Episode 100: 100th Episode Special: Ask Me Anything About Scaling a Bookkeeping Firm
Heads up: I use affiliate links for my fave products. If you click and purchase, I may receive a small commission at no extra cost to you.
Conquering Workflows & Systems for Bookkeepers & Accountants podcast with Alyssa Lang, founder of Workflow Queen and Magnetic Profits. Episode topic: 100th Episode Special: Ask Me Anything About Scaling a Bookkeeping Firm.
In this solo episode, Alyssa Lang covers your top questions for our special 100th episode of the podcast. It includes common challenges and strategies for hiring and team management tailored for bookkeepers and accountants. Alyssa dives into the nuances of capacity planning, proactive hiring processes, and innovative methods like project-based assessments, providing listeners with actionable insights to make informed decisions and foster a thriving work environment!
In this episode you’ll hear:
How to determine the right timing for hiring by using capacity planning
What options exist for hiring, such as improving efficiency and implementing better systems
Why maintaining a hiring pipeline and proactive onboarding are vital for team growth
How to use a project-based assessment for hiring to evaluate problem-solving skills
What pricing strategies can be set for bookkeeping services
Resources mentioned in this episode:
🎙️ Listen to Episode 90: Pricing for Profitability: How to Make Sure Every Client is Worth It
🎙️ Listen to Episode 76: Pricing for Growth: Aligning Client Fees with Your Business Goals
🎙️ Listen to Episode 35: What I Would Do Differently If I Had To Start All Over Again
🎙️ Listen to Episode 53: Building Your Dream Team: Hiring and Management Tips for Bookkeepers
🎙️ Listen to Episode 89: Exciting News: The New Direction of Workflow Queen – What’s Coming Next!
📚 Read to Blog: How to Build an Internal Training Program for New (and Existing) Team Members
🎙️ Listen to Episode 38: What To Do When Your Clients Don’t Get You Everything You Need
💻 Client Profitability Tracker
💻 Effortless Client Requests program
⚙️ Hubdoc
⚙️ Google Drive
⚙️ Content Snare
⚙️ Asana
⚙️ Loom
💻 Bookkeeper Launch
💻 Breakthrough for Bookkeepers & Accountants group coaching program
Listen to the Full Episode here 👇🏼
🎧 Listen on iTunes ⇨ Click here
🎧 Listen on Spotify ⇨ Click here
🎧 Chose another listening platform ⇨ Click here
Wow, 100 episodes! I can’t even believe we’ve hit this milestone. Starting the podcast back in February 2024 felt like a leap into the unknown, and here we are! This blog is a little celebration of everything we’ve built together and a chance to share some of the biggest takeaways from our AMA (Ask Me Anything) episode.
Whether you’re just starting your bookkeeping firm or gearing up for your next big growth phase, this one’s for you. We’re covering everything from hiring strategies and pricing tips to the tools and systems that make scaling feel manageable.
And hey, if you love what you’re reading here, stick around for links to some of my favorite podcast episodes and programs that’ll take your firm to the next level. Let’s dive in!
Reflecting on Growth and Milestones
Starting this podcast was a wild ride. I thought it would be all smooth sailing, but there were definitely weeks where I was recording just days before an episode dropped because I couldn’t settle on a topic. (Creative blocks? They’re real!)
But the coolest part? Connecting with all of YOU. From your questions and feedback to your amazing wins, this community has been everything.
Oh, and speaking of wins, 🎙️ check out Episode 89: Exciting News: The New Direction of Workflow Queen – What’s Coming Next for a behind-the-scenes look at where we’re headed.
When and How to Expand Your Team
Capacity Planning: The 85% Rule
Let’s talk hiring, because if you’re running a growing firm, you’ll eventually hit a point where you just can’t do it all. One of the best ways to figure out when to hire is by tracking your team’s capacity.
At my firm, we keep it simple: when someone’s workload consistently hits 85%, we know it’s time to explore our options. Pro tip: this doesn’t always mean hiring. Sometimes, it’s about improving processes or tweaking systems to make things flow better.
For more tips on team-building, 🎙️ listen to Episode 53: Building Your Dream Team: Hiring and Management Tips for Bookkeepers.
Hiring Options to Improve Efficiency
Before you jump into hiring mode, ask yourself a few key questions:
Are there tasks we can automate or streamline?
Can we outsource non-client-facing work to a VA?
What systems like ⚙️ Asana or ⚙️ Content Snare can help us save time?
These small shifts can free up time and energy for your team, giving you breathing room before making a new hire.
Keeping a Hiring Pipeline Open
One thing I’ve learned? Don’t wait until you’re desperate to hire. Keep a job posting on your website so you always have potential candidates ready to go. It’s like having a rainy-day fund, but for talent!
Project-Based Assessments
Interviews are great, but they don’t always tell the full story. That’s why I’ve started using project-based assessments during the hiring process. These real-world tests help me see how candidates think, solve problems, and handle feedback.
Want to know what I’d change if I could start all over? 🎙️ Listen to Episode 35: What I Would Do Differently If I Had To Start All Over Again.
Setting Pricing Strategies for 2025
Start with a Baseline
Let’s get real, pricing can be tricky, especially if you’re just starting out. My rule of thumb? For 2025, set a minimum baseline of $400–$500 per month for basic bookkeeping.
This makes sure you’re covering your costs and getting paid what you’re worth. And remember: if a potential client can’t meet that, they’re probably not your ideal fit.
Customize Based on Goals and Niches
Your pricing should reflect your business goals and the type of clients you serve. For example:
Are you working with niche industries like construction? Those often require more work (and higher fees).
Are you focused on service-based businesses? Those might be simpler to manage, allowing for more competitive pricing.
Want to dive deeper? 🎙️ Listen to Episode 76: Pricing for Growth: Aligning Client Fees with Your Business Goals and 🎙️ Episode 90: Pricing for Profitability: How to Make Sure Every Client is Worth It.
Track Profitability Regularly
If you’re not already using a 💻 Client Profitability Tracker, what are you waiting for? This tool helps you figure out which clients are worth your time, and which might need a pricing adjustment.
Tools, Systems, and Strategies for Efficiency
Automate Client Interactions
Ever feel like you’re constantly chasing clients for documents? Same here. That’s why I swear by ⚙️ Content Snare. It automates requests, follows up for you, and keeps everything organized. Trust me, once you use it, you’ll never go back to email chains.
Need more help with client requests? 🎙️ Listen to Episode 38: What To Do When Your Clients Don’t Get You Everything You Need or check out the 💻 Effortless Client Requests program.
Document Your Systems
If you’re not documenting your processes, you’re leaving money (and time) on the table. Tools like ⚙️ Asana and ⚙️ Loom make it easy to create SOPs (Standard Operating Procedures) so everyone on your team knows exactly what to do.
For a step-by-step guide, 📚 read our blog: How to Build an Internal Training Program for New (and Existing) Team Members.
Wrapping Up and Looking Ahead
Scaling your bookkeeping firm doesn’t have to be overwhelming. With the right strategies, like smart hiring, confident pricing, and streamlined systems, you can create a business that feels as good as it runs.
And if you’re feeling stuck or unsure, start by working on your mindset. 🎙️ Listen to Episode 75: Unstoppable Mindset: Conquering Fear, Embracing Success, & Elevating Your Business for a pep talk that’ll get you back on track.
Thank you for being part of this journey. Here’s to making 2025 our best year yet!
Thanks for listening. If this episode inspired you in some way, take a screenshot of you listening on your device and post it to your Instagram stories and tag me, @workflowqueen For more information about the Conquering Workflows & Systems for Bookkeepers & Accountants Podcast or interest in our programs or mentoring visit our resources below:
Visit our website: workflowqueen.com
Follow the Blog: workflowqueen.com/blog
Connect on LinkedIn: linkedin.com/in/alyssa-lang-wq
Connect on Instagram: instagram.com/workflowqueen
Connect on Facebook: facebook.com/workflowqueen
Podcast Publishing Tools we use:
Podcast Editing: Ian Gilliam: iangilliam.com
