What is a bookkeeping proposal?

A document that describes a business's current books, the bookkeeping services you'll provide, your monthly fee options and the terms. It helps the client choose a service level before you send a formal engagement letter.

How should I price bookkeeping services?

A fixed monthly fee is the easiest for a client to budget for, so build two or three tiers around transaction volume, the number of accounts and extras such as payroll or VAT. Price catch-up work separately as a one-off project.

What's the difference between a bookkeeping proposal and an engagement letter?

The proposal sells the service: the client's situation, your tiers and your prices. The engagement letter is the formal agreement on scope, responsibilities and terms. Many bookkeepers send the proposal first and the engagement letter once the client chooses a tier, so check what your professional body expects.

Should catch-up bookkeeping be priced separately?

Yes. Catch-up work is a one-off project with its own effort, often more than a normal month. Quote it per month of records or as an hourly estimate, and bill it before or alongside the first monthly fee.

Do I need to be registered to offer bookkeeping?

It depends on where you work. In the UK, bookkeeping businesses must be supervised for anti-money laundering by a professional body or by HMRC. In the US, the IRS requires a PTIN if you prepare or help prepare federal tax returns for pay. Check the rules where you and your clients are based.

What should I ask a new client before quoting?

Which software they use, how many bank, card and payment accounts they have, roughly how many transactions go through each month, whether they need payroll or VAT or sales tax work, how far behind the books are and any deadlines coming up.

Proposal template

Bookkeeping proposal template

Updated 23 October 2026

Quick answer

A bookkeeping proposal should describe the state of the client's books, list the monthly tasks you'll handle, offer two or three priced service tiers, price any catch-up work separately and spell out what's excluded, such as tax returns or advice. Use the template below, fill each [bracket] and follow it with a formal engagement letter if your professional body or local rules expect one.

The bookkeeping proposal template

Bookkeeping clients aren't really buying hours. They're buying calm: accounts that reconcile, bills that are recorded and reports they can read before a tax deadline. A proposal that shows exactly what you'll do each month, and what it costs, is the quickest way to earn that trust.

This template is for recurring bookkeeping for small businesses, with an optional catch-up project for books that have fallen behind. Adjust the tasks to the software you use and to the rules where you and your client are based.

The filled-in example further down uses a fictional business. Its names, volumes and prices are illustrations, so use your own numbers.

BOOKKEEPING SERVICES PROPOSAL

Prepared for: [Client name], [Business name]
Prepared by: [Your name], [Your bookkeeping business]
Date: [Date]
Valid until: [Date]

1. Overview
[Business name] is a [type of business] with [number] staff, using [accounting software / spreadsheets]. You have [number] bank accounts, [number] cards and [payment platforms], with roughly [number] transactions a month. Right now [the situation, e.g. the books are four months behind and a VAT return is due in six weeks]. You want [the outcome, e.g. up-to-date books every month and a clear view of cash flow].

2. Goals
- Books reconciled and up to date by the [day] of each month
- Monthly reports you can read in five minutes
- Records ready for your accountant at year end, without a last-minute scramble
- [Fewer overdue invoices / payroll on time / tax deadlines met]

3. Scope of work
Monthly:
- Bank feeds and transaction categorisation
- Bank, card and [payment platform] reconciliations
- Recording purchase invoices, bills and receipts [and raising sales invoices]
- Month-end review and adjustments
- Reports: profit and loss, balance sheet [and aged debtors, aged creditors, cash flow summary]
Optional:
- Payroll for up to [number] employees
- [VAT / sales tax] return preparation [and submission]
- Credit control: chasing overdue invoices on your behalf
One-off:
- Catch-up: reconcile and tidy [number] months, from [start date] to [end date]
- Software set-up or migration from [old system] to [new system]
Not included unless agreed in writing: annual accounts, income or corporation tax returns, audit, tax planning, and financial or legal advice. I'll work alongside your accountant on these.

4. Deliverables
- Reconciled books by the [number] working day of each month
- A monthly report pack with a short email summary of anything that needs your attention
- A monthly list of missing receipts or unclear transactions
- A tidy year-end file for your accountant

5. Timeline
- Week 1: onboarding, software access [and identity checks]
- Weeks [2 to 4]: catch-up work, if needed
- Month [1]: first full month-end close and report
- Ongoing: monthly close by the [day], with a [quarterly] check-in call

6. Pricing options
Tier 1, Essentials: up to [number] transactions and [number] accounts a month, reconciliations and monthly reports. [price] per month
Tier 2, Growth: up to [number] transactions, Essentials plus bills and sales invoice management and [VAT / sales tax] preparation. [price] per month
Tier 3, Complete: up to [number] transactions, Growth plus payroll for up to [number] employees, credit control and a monthly review call. [price] per month
Catch-up work: [price] per month of records, or [hourly rate] with an estimate of [number] hours.
If your volume goes above your tier for two months running, we'll agree a move to the next tier.

7. What I need from you
- My own user access to [software] and bank feeds; please don't share your banking passwords
- Bank and card statements for [period]
- Receipts and bills uploaded to [app or folder] by the [day] of each month
- Answers to my monthly questions within [number] working days
- Your accountant's contact details and your last filed accounts or returns
- [Identity documents for anti-money laundering checks]

8. Terms
Payment: monthly in advance by [method], due on the [day]. Catch-up work is billed [50% upfront / on completion].
Term: rolling monthly, with [30] days' notice from either side.
Responsibilities: you're responsible for providing complete and accurate records and for your tax filings, unless we've agreed in writing that I'll prepare them. I'm responsible for processing what you provide accurately and on time.
Confidentiality and data: your financial data is kept confidential, stored securely and used only for this work. When we stop working together, I'll hand over your records.
Price review: fees are reviewed every [12] months, or sooner if the scope changes.
Engagement letter: [a formal engagement letter will follow before work starts].

9. Next steps
1. Choose a tier and reply to confirm.
2. I'll send the engagement letter [and an identity check request].
3. We book a 30-minute onboarding call and set up access.

[Your name]
[Qualifications or professional body membership, if any]
[Email] | [Phone]

Replace every [bracket] with your own details. Want a version written for a specific client brief? Paste it into the free proposal generator.

What to include in a bookkeeping proposal

Write it for a business owner who may not know the difference between bookkeeping and accounting. Name the tasks in plain words and make the boundaries clear.

The current situation: accounting software, number of bank, card and payment accounts, rough monthly transaction volume and how far behind the books are.
The monthly routine: categorising transactions, bank reconciliations, recording sales and purchase invoices and receipts, and month-end reports.
Optional services: payroll, supplier payment runs, credit control, and VAT or sales tax return preparation if you're qualified to offer it.
Catch-up or clean-up work, priced separately from the monthly fee.
Deadlines: the day each month's books will be closed and reports sent.
Exclusions: annual accounts, tax returns, audit and tax or financial advice, unless you offer them.

How to price bookkeeping: monthly tiers and catch-up fees

A fixed monthly fee in tiers works well for recurring bookkeeping. Clients know the bill in advance, and you don't have to justify every minute on an invoice. Hourly billing still has a place for one-off tasks and work that's hard to estimate.

What drives the price: monthly transaction volume, the number of bank, card and payment accounts, whether you run payroll and for how many employees, VAT or sales tax work, how organised the client's records are and how soon after month end they want reports. Set a transaction range for each tier and say what happens if the client goes over it.

Catch-up work is different. Books that are months behind have to be reconciled one period at a time, so price it as a one-off project, or hourly with a written estimate, and bill it before or alongside the first month.

Build tiers around transactions and accounts per month, not revenue alone.
Price add-ons such as payroll per employee, VAT or sales tax returns and credit control.
Review fees once a year, or sooner if the client's volume moves out of their tier.

Compliance points to cover in the proposal

Bookkeeping touches money and tax, so the proposal should say what you're responsible for and what stays with the client. What follows is general information, not tax or legal advice: check the rules where you work and speak to an accountant or lawyer if you're unsure.

UK: businesses offering bookkeeping services must be supervised for anti-money laundering, either by a professional body such as the Institute of Certified Bookkeepers or AAT, or by HMRC. Supervised businesses have to carry out customer due diligence, which includes identity checks on new clients, so mention it in the proposal.
UK: Making Tax Digital for Income Tax applies to sole traders and landlords with qualifying income over £50,000 from 6 April 2026, with the threshold falling to £30,000 from April 2027 and £20,000 from April 2028 (at the time of writing, October 2026). If your clients are affected, say whether your service covers it.
US: the IRS requires a Preparer Tax Identification Number (PTIN) for anyone who prepares or helps prepare federal tax returns for pay, so state clearly whether tax filing is part of your service.
Everywhere: the client stays responsible for giving you complete and accurate records, and for their own tax filings unless you've agreed otherwise in writing.

Onboarding: the access and documents to ask for

A smooth start makes the first month-end close on time, which is when most clients decide whether they've hired the right bookkeeper. List what you need in the proposal so the client can gather it before you begin.

Your own user access to their accounting software, such as an accountant or adviser login, instead of their password.
Bank feeds or read-only access, plus statements for any period you need to catch up.
A place for receipts and bills, such as a shared folder or a receipt capture app, and a monthly upload deadline.
Their accountant's contact details and the last filed accounts or tax returns.
Payroll records and employee details, if you'll run payroll.

Bookkeeping proposal example

Illustration only: a fictional business with made-up volumes and prices.

BOOKKEEPING PROPOSAL: Copperleaf Garden Supplies
Prepared for: Raj Patel, Copperleaf Garden Supplies
Prepared by: Hannah Brooks Bookkeeping

Overview
Copperleaf is a garden supplies shop with an online store, two bank accounts, one business card and a card terminal, and roughly 350 transactions a month. The books are three months behind, and your accountant needs clean records before year end.

Scope
Catch-up: reconcile June to August.
Monthly: categorise and reconcile every account, record supplier bills, and send a profit and loss report and cash summary by the 10th.

Pricing options
Tier 1, up to 400 transactions, reconciliations and reports: $350 per month
Tier 2, Tier 1 plus supplier bills and sales tax preparation: $500 per month
Tier 3, Tier 2 plus payroll for 4 staff and a monthly call: $650 per month
Catch-up: $300 per month of records, $900 in total

Not included
Year-end accounts and tax returns, which stay with your accountant.

Terms
Monthly in advance, 30 days' notice. Catch-up billed 50% upfront.

Next step
Choose a tier and I'll send the engagement letter and onboarding checklist.

Use your own real work, numbers and prices in yours.

Short bookkeeping bid for Freelancer.com or Upwork

Marketplace clients read short bids, not documents. Send this first, and the full proposal once they reply.

Hi [client name],

Your books are [the situation, e.g. three months behind in [software]] and you need them reconciled and kept current before [deadline, e.g. your year end].

Here's how I'd handle it:
1. Connect your bank feeds and catch up [months], reconciling each account month by month
2. Set up a monthly routine: categorising, reconciling and recording bills by the [day]
3. Send a short monthly report and a list of anything that needs your answer

[Proof: a similar catch-up you've done or the type of business you keep books for, plus your qualification if you have one]

One question: roughly how many transactions go through your accounts each month?

The catch-up would take about [timeline] for [price], then [monthly price] a month for ongoing bookkeeping.

[Your name]

More on bids in our Freelancer proposal template and how to bid on Freelancer.

Mistakes that lose bookkeeping clients

Pricing by the hour with no estimate, so the client can't budget and questions every invoice.
Folding catch-up work into the monthly fee, then working the first few months at a loss.
Not setting a transaction limit for each tier, so a growing client pays the same for double the work.
Leaving tax filing and advice vague, so the client assumes their tax returns are included.
Asking for the client's banking passwords instead of using your own software login and bank feeds.
Skipping identity checks or an engagement letter where your rules or professional body require them.

More proposal templates

Frequently asked questions

What is a bookkeeping proposal?: A document that describes a business's current books, the bookkeeping services you'll provide, your monthly fee options and the terms. It helps the client choose a service level before you send a formal engagement letter.
How should I price bookkeeping services?: A fixed monthly fee is the easiest for a client to budget for, so build two or three tiers around transaction volume, the number of accounts and extras such as payroll or VAT. Price catch-up work separately as a one-off project.
What's the difference between a bookkeeping proposal and an engagement letter?: The proposal sells the service: the client's situation, your tiers and your prices. The engagement letter is the formal agreement on scope, responsibilities and terms. Many bookkeepers send the proposal first and the engagement letter once the client chooses a tier, so check what your professional body expects.
Should catch-up bookkeeping be priced separately?: Yes. Catch-up work is a one-off project with its own effort, often more than a normal month. Quote it per month of records or as an hourly estimate, and bill it before or alongside the first monthly fee.
Do I need to be registered to offer bookkeeping?: It depends on where you work. In the UK, bookkeeping businesses must be supervised for anti-money laundering by a professional body or by HMRC. In the US, the IRS requires a PTIN if you prepare or help prepare federal tax returns for pay. Check the rules where you and your clients are based.
What should I ask a new client before quoting?: Which software they use, how many bank, card and payment accounts they have, roughly how many transactions go through each month, whether they need payroll or VAT or sales tax work, how far behind the books are and any deadlines coming up.

MoreGigs is independent and not affiliated with or endorsed by Freelancer.com. You're responsible for how you use your Freelancer account and for following Freelancer's own terms.

Proposal template

Bookkeeping proposal template

Updated 23 October 2026

Quick answer

The bookkeeping proposal template

The filled-in example further down uses a fictional business. Its names, volumes and prices are illustrations, so use your own numbers.

BOOKKEEPING SERVICES PROPOSAL

Prepared for: [Client name], [Business name]
Prepared by: [Your name], [Your bookkeeping business]
Date: [Date]
Valid until: [Date]

1. Overview
[Business name] is a [type of business] with [number] staff, using [accounting software / spreadsheets]. You have [number] bank accounts, [number] cards and [payment platforms], with roughly [number] transactions a month. Right now [the situation, e.g. the books are four months behind and a VAT return is due in six weeks]. You want [the outcome, e.g. up-to-date books every month and a clear view of cash flow].

2. Goals
- Books reconciled and up to date by the [day] of each month
- Monthly reports you can read in five minutes
- Records ready for your accountant at year end, without a last-minute scramble
- [Fewer overdue invoices / payroll on time / tax deadlines met]

3. Scope of work
Monthly:
- Bank feeds and transaction categorisation
- Bank, card and [payment platform] reconciliations
- Recording purchase invoices, bills and receipts [and raising sales invoices]
- Month-end review and adjustments
- Reports: profit and loss, balance sheet [and aged debtors, aged creditors, cash flow summary]
Optional:
- Payroll for up to [number] employees
- [VAT / sales tax] return preparation [and submission]
- Credit control: chasing overdue invoices on your behalf
One-off:
- Catch-up: reconcile and tidy [number] months, from [start date] to [end date]
- Software set-up or migration from [old system] to [new system]
Not included unless agreed in writing: annual accounts, income or corporation tax returns, audit, tax planning, and financial or legal advice. I'll work alongside your accountant on these.

4. Deliverables
- Reconciled books by the [number] working day of each month
- A monthly report pack with a short email summary of anything that needs your attention
- A monthly list of missing receipts or unclear transactions
- A tidy year-end file for your accountant

5. Timeline
- Week 1: onboarding, software access [and identity checks]
- Weeks [2 to 4]: catch-up work, if needed
- Month [1]: first full month-end close and report
- Ongoing: monthly close by the [day], with a [quarterly] check-in call

6. Pricing options
Tier 1, Essentials: up to [number] transactions and [number] accounts a month, reconciliations and monthly reports. [price] per month
Tier 2, Growth: up to [number] transactions, Essentials plus bills and sales invoice management and [VAT / sales tax] preparation. [price] per month
Tier 3, Complete: up to [number] transactions, Growth plus payroll for up to [number] employees, credit control and a monthly review call. [price] per month
Catch-up work: [price] per month of records, or [hourly rate] with an estimate of [number] hours.
If your volume goes above your tier for two months running, we'll agree a move to the next tier.

7. What I need from you
- My own user access to [software] and bank feeds; please don't share your banking passwords
- Bank and card statements for [period]
- Receipts and bills uploaded to [app or folder] by the [day] of each month
- Answers to my monthly questions within [number] working days
- Your accountant's contact details and your last filed accounts or returns
- [Identity documents for anti-money laundering checks]

8. Terms
Payment: monthly in advance by [method], due on the [day]. Catch-up work is billed [50% upfront / on completion].
Term: rolling monthly, with [30] days' notice from either side.
Responsibilities: you're responsible for providing complete and accurate records and for your tax filings, unless we've agreed in writing that I'll prepare them. I'm responsible for processing what you provide accurately and on time.
Confidentiality and data: your financial data is kept confidential, stored securely and used only for this work. When we stop working together, I'll hand over your records.
Price review: fees are reviewed every [12] months, or sooner if the scope changes.
Engagement letter: [a formal engagement letter will follow before work starts].

9. Next steps
1. Choose a tier and reply to confirm.
2. I'll send the engagement letter [and an identity check request].
3. We book a 30-minute onboarding call and set up access.

[Your name]
[Qualifications or professional body membership, if any]
[Email] | [Phone]

Replace every [bracket] with your own details. Want a version written for a specific client brief? Paste it into the free proposal generator.

What to include in a bookkeeping proposal

Write it for a business owner who may not know the difference between bookkeeping and accounting. Name the tasks in plain words and make the boundaries clear.

The current situation: accounting software, number of bank, card and payment accounts, rough monthly transaction volume and how far behind the books are.
The monthly routine: categorising transactions, bank reconciliations, recording sales and purchase invoices and receipts, and month-end reports.
Optional services: payroll, supplier payment runs, credit control, and VAT or sales tax return preparation if you're qualified to offer it.
Catch-up or clean-up work, priced separately from the monthly fee.
Deadlines: the day each month's books will be closed and reports sent.
Exclusions: annual accounts, tax returns, audit and tax or financial advice, unless you offer them.

How to price bookkeeping: monthly tiers and catch-up fees

Build tiers around transactions and accounts per month, not revenue alone.
Price add-ons such as payroll per employee, VAT or sales tax returns and credit control.
Review fees once a year, or sooner if the client's volume moves out of their tier.

Compliance points to cover in the proposal

UK: businesses offering bookkeeping services must be supervised for anti-money laundering, either by a professional body such as the Institute of Certified Bookkeepers or AAT, or by HMRC. Supervised businesses have to carry out customer due diligence, which includes identity checks on new clients, so mention it in the proposal.
UK: Making Tax Digital for Income Tax applies to sole traders and landlords with qualifying income over £50,000 from 6 April 2026, with the threshold falling to £30,000 from April 2027 and £20,000 from April 2028 (at the time of writing, October 2026). If your clients are affected, say whether your service covers it.
US: the IRS requires a Preparer Tax Identification Number (PTIN) for anyone who prepares or helps prepare federal tax returns for pay, so state clearly whether tax filing is part of your service.
Everywhere: the client stays responsible for giving you complete and accurate records, and for their own tax filings unless you've agreed otherwise in writing.

Onboarding: the access and documents to ask for

Your own user access to their accounting software, such as an accountant or adviser login, instead of their password.
Bank feeds or read-only access, plus statements for any period you need to catch up.
A place for receipts and bills, such as a shared folder or a receipt capture app, and a monthly upload deadline.
Their accountant's contact details and the last filed accounts or tax returns.
Payroll records and employee details, if you'll run payroll.

Bookkeeping proposal example

Illustration only: a fictional business with made-up volumes and prices.

BOOKKEEPING PROPOSAL: Copperleaf Garden Supplies
Prepared for: Raj Patel, Copperleaf Garden Supplies
Prepared by: Hannah Brooks Bookkeeping

Overview
Copperleaf is a garden supplies shop with an online store, two bank accounts, one business card and a card terminal, and roughly 350 transactions a month. The books are three months behind, and your accountant needs clean records before year end.

Scope
Catch-up: reconcile June to August.
Monthly: categorise and reconcile every account, record supplier bills, and send a profit and loss report and cash summary by the 10th.

Pricing options
Tier 1, up to 400 transactions, reconciliations and reports: $350 per month
Tier 2, Tier 1 plus supplier bills and sales tax preparation: $500 per month
Tier 3, Tier 2 plus payroll for 4 staff and a monthly call: $650 per month
Catch-up: $300 per month of records, $900 in total

Not included
Year-end accounts and tax returns, which stay with your accountant.

Terms
Monthly in advance, 30 days' notice. Catch-up billed 50% upfront.

Next step
Choose a tier and I'll send the engagement letter and onboarding checklist.

Use your own real work, numbers and prices in yours.

Short bookkeeping bid for Freelancer.com or Upwork

Marketplace clients read short bids, not documents. Send this first, and the full proposal once they reply.

Hi [client name],

Your books are [the situation, e.g. three months behind in [software]] and you need them reconciled and kept current before [deadline, e.g. your year end].

Here's how I'd handle it:
1. Connect your bank feeds and catch up [months], reconciling each account month by month
2. Set up a monthly routine: categorising, reconciling and recording bills by the [day]
3. Send a short monthly report and a list of anything that needs your answer

[Proof: a similar catch-up you've done or the type of business you keep books for, plus your qualification if you have one]

One question: roughly how many transactions go through your accounts each month?

The catch-up would take about [timeline] for [price], then [monthly price] a month for ongoing bookkeeping.

[Your name]

More on bids in our Freelancer proposal template and how to bid on Freelancer.

Mistakes that lose bookkeeping clients

Pricing by the hour with no estimate, so the client can't budget and questions every invoice.
Folding catch-up work into the monthly fee, then working the first few months at a loss.
Not setting a transaction limit for each tier, so a growing client pays the same for double the work.
Leaving tax filing and advice vague, so the client assumes their tax returns are included.
Asking for the client's banking passwords instead of using your own software login and bank feeds.
Skipping identity checks or an engagement letter where your rules or professional body require them.

More proposal templates

Frequently asked questions

What is a bookkeeping proposal?: A document that describes a business's current books, the bookkeeping services you'll provide, your monthly fee options and the terms. It helps the client choose a service level before you send a formal engagement letter.
How should I price bookkeeping services?: A fixed monthly fee is the easiest for a client to budget for, so build two or three tiers around transaction volume, the number of accounts and extras such as payroll or VAT. Price catch-up work separately as a one-off project.
What's the difference between a bookkeeping proposal and an engagement letter?: The proposal sells the service: the client's situation, your tiers and your prices. The engagement letter is the formal agreement on scope, responsibilities and terms. Many bookkeepers send the proposal first and the engagement letter once the client chooses a tier, so check what your professional body expects.
Should catch-up bookkeeping be priced separately?: Yes. Catch-up work is a one-off project with its own effort, often more than a normal month. Quote it per month of records or as an hourly estimate, and bill it before or alongside the first monthly fee.
Do I need to be registered to offer bookkeeping?: It depends on where you work. In the UK, bookkeeping businesses must be supervised for anti-money laundering by a professional body or by HMRC. In the US, the IRS requires a PTIN if you prepare or help prepare federal tax returns for pay. Check the rules where you and your clients are based.
What should I ask a new client before quoting?: Which software they use, how many bank, card and payment accounts they have, roughly how many transactions go through each month, whether they need payroll or VAT or sales tax work, how far behind the books are and any deadlines coming up.

MoreGigs is independent and not affiliated with or endorsed by Freelancer.com. You're responsible for how you use your Freelancer account and for following Freelancer's own terms.