

In-house bookkeepers are 100% focused on your business, often leading to a deeper understanding of your company's operations. You can also assign them additional administrative tasks, such as invoicing and billing.

Outsourced bookkeepers are more cost-effective and often easier to get started with. You’ll have access to a specialist (or team of specialists) with a broad range of knowledge, but they won’t be as consistently available.

Generally, an in-house bookkeeper is a better fit for larger companies that require daily support. Smaller and mid-sized businesses may find it easier to get started by outsourcing.

How can Aspire help bookkeepers support landscaping businesses more effectively?

The tools your bookkeeper has access to make a massive difference in their effectiveness. Aspire enhances the relationship between landscapers and bookkeepers by improving accuracy, saving time, and increasing confidence in financial decisions.

With built-in job costing, invoicing, and reporting tools, Aspire’s landscape business software makes all your business information actionable.

Integrated job costing and budgeting

Aspire makes estimated vs. actual calculations 33% quicker with real-time job costing insights. With direct expenses visible for every job, you’ll be able to make quick decisions based on an accurate understanding of profitability.

Real-time financial visibility

Aspire’s reporting software gives you live dashboards and reports on anticipated income, cash flow, and more. You’ll be able to work with your bookkeeper to make data-driven adjustments that boost revenue and profit.

Streamlined invoicing and billing

Aspire automates invoice generation based on completed work tickets or contracts. Bookkeepers will also be able to view accounts receivable at a glance, helping them maintain consistent cash flow. 

Subcontractor and payroll management

Bookkeepers can track subcontractor costs, manage payments, and support payroll processing with the right data at their fingertips. Employees and subcontractors can report time from desktop or mobile, and bookkeepers can use INNOVA integrations to streamline payroll.

Aspire also syncs with popular accounting software, such as QuickBooks, for accurate, up-to-date financial records without duplicate entries. With full audit trails and detailed reporting tools, bookkeepers can keep your business—and your cash flow—running smoothly.

Ready to see Aspire in action? Book a demo today to see what your next bookkeeper could do with best-in-class landscaping software.