How to Price Bookkeeping Services Monthly
Price bookkeeping as a monthly retainer built on transaction volume and connected accounts, not hourly — commonly $300–$600 a month for a small service business and $600–$1,200 with payroll — and bill it in advance on the 1st. Quote catch-up work separately per month of backlog. ShowTheReceipts bills the recurring retainer automatically and keeps each tier as a saved line.
Hourly punishes you for getting good
Every automation, rule, and bank feed you set up makes the job faster. Hourly billing turns each of those improvements into a pay cut. Monthly retainers don’t.
Build the tier on volume
- Transaction count per month — the real cost driver
- Connected accounts — banks, cards, payment processors
- Payroll — headcount, runs per month
- Filings — sales tax jurisdictions, 1099s
| Tier | Volume | Common monthly |
|---|---|---|
| Starter | ~100 transactions, 1–2 accounts | $200–$350 |
| Standard | ~250 transactions, 3 accounts | $350–$600 |
| Growth | 500+, multi-account + payroll | $600–$1,200 |
Catch-up is priced above the retainer, not inside it
Old books are worse than current books. Charge 1 to 1.5× the monthly rate per month of backlog, 50% up front, and only start the recurring retainer once the file is current.
A client four months behind is not a discount opportunity. It’s the reason they need you.
Add-ons that need their own price
- Payroll runs — per run, headcount capped
- 1099 filings — per form
- Sales tax filings — per jurisdiction
- Advisory or cleanup hours — hourly, stated
Raising rates is a volume conversation
When a client’s transaction count moves into the next tier, say so with the number. Volume-based tiers make a price rise a fact rather than a negotiation — set them up before you need one.
What not to do
- Don’t bill hourly once the workflow is stable
- Don’t bundle catch-up into the monthly rate
- Don’t include uncapped payroll or filing season
- Don’t hold a client at their original tier three years into their growth
Frequently asked questions
How much should a freelance bookkeeper charge per month?
$300–$600 a month is common for a small service business with modest volume, $600–$1,200 once payroll and higher transaction counts are involved. Build your own number from the tier's transaction volume and the accounts connected, not from the hours you hope it takes.
Why price monthly instead of hourly?
Because hourly penalizes competence. As you get faster and automate the reconciliation, hourly billing cuts your pay for doing the job better. A volume-based monthly retainer prices the outcome, so improvements land in your margin instead of your client's.
How should I price catch-up bookkeeping?
Per month of backlog — often 1 to 1.5× your monthly rate for each month behind — with 50% up front. Older books are messier than current ones, so price the backlog above the retainer and start the retainer only once the file is caught up.
How do I raise rates on an existing bookkeeping client?
Tie it to volume, with 30–60 days' notice. 'Your transaction count has moved from 180 to 400, which is the next tier' is a fact about their business, not a request — which is exactly why volume-based tiers are worth setting up before you need them.