How to Keep Accounting Costs Under Control

Accounting can be one of those never-ending bills that always feels too high. Many business owners feel like they’re stuck paying for help they’re not sure they even need. Maybe you’re worried about staying on top of the rules. Maybe you don’t understand what those charges on your accountant’s bill actually cover. You know ignoring accounting isn’t an option. But you also can’t help wondering if you’re paying more than you should.

You’re definitely not the only one feeling this way. The upside? There are plenty of ways to keep your accounting costs in check while still getting the reliable help you need. This guide will show you how to make that happen. 

Understand What You’re Actually Paying For 

First, get clear on what your accountant or bookkeeper handles for you. Most accounting pros offer a mix of three types of help: 

• Compliance tasks: Filing your taxes and sending reports to the right places
• Advice and planning: Helping you prepare for tax time and make decisions about how your business grows
• Everyday support: Taking care of bookkeeping, payroll, and the questions that come up day to day

Not every business needs all three all the time. Compliance work is essential. The other services can be helpful but might not be worth the money if you don’t really use them. 

Knowing what you actually need is the first step to cutting down your accounting bill. 

Go Line by Line Through Your Bill 

Accounting invoices can be full of confusing lines and fees. Don’t just accept them—get curious. 

• Check every charge: If you’re not sure what it is, highlight it to ask about
• Figure out how they charge you: Are you paying hourly, monthly, or by project? If it’s not clear, ask.
• Look for overlap: Sometimes businesses pay for extra reviews or clean-ups they don’t really need

A lot of businesses find they’re paying for tasks they didn’t ask for or don’t really use. Fixing this can bring your costs down fast.

Can you ask for a better rate? 

You absolutely can. It’s not rude to ask, it’s just good business sense. Try starting the conversation with your accountant by saying: 

“I’d like to review what we use most and see if we can make adjustments.”

“Can we group tasks together or drop a few to bring down the cost?”

“What would it look like if we stick to only the basics?”

You might also be able to save by agreeing to a longer contract or bundling services. Just make sure you’re not cutting out things that actually matter.

Is it time to look for a new accountant? 

If you haven’t compared rates in a while, this could be a good time. Smaller firms or solo accountants sometimes offer great service for less than the big companies. 

• Ask for a new quote: You’re not being disloyal; just making a smart move
• See if a smaller or specialized firm might be a better fit
• Be careful about prices that seem too low: You still want someone reliable and experienced
• Identify resources for support
  

How can software help save money? 

Good software can take a lot of routine work off your accountant’s plate and save you money. 

• Use software for basics: Invoicing, payroll, and tracking expenses are all things software can do well
• Pick a tool that’s easy to use: If it’s too complicated, you won’t use it
• The real benefit: Your accountant spends less time on boring data entry, and your bills go down

What tasks can you handle yourself? 

Not everything needs a CPA’s attention. Some of the day-to-day accounting can be done in-house if you have someone reliable to handle them. 

• Handle in-house: Entering receipts, paying bills, and sending invoices
• Bookkeepers can be a good choice: They cost much less than a CPA and can take care of routine bookkeeping
• Leave to the pros: Taxes, anything that’s required by law, and big financial reports

If you’re thinking about bringing more tasks in-house, check with your accountant first. They can point out what’s safe to handle on your own.

How to Set a Budget That Works 

Here’s a simple way to keep costs from getting out of hand: 

• Start with the must-haves: You can’t skip compliance work
• Trim the extras: Don’t pay for things you’re not using
• Adjust for your business today: If you’re growing or shrinking, your accounting needs will change
• Review twice a year: This helps you catch costs before they creep back in

Will cutting costs put you at risk? 

Not if you’re careful. The main thing is to never cut corners on compliance, payroll filings, or anything that could get you into trouble later. 

A simple guide: 

• Always use a pro for: Taxes, payroll filings, and official reports
• Handle what’s safe: Tracking expenses and basic data entry
• Plan for a check-in: Even if you do more yourself, have a professional review your books each year

The Bottom Line

Accounting costs don’t have to keep you up at night. With a little planning and some smart moves, you can keep them in check and still get the support you need. 

What to do next: 

1. Look over your last accounting invoice and mark anything that doesn’t make sense. 
2. Decide which tasks are essential and which are optional. 
3. Set an accounting budget that makes sense for your business today. 
4. Try out one piece of software to handle simple tasks. 
5. Talk to your accountant about trimming costs and bundling tasks. 
6. Put a reminder in your calendar to review your costs in six months. 
   

You don’t need to be an accounting expert. Just start asking questions and make sure every dollar you spend is justified.