Hiring is one of the biggest challenges for growing bookkeeping firms—especially for owners used to doing everything themselves. In an episode of the Successful Bookkeeper Podcast, Nancy Gwynne‑Vaughan shares how she moved past overwhelm and built a structured, repeatable hiring process to support her growing practice.
Here are five key lessons from that conversation:
1. Treat Hiring as a Skill You Learn
Hiring can feel risky, especially when bringing someone into a close-knit business or even a home office. But expecting to get it perfect the first time only creates pressure. Instead, approach hiring like any other skill—something you refine over time.
Give yourself permission to make mistakes early on. Iteration leads to improvement.
2. Build the Foundation Before You Hire
Before posting a job ad, define your mission, vision, and values. This becomes your filter—not just for hiring decisions, but for creating a team culture that lasts. Candidates who align with your values are more likely to succeed and stay.
Create internal clarity before seeking external help. The right candidates are drawn to clearly defined businesses.
3. Use a Systematic Screening Process
A structured hiring process weeds out mismatched candidates early. One effective method:
- Post the job with clear expectations
- Use an autoresponder with a set of qualifying questions
- Only advance candidates who follow instructions and respond thoughtfully
- Conduct brief phone interviews
- Use a role-specific skills test before final interviews
This approach dramatically reduces time wasted on poor-fit applicants and surfaces candidates who are detail-oriented and proactive.
4. Prioritize Learning Ability Over Experience
A well-designed skills test can reveal far more than a resume. In one case, a less experienced candidate outperformed a veteran simply by being honest about her gaps, eager to learn, and more accurate on the test.
Attitude, integrity, and problem-solving matter more than how many years someone has worked in bookkeeping.
5. Hire Slowly, Decide Confidently
The goal is to build a team you can trust—not just fill a seat. Slowing down the hiring process allows you to clarify your needs, compare candidates objectively, and avoid mismatches that cost time and money.
Rushed hiring often leads to re-hiring. Be thorough up front to save yourself from burnout later.
Your Hiring Checklist
✅ Accept that mistakes are part of the process
✅ Define your mission, vision, and values first
✅ Use structured questions and filters to screen applicants
✅ Test skills before hiring, not after
✅ Take your time—great hires are worth the wait
Hiring isn’t just an operational task—it’s a strategic investment in the future of your practice. With the right mindset and a solid process, you can build a reliable team, reduce overwhelm, and focus on growing a business that doesn’t rely solely on you.
For more great content, check out The Successful Bookkeeper Podcast!
