Should I charge for the free client onboarding call?

The first 30-minute scoping call is normally free. Onboarding once the engagement letter is signed — chart of accounts setup, software configuration, opening balance import — is billable, either as a one-time fee (€200–€600) or included in the first month.

Can I bill for work I do outside the retainer scope?

Yes — hourly, as a separate line clearly marked 'ad-hoc' or 'outside scope'. Reference the engagement letter so it's clear this is additional work.

What's fair pricing for a year-end catch-up?

€45–€90 per hour for clean-up on a neglected file. On complex catch-ups, quote a fixed fee after a 30-minute review — clients strongly prefer knowing the ceiling.

Do I need to keep records of my own bookkeeping invoices?

Yes — AML rules in the UK, EU, and US require you to keep client engagement records and invoices for 5+ years. Reference the engagement letter number on each invoice for a clean audit trail.

Can I invoice a client for software they use directly?

Only if you paid for it. If the client's card is on file with Xero, they get billed directly and it never appears on your invoice.

Bookkeeper Pricing: How to Structure Monthly Retainer Invoices

Transaction volume, software pass-through, VAT returns, and clean-up work — how to build a bookkeeping retainer invoice that scales with the client.