Bookkeepers tend to wear many hats (depending on the size of the company) and they’re an integral part of keeping business operations going. But what do they actually do, and how can smart tools like Swipey make their lives easier? This article will lay it out for you. 

What is a Bookkeeper? 

It’s literally in the name—they keep the books. (And no, not the kind you’d curl up with on a rainy day… Unless your idea of a good time is reconciling receipts.) But their role goes way beyond that. Bookkeepers are the quiet force keeping your finances in line. 

It’s reported that 21% of small and medium business owners say they do not know enough about bookkeeping. QuickBooks defines a bookkeeper as ‘someone who helps businesses and other organisations keep their finances in order. They manage general accounting ledgers, record journal entries, and generate financial statements.’ 

Some of the common bookkeeper responsibilities include:  

• Inputting financial data accurately into internal systems 

• Keeping financial transactions updated and organised 

• Generating financial summaries and reports 

• Tracking financial reports 

• Spotting and flagging discrepancies in reports 

Difference Between Bookkeepers & Accountants 

Both roles are essential but serve different purposes. Having both in a business reduces confusion and can save you time and money.  

Bookkeepers handle the day-to-day financial operations. Think of them as one of the cogs that keeps the engine running smoothly. They record and track every ringgit and maintain financial records to ensure everything is updated and accurate. A good bookkeeper will give you a clear picture of your business’ current financial position.  

But understanding what to do with that clear picture? That’s where accountants come in. Accountants interpret the financial data and make business decisions. They analyse trends, build budgets, advise on tax planning, and help with strategic financial decisions (with some Excel wizardry thrown in, of course). 

In a nutshell: Bookkeepers record the numbers and accountants understand and act on those numbers.  

Bonus fact: An accountant can do bookkeeping, but a bookkeeper isn’t necessarily trained to do an accountant’s job.  

Why Hiring a Bookkeeper Will Help Your Business Long-Term 

Managing a business is already a full-time job, but bookkeeping? That’s a whole other beast. That’s where having a bookkeeper becomes your secret weapon. And when paired with smart tools that Swipey provides, the combo gets even stronger. You get back time to manage and grow your business, whether that means building your team, streamlining operations, or just drinking your coffee while it’s still warm. 

Beyond having those precious hours saved, professional bookkeeping gives you clean, reliable financial data. So, when it’s time to make decisions, you’re not relying on guesswork or gut feel. And by the time tax season rolls around, you know there will be less chaos due to well-kept books. 

If you ever face an audit or need to apply for a loan, having your financial history in order makes the whole process less painful. Most of the time, it’s just a matter of presenting your records. Simple, if everything’s in place. Messy data, on the other hand, can turn a quick review into a full-blown headache. While bookkeeping may seem like just a back-office task, it’s actually a quiet kind of superpower—protecting your business now and in the long run. 

How Swipey Streamlines Bookkeeping Tasks 

Did you know that 82% of small businesses fail due to poor cash flow management? Swipey provides digital bookkeeping solutions for entrepreneurs and finance teams alike. Giving them the clarity, control, and collaboration they need—streamlining business expenses with automation. 

Swipey Features to Make Bookkeeping Smarter 

Swipey isn’t just a tool for business owners. We keep the whole finance team (bookkeepers included) in mind too! Every feature is designed to reduce manual work, ensure data accuracy, and make monthly reconciliation easier. Here’s how Swipey simplifies your day-to-day tasks: 

• Categorised Cards = Fewer Headaches 

Instead of untangling a mess of shared expenses, each Swipey card can be assigned to a specific category like travel, software subscriptions, or client entertainment. That means less time second-guessing which lunch was with a client, and which was a team treat. Plus, with Merchant Control, you’ll know exactly where each card can to be used, helping you reduce out-of-policy spend before it happens. 

• Real-Time Dashboard Insights 

Our dashboard gives you real-time expense tracking solutions that give you instant visibility into where the business is spending. No need to build a new spreadsheet every time someone asks for a summary. You’ll know where the bulk of money is going, what to keep an eye on, and where spending may need a second look. 

• Export Transactions, Your Way 

For bookkeepers who love working with spreadsheets (and we know many do), Swipey lets you export transaction data directly. You spend less time formatting data and more time understanding what it’s telling you. 

• Sync with Xero or QuickBooks 

Swipey’s accounting integrations help you save hours each month. Transactions flow straight into your cloud accounting software with the click of a button. It eliminates the need to chase for receipts, duplicate entries are less likely, and a lot less back-and-forth, leading to a much faster close. 

• Bookkeeper Access: Built for Collaboration 

And with Bookkeeper access, you don’t need to ask for monthly statements or hunt down missing receipts. You can log in directly to Swipey, view categorised expenses and notes, and download reports. It’s a secure, read-only role built specifically for external finance professionals, so nothing gets in the way of getting the books done right and on time. 

Simplify Your Accounting 

With a great bookkeeper in place and the right financial automation tools to match, your finance team won’t just keep up—they’ll level up. Think faster month-end closures, sharper insights, and smoother decision-making across the board. Want to see why Swipey is one of the best expense tracking tools for startups? Sign up today or book a quick demo to see it in action.