When you’re on the tools all day, the last thing you want to do is spend your evenings buried in receipts and spreadsheets. But as a tradie running your own business, keeping your books in order is just as important as finishing the job on-site.
Whether you’re a sole trader, subcontractor, or running a small team, good bookkeeping keeps your business legal, cashflow steady, and taxes under control. The question is—should you do it yourself, or call in a pro?
Let’s break it down.
What Is DIY Bookkeeping?
DIY bookkeeping means you’re handling your business finances yourself. This includes recording expenses, tracking income, organising receipts, sending invoices, reconciling bank accounts, and staying on top of GST and BAS.
With cloud-based accounting software like Xero, MYOB, or QuickBooks, DIY bookkeeping has become more accessible—but that doesn’t always mean easier.
Why Bookkeeping Matters for Tradies
Bookkeeping isn’t just about tax time. It affects how well your business runs year-round. Here’s what it helps with:
- Cashflow tracking: Know what’s coming in and going out.
- Invoice follow-ups: Don’t let late payments slide.
- BAS/GST reporting: Stay ATO-compliant and avoid penalties.
- Job costing: Understand which jobs are profitable (and which aren’t).
- Tax-ready records: No more last-minute scrambles in June.
What Can Tradies Handle on Their Own?
Some parts of bookkeeping can definitely be handled DIY—especially if you’re just starting out or have a simple business setup. Here’s what you can typically manage yourself:
1. Organising Receipts and Records
Use a receipt scanner app or take photos and store them in cloud folders. ATO-compliant tools like Hubdoc (which links with Xero) can make this easier. Organise by date or project to save time later.
Tip: Make it a weekly habit to upload and categorise receipts—before they pile up in your glovebox.
2. Invoicing Clients
Cloud software makes it easy to create, send, and track invoices. Set payment terms (e.g., 7 or 14 days) and include all job details to avoid disputes.
Tip: Use invoice templates and automate reminders to follow up late payments without chasing manually.
3. Basic Bank Reconciliation
Matching bank transactions with your recorded income and expenses helps you catch errors early. Most accounting software lets you reconcile bank feeds automatically.
4. Tracking Kilometres and Expenses
If you use your ute or tools for business, keep a logbook and record fuel, servicing, and depreciation. Apps like MileIQ or the ATO’s myDeductions tool can help.
5. Creating Job Quotes
Quoting tools can be integrated into accounting software, allowing you to convert accepted quotes directly into invoices. This is handy for tradies juggling multiple projects.
When to Hire a Bookkeeper or BAS Agent
Even if you’ve got a handle on the basics, there comes a point where DIY bookkeeping can cost you more in time, errors, and missed deductions than it saves.
1. You’re Spending Hours Each Week on Admin
If you’re doing late nights catching up on bookkeeping or neglecting quotes, it’s time to offload. Your time is better spent on billable work or growing the business.
2. You’re Not Confident with GST, PAYG or BAS
Once you’re registered for GST, you need to lodge a Business Activity Statement (BAS) regularly. If you’re unsure what to include or miss lodgement deadlines, a registered BAS agent can save you from ATO penalties.
3. You’ve Hired Staff or Subcontractors
Hiring workers means dealing with superannuation, PAYG withholding, and Single Touch Payroll (STP). A bookkeeper can manage payroll and ensure you meet all your employer obligations.
4. You’re Not Sure if You’re Making a Profit
If you don’t have a clear idea of your cashflow, margins, or job profitability, a bookkeeper can generate monthly reports so you can make smarter business decisions.
5. You Dread Tax Time
If June rolls around and you’re scrambling to sort a year’s worth of receipts, it’s time to get a system—or someone to do it for you. A bookkeeper will keep your records clean and ready for your accountant.
How Much Does It Cost to Hire a Bookkeeper?
Costs vary depending on the complexity of your business and how often you need help. A basic monthly package for a sole trader may start from $200–$400, while larger businesses might pay more for payroll, BAS lodgement, and reporting.
Tip: You can claim bookkeeping fees as a business expense, so it’s tax-deductible.
Finding the Right Bookkeeper for Tradies
Here’s what to look for when hiring a bookkeeper:
- Experience with trade businesses or construction
- Familiar with your preferred software (e.g., Xero, MYOB)
- Registered BAS agent (for BAS or GST help)
- Clear communication and regular reporting
- Flexible packages that match your workload
Hybrid Approach: Best of Both Worlds
Many tradies start with DIY bookkeeping but partner with a bookkeeper for the heavy lifting. You can handle quoting, invoicing, and basic reconciliations, while a pro takes care of BAS, payroll, and monthly reporting.
This approach saves time and money while keeping you in the loop.
Tools That Make DIY Bookkeeping Easier
Here are some tools every tradie should consider:
| Tool | Purpose |
| Xero | Cloud accounting, invoicing, payroll, bank feeds |
| MYOB | GST/BAS lodgement, job tracking |
| Hubdoc | Receipt capture, links to Xero |
| MileIQ / myDeductions | Track work-related kilometres |
| Square / PayPal / Stripe | Take payments easily on the job |
| Tradify / Fergus | Job management for tradies |
Final Thoughts: Know Your Limits
DIY bookkeeping can work if you’re disciplined, organised, and have a simple setup. But once your business grows or your time gets stretched, hiring a bookkeeper is a smart investment—not just a cost.
They don’t just save you time—they help your business run smoother, stay compliant, and grow faster.
Ready to Get Off the Tools and Take Control of Your Finances?
At Flexible Financial Solutions, we specialise in bookkeeping services tailored for Aussie tradies. Whether you’re looking to keep things simple or want full support, we’ve got a package that works for you.
Book your free consult today and stop stressing over the books.
Save time.
Stay compliant.
Get back to doing what you do best.
