Your business is small but growing, and with that growth comes more complex financial needs – managing cash flow and taxes and keeping expenses in check. It’s a lot, but tackling these challenges is how you keep moving forward. But you already have enough on your plate, and handling all this can be overwhelming. Solution? Get a small business CPA!
These experts can take care of all the financial details, so you don’t have to. But finding a CPA for your small business is easier said than done. That’s why we have put together this guide. We’ll walk you through a step-by-step process to help you find the perfect CPA for your small business.
Do I Need A CPA For My Small Business?
Yes, you do. A CPA can make a big difference if your small business has money coming in and going out. And if taxes, bookkeeping, or financial strategy overwhelm you, a CPA makes life easier. They ensure you are compliant with tax laws, help reduce your tax liability, and give insights to grow your business.
Even if you’re managing fine now, as your business grows, so will your financial complexities. A CPA can handle audits, payroll, and even help secure funding. Plus, they save you time so you can focus on running your business.
However, hiring a full-time or in-house CPA might not make sense for many small businesses. Their salaries can be expensive, and if your accounting needs are straightforward or seasonal, you could be paying for services you don’t use year-round.
That’s why outsourcing to a CPA firm is the smarter move. You get expert help when you need it without the full-time commitment or overhead costs. Plus, outsourced CPAs offer flexibility—you can scale their services up or down as your business grows. You will have a financial expert on-call without breaking the bank.
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How To Find Small Business CPA In 5 Easy Steps
Finding the right CPA for your small business doesn’t have to be complicated. Let’s break it down into super actionable steps. Stick with me, and by the end of this, you’ll know exactly how to find a CPA for a small business.
Step 1: Define Your Business Needs & Goals
Before you even start Googling, get crystal clear on what you need from a CPA firm. This is your roadmap for finding the perfect fit. Here’s what you need to do:
- Write down the exact tasks you need help with—bookkeeping, tax prep, payroll, financial forecasting, or all of the above.
- Set clear goals. Are you looking for tax savings? Do you need someone who can help you scale? Write this down because it will guide your conversations with potential firms.
- Your CPA should know your industry inside out. For example, if you run a small eCommerce business, they should understand online sales tax regulations, inventory management, and payment processing systems.
- Know what you’re willing to spend. A freelance CPA might charge $50–$150 per hour, while CPA firms could have packages starting at $500 per month. Decide what fits your financial situation.
Step 2: Research & Shortlist Qualified CPA Firms
Now it’s time to get into research mode. This is where you create a shortlist of potential candidates who fit the bill.
- Reach out to peers in your network. A simple “Who’s your CPA, and would you recommend them?” can save hours of research.
- Sure, Googling “small business CPA near me” or “best CPA for small business near me” is a good start, but don’t stop there. Check platforms like Yelp, Angie’s List, or the Better Business Bureau for more insights.
- Explore recruitment agencies like Genius, which connect you with highly-vetted CPAs and accounting professionals who align with your business needs. This can streamline your search and ensure you’re working with a professional who understands your industry.
- A good CPA outsourcing website will give you a lot of information. Look for:
- The industries they specialize in.
- Services they offer (look for mentions of small business tax planning, payroll, or cash flow analysis).
- Free resources, blogs, or newsletters—this shows they stay updated and care about educating their clients.
- Keep track of names, contact details, services offered, and red flags as you research. This will save you time during the decision-making process.
Step 3: Conduct Interviews & Ask Relevant Questions
This is where the rubber meets the road. You’re looking for a CPA firm that gets your business. Don’t settle for just phone calls or email exchanges. Schedule a proper meeting. You need to see how they communicate, how professional they are, and, honestly, if you connect with them. Here are the questions you can ask them during the interview.
| Ask About Their Experience with Small Businesses Like Yours – “Have you worked with businesses in my industry before?” – “What kind of challenges do small businesses like mine usually face, and how have you helped?” Analyze Their Service Offers – “How do you handle tax planning for small businesses, especially with new laws coming in?” – “Do you offer real-time financial reporting and analysis, or is it just at tax season?” – “What software do you use to integrate with my accounting system, and how easily does it sync with other tools?” – “How proactive are you about suggesting ways to save money or improve cash flow?” Inquire About Their Availability & Communication – “How often will we communicate?” – “Will I get a dedicated account manager, or will I have to deal with multiple people every time?” – “What’s your response time for urgent questions or issues?” Don’t Forget About Fees – “Can you break down your pricing structure?” – “Do you charge by the hour, or do you have set packages?” – “Are there any hidden fees I should be aware of?” Test Their Knowledge of Tech & Automation – “What accounting software do you recommend?” – “Do you automate any processes for your clients?” – “Can I access my financial data and reports online in real-time?” |
Step 4: Ask For A Mock Financial Strategy Tailored To Your Business
This is the ultimate test. You’re not asking for a generic “here’s how we work with all businesses” – you want a plan that fits YOUR business. Here’s how to approach it:
Before asking for a strategy, make sure the firm knows your business inside and out. Share details like:
- Your short-term and long-term financial goals.
- Any unique challenges (seasonality, large expenses, fluctuating cash flow).
- Any upcoming growth plans (expansion, new products, hiring).
Then ask them to create a strategy based on your needs. You want them to come back with something specific. Ask for:
- A financial roadmap for the next 6-12 months that outlines tax planning, savings strategies, and cash flow projections.
- A customized tax strategy—how will they help you minimize tax liabilities based on your expenses, deductions, and revenue streams?
- Forecasting advice—how do they plan to track and adjust your finances as you grow?
If the CPA firm hands you a generic template or doesn’t dig deep enough into your business specifics, that’s a red flag. A solid CPA firm will:
- Point out major financial areas to focus on (cash flow, reducing debt, increasing profits).
- Provide clear action steps—like how to optimize your current tax position or how to set up a solid accounting system.
- Break down what they expect from you (information you need to provide or decisions you need to make).
You also need to assess their ability to think ahead. Ask them, “How will this strategy evolve as my business grows?” If they can only talk about today or this year, they’re not the right fit. A good CPA firm will think beyond just tax season and will plan for future hurdles, whether it’s new regulations or preparing for expansion.
???? Did You Know?
64% of business owners handle their own bookkeeping.
(Source)
Step 5: Review Their Communication Style With A Trial Consultation
Now this step is crucial—you’re testing how they talk, not just what they know. Communication is everything when it comes to working with a CPA firm. You need to see if you feel comfortable and if their communication style works with your own.
Here’s how to make sure they’re a good fit:
- Schedule a trial meeting—this could be a 30-minute Zoom or an in-person conversation. Treat it like a real meeting and see how they handle it.
- Pay attention to how they explain complex ideas. They should be able to break things down in simple terms. If they start throwing around too much jargon, that’s a red flag.
- Gauge their responsiveness. How quickly do they respond to your emails or calls? Do they take time to address your concerns, or do they just brush you off? You want a firm that’s on the ball.
- During the trial, ask them to walk through a specific issue you’re facing. Are they solution-oriented? Do they sound confident without being pushy?
- Look for a collaborative approach. Do they make it feel like a partnership? You want a CPA who’s excited to help you grow, not just someone who’s ticking boxes.
5 Things To Look For In A CPA For Small Business
When it comes to finding the right CPA firm for your small business, you need someone who knows what they’re doing, understands your needs, and makes things easy. Let’s break down what you should be on the lookout for:
I. Expertise In Tax Laws & Regulations
Tax laws are always changing, and you need a firm that stays on top of these changes. A CPA firm with solid tax expertise ensures you’re never paying more than you should, and they’ll help you find every deduction you can.
Here’s how to check:
- Ask about recent tax changes. Check how they helped other small businesses adjust to new tax laws (like changes to small business deductions or credits).
- Request an example of tax strategies. A strong CPA firm should proactively suggest tax-saving strategies for your specific business. If they can’t provide relevant examples, that’s a red flag.
- Test their knowledge. Ask about something niche in your industry—like how they handle deductions for home-based businesses or gig workers. The more tailored they are to your needs, the better.
II. Advanced Accounting Software Proficiency
If your CPA firm isn’t up to date with the latest accounting software, you’ll be stuck with outdated systems that waste time. Plus, automated tools can streamline processes and give you real-time insights into your business health.
Here’s how you can verify this:
- Ask about their tech stack. Do they use tools like QuickBooks, Xero, or custom platforms? Request them to walk you through how they use these tools to track expenses, manage cash flow, and generate reports.
- Look for integration capabilities. Ask if their software can integrate with your existing systems (like payment processors, payroll software, or CRM tools). If they can’t, they might not be using the right tools for the job.
- Ask how often they update financial reports. A good outsourced CPA firm will ensure your books are up-to-date, not waiting for the end of the month to show you where you stand.
III. Strong Communication & Client Management Skills
A CPA firm that can’t communicate clearly won’t be able to guide you through complex financial decisions or keep you informed on your business’s financial health. Good communication also means they’ll be responsive when you need them.
Let’s see how you test this:
- Ask for a walk-through of their process. How do they explain things like tax planning, cash flow management, or business forecasts? If they can’t break it down simply, they’re not the right fit.
- Test how quickly they respond to emails or calls. If it takes them forever to get back to you now, imagine how they’ll treat you during crunch time.
- Ask how they helped other small businesses through tough financial situations. A competent firm should have examples of how they’ve communicated key issues and provided solutions in the past.
IV. Comprehensive Financial Analysis Capabilities
You don’t just want someone who files your taxes and handles the basics. You need a CPA firm that digs deeper—someone who can give you insights into your business’s financial health, spot trends, and even predict where you’re headed.
Here’s how to check:
- Don’t just rely on general promises. Ask to see a sample of the kind of financial analysis they provide. It should show things like profit margins, cash flow forecasts, and expense breakdowns.
- A solid CPA firm should help you see the bigger picture. Ask how they help businesses plan for growth. Are they able to provide projections for the next 6 months or even a year, with concrete advice on how to manage it?
- A good firm will compare your numbers against industry standards. Ask if they’ve done any competitive benchmarking for other clients in your sector. If they don’t, they might be missing a key piece of analysis.
V. Robust Data Security & Confidentiality Measures
Your business’s financial information is sensitive. You need to ensure that any firm you partner with has top-notch security to protect your data. One breach can set your business back for months, so don’t take risks here.
Here’s how to verify this:
- Ask about their data storage. If they say “in the cloud,” ask which cloud service they use. Big names like AWS or Google Cloud offer top security standards. Anything less, and you might want to dig deeper.
- Ask if they use encryption for data at rest and in transit. If they look at you like you’ve asked about alien technology, that’s a red flag. A reputable firm should understand encryption and be able to explain its protocols clearly.
- What happens if their systems go down or something goes wrong? A good firm will have a backup plan in place to protect your data from being lost or corrupted. Ask them to outline this plan in detail.
5 Indicators Of A Poor Fit In A Small Business CPA
Choosing the right CPA for your small business is important, but sometimes things just don’t click. How do you know if it’s not the right fit? Here are 5 signs that your CPA might not be the best match for your small business.
1. Lack Of Small Business Experience
If the firm starts talking more about its experience with larger corporations or doesn’t seem to understand the challenges you face as a small business, that’s a problem.
How to spot it:
- They don’t get your language. When you bring up things like “cash flow management” or “small business tax credits,” they give you a blank stare or go into a deep dive about corporate tax law.
- They recommend generic strategies. If they keep giving you advice that sounds like it was made for big companies with unlimited resources, you’ll know they’re not in tune with small business realities.
2. Vague Or Unclear Pricing Structure
If their pricing isn’t transparent or they start with low-ball quotes and later hit you with surprise charges, run the other way. An outsourced CPA firm should be upfront about fees and how they charge for different services.
How to spot it:
- You don’t know what you’re paying for. They tell you “Our fees vary depending on the complexity” but never give you a breakdown or estimate upfront.
- You get one price when you first inquire, but as you get closer to signing a contract, the costs slowly start to increase. You might also hear about “extra charges” for things they should’ve clarified from the start.
3. Reluctance To Provide Client References
If they’re unwilling to share references or give you vague, non-specific names of clients they worked with, it’s a massive red flag. A solid, reputable firm should have no issue sharing examples of their work and connecting you with satisfied clients.
How to spot it:
- They get defensive. When you ask for references, they either dodge the question or give you generic responses like “We’re not allowed to share client details.”
- They don’t have any real client stories on their website, or they avoid showing them during your meeting. No firm that’s confident in its work will hide its track record.
???? Fact check!
21% of small business owners admit they don’t know enough about bookkeeping.
(Source)
4. Focus On Selling Additional Services Rather Than Understanding Your Needs
If the firm seems more interested in upselling services you don’t need—like payroll processing, insurance, or other offerings—without first understanding your unique business needs, that’s a huge warning sign. Your CPA should be focused on solving your specific financial challenges, not pushing unrelated products.
How to spot it:
- They talk more about “packages” than your pain points. You’ll hear about their “full-service packages” before they’ve even asked about your business goals or financial struggles.
- Instead of listening to your current needs, they try to sell you extra services or offer a universal solution.
5. High Turnover Rate In Their Firm
If there’s a constant rotation of staff members or you hear about new faces every time you speak with someone, that could mean the firm is struggling with internal issues. High turnover points to poor management or dissatisfaction, both of which can impact service quality.
How to spot it:
- Constantly dealing with new people. You’re passed from one person to another, even when your case or accounts are still ongoing.
- If you ask about turnover and get vague answers, or worse, excuses, that’s a red flag. A stable, well-run firm should be transparent about its team and its stability.
3 Best CPA Services For Small Business
The right CPA service can make all the difference – helping you stay on top of taxes, bookkeeping, and financial planning. Let’s look at the top 3 CPA services that can simplify your business finances.
i. Genius
Genius is a recruitment agency that sources highly qualified CPAs from the Philippines and Latin America. Our on-the-ground network ensures access to top accounting professionals while keeping costs about 80% lower than hiring locally.
Every CPA candidate undergoes a thorough evaluation, including soft skills assessments, technical interviews, and real-world project tests, ensuring you get only the top 1% of candidates for your accounting needs. Plus, you can interview candidates for free, and there’s a 6-month talent guarantee, giving you peace of mind that you’re making the right choice.
- Employees: 25
- Revenue: $1M – $2M
- Year Founded: 2019
- Pricing: 25% of the candidate’s first-year salary
- Core Service Features: Bookkeeping and financial record management, Tax preparation and filing, Payroll management and compliance, Financial analysis and reporting, Budgeting and cash flow management
ii. Pilot
Pilot is one of the largest startup and small business accounting firms in the US, and they have a strong track record of helping thousands of small businesses. They can save small businesses up to $500,000 annually through R&D tax credits alone.
The firm integrates seamlessly with over 250 different tools, making it easy to manage everything from bookkeeping to invoices and vendor management—all in one place. Their cloud-based platform makes collaborating with your dedicated accounting team straightforward and hassle-free.
- Employees: 250+
- Revenue: $15 million
- Year Founded: 2017
- Pricing: Starts at $349 per month
- Core Service Features: Bookkeeping, Accounts payable and receivable, Monthly financial insights and reporting, R&D tax credit optimization
iii. Paro
Paro gives you access to the top 2% of CPAs who have experience in Fortune 500 companies and Big 4 firms. It uses an AI-driven platform, which lets you connect with CPAs and accountants 20 times faster than traditional methods.
Paro’s professionals come from over 60 industries and bring expertise in more than 250 skill sets. This means you can find someone with exactly the right experience, whether you need help with tax strategy, bookkeeping, or complex financial planning.
- Employees: 239
- Revenue: $10M – $20M
- Year Founded: 2015
- Pricing: 25% of the candidate’s first-year salary
- Core Service Features: Bookkeeping management, Financial planning & analysis, Budget & forecasting, Tax planning
How Much Does CPA Cost For Small Business?
Small business CPA cost can be anywhere from $150 to $500 per hour. Some firms offer monthly packages ranging from $300 to $5,000, depending on the complexity of your financial needs, like bookkeeping, tax filing, and consulting. It’s always best to get a clear breakdown of what’s included and any extra charges upfront to avoid surprises. small business cpa cost
What Is The Average Cost Of Tax Preparation By CPA For Small Business
For small businesses, tax preparation by a CPA costs between $500 and $2,500. The cost depends on the complexity of your business’s tax situation, including the number of forms, deductions, and credits you qualify for. A simple tax return could cost $500 to $1,000, while more complex situations with multiple revenue streams or business structures will cost $1,500 to $2,500.
Conclusion
There is no doubt about it: finding the right small business CPA can completely turn things around. But hire the wrong one? You will regret it every step of the way. And it is not just about the money you lose – it is the potential damage to your business’s reputation and overall stability. So take your time with this and follow the steps we discussed to find the right fit.
If you’re looking to streamline your search and find top-tier accounting talent, partner with Genius. We connect small businesses with skilled accounting and finance professionals. By leveraging our global network and rigorous screening process, you can quickly identify and hire CPAs who meet your specific needs and share your values. Contact us now to get started.
FAQs
What’s the difference between a CPA and an accountant?
A CPA (Certified Public Accountant) is a licensed professional who has passed rigorous exams and met state certification requirements. They offer more specialized services like tax preparation, audits, and financial planning. An accountant, while skilled in bookkeeping and financial reporting, doesn’t have the same certifications and can’t provide the same range of services, especially in areas like audits or representing you in tax matters.
What does a CPA do for a small business?
A CPA helps small businesses with a wide range of financial tasks, including tax preparation, financial analysis, audits, and strategic planning. They provide advice on tax savings, manage bookkeeping, and ensure your business complies with financial regulations. They also offer insights into budgeting, cash flow management, and overall financial health.
Is a CPA worth it for a small business?
Yes, a CPA brings valuable expertise in managing finances, ensuring tax compliance, and offering strategic advice. They can help save money through tax deductions, prevent costly mistakes, and provide insights that can lead to better financial decisions.
What is a CPA not allowed to do?
A CPA cannot perform services that are outside their scope of expertise or certification. For example, they can’t offer legal advice unless they are also a licensed attorney. CPAs are also prohibited from participating in fraudulent activities or conflicts of interest. Plus, they can’t provide services that could compromise their objectivity, like signing off on financial statements they have prepared themselves.
What can a CPA do that a bookkeeper can’t?
A CPA can handle more complex financial tasks that require specialized knowledge, like preparing tax returns, conducting audits, and providing financial advice. They can also represent your business in front of the IRS. A bookkeeper, on the other hand, focuses on day-to-day record-keeping tasks like entering transactions, managing accounts, and balancing ledgers but doesn’t have the expertise to handle more advanced financial tasks like tax strategy or audits.
