Running a small business – especially as a Bookkeeper – often starts as a one-person show. You handle every client interaction, deliver all the services, manage admin, sort marketing, and keep everything humming along. It’s part of the charm and challenge of being your own boss.
But there comes a point when wearing every hat stops being practical or profitable. You may notice that you’re constantly stretched, unable to keep up with client demand, or you simply want to scale your business to the next level. That is when the question hits: when should I bring on a team in my business?
This isn’t a decision to take lightly. Expanding your team means extra responsibility, both financially and operationally. But when done right, it can also open the door to more income, better client service, and a healthier work-life balance.
In this blog, we will walk through the key signs that show you are ready to expand – and help you start thinking through whether you need contractors or staff to get there.
You are turning away work
If you are regularly declining new clients or pushing back deadlines because you physically cannot take on more, it’s a clear sign you have hit capacity. A solo Bookkeeper can only handle so much before the quality of work or client satisfaction starts slipping.
By bringing on a team member – whether a contractor or employee – you can increase your capacity without burning out. This helps you grow revenue while keeping clients happy.
Tip: Before you expand, check that your internal systems are solid. Having documented processes, templates, and workflows will make onboarding much smoother.
Your work-life balance is suffering
Do you find yourself working evenings, weekends, or holidays just to keep up? Are you skipping breaks or missing time with family? While it’s normal to have busy patches, a constant lack of balance is unsustainable – and can eventually affect your health and your business.
Adding a team member can help redistribute the load. For example, you might bring on someone to handle regular payroll runs or data entry, giving you back precious hours for high-value work or personal time.
You want to offer more services
Expanding your service offerings is another reason to bring on a team. Maybe you want to add advisory services, specialise in Xero setups, or offer payroll – but you lack the time or expertise to do it yourself.
Hiring someone with the right skill set can help you widen your services and attract new clients. It’s an investment that can pay off in both reputation and revenue.
Example: Imagine bringing in a certified payroll specialist or a tech-savvy contractor who can lead software integrations, while you continue focusing on core Bookkeeping.
You need specialised help
Sometimes, the help you need isn’t on the Bookkeeping side at all. You might need admin support, someone to manage client communications, help with social media, or even marketing expertise.
Hiring for these roles allows you to focus on the parts of the business you’re best at – while ensuring other areas still run smoothly and professionally.
Note: We work closely with the Virtual Assistant Network of New Zealand, and they’re a great place to connect with experienced VAs who can help lighten your workload.
Your revenue supports it
This one’s crucial: even if you want help, you need to make sure your business can afford it. Take a close look at your financials to assess whether you have steady, reliable income to cover extra wages, contractor fees, training costs, and any tools or software they will need.
Tip: Don’t just plan for the immediate costs. Factor in the time it will take to onboard and manage your new team member – it’s an investment of both money and energy.
Should you hire contractors or staff?
Once you have decided when to bring on a team in your business, the next decision is who to bring on – and in what capacity.
- Contractors can offer flexibility, short-term help, and specific expertise without the commitment of employment.
- Staff provide long-term stability, a deeper investment in your business, and the ability to grow a shared company culture.
If you are unsure which approach suits your Bookkeeping business, NZQBA’s Hiring Contractors vs Staff course is here to help. This micro-course breaks down the pros and cons, walks you through compliance and legal considerations, and gives you the confidence to choose the right fit for your business growth.
Knowing when to bring on a team in your business is one of the biggest milestones you will face as a Bookkeeper. By recognising the signs early – capacity limits, service gaps, declining work-life balance, or the need for specialised help – you can make a proactive, well-planned decision.
And remember, you don’t have to figure it out alone. Use the resources available through NZQBA to make informed, confident choices that set you – and your business – up for long-term success.
