Your Bookkeeper, Accountant, and Tax Pro Walk Into a Bar…here’s how to tell who does what (and who you actually need)
- Karolyn & Bryan LaLonde
- 3 minutes ago
- 4 min read
So you need a bookkeeper… or is it an accountant? CPA or EA? Or… what even is a vCFO? What do you mean Turbo Tax isn't actually a tax pro?
When your business starts making real money, or real messes, it doesn’t take long to realize: You need help behind the books.
But what kind of help?
If you've asked any version of that, you’re in good company.
You and your small business have arrived, at the intersection where growth and personal capacity meet. We're walking you through the three most common roles small business owners hear about, what each one actually does, how they overlap, and how SBS can help you build the right kind of support at the right time.
Bookkeeper: Your Day-to-Day Financial Steward
A bookkeeper is your go-to for the everyday maintenance of your business finances. They handle:
Recording transactions
Categorizing income and expenses
Reconciling accounts
Making sure your financial data stays clean and current
It’s not just data entry, it’s the foundation everything else relies on.
With solid bookkeeping, you can:
Know your real-time cash position
Prep for taxes without panic
Catch red flags early
Make informed decisions, not guesses
At Stillwater Business Solutions, our bookkeeping support actually makes sense: no jargon, no overwhelm, just clear numbers and a team you can trust.
How to Know It’s Time for Some Bookkeeping TLC
If any of these sound familiar, your books might be asking for help:
You’re months behind on categorizing expenses (and dreading catching up)
You can’t tell if your business is actually profitable or just busy
Your tax pro keeps asking for reports you don’t know how to pull
You find yourself avoiding your accounting software entirely
You’ve outgrown spreadsheets but haven’t set up a sustainable system yet
Bookkeeping doesn’t have to be perfect but it does need to be consistent, clean, and built to support your goals. A little TLC now can save you time, money, and spreadsheet-induced stress later.
Accountant or vCFO: Your Financial Interpreter
Here’s where things start to blur, because not every business needs a full-time CFO, but many need more than occasional number-crunching.
At its core, an accountant helps interpret the story your financial data is telling.
They help you:
Understand key reports and statements
Spot trends, risks, and opportunities
Make informed decisions about cash flow, pricing, and operations
But for businesses that are scaling, evolving, or making big decisions?A vCFO (virtual Chief Financial Officer) can be the missing link.
A vCFO brings high-level strategy without the full-time cost.
Think:
Proactive financial forecasting
Support with hiring, margins, and growth strategy
Consistent check-ins to align your goals with your cash
How to Know It’s Time to Bring in a Strategic Eye
It might be time to level up your financial strategy if:
You’re making more money but not sure where it’s all going
You want to hire, raise prices, or invest but feel unsure what you can afford
You need regular clarity, not just a once-a-year financial review
You’ve hit six figures and know you need more structure behind the scenes
Your gut says your business is growing faster than your systems
vCFO support isn’t just for massive corporations, it’s for small businesses that want to grow smart, not just fast.
Tax Preparer: Your Compliance Navigator
Tax season can be full of confusion and costs, when your books aren’t clean or your filings aren’t strategic.
A tax preparer ensures your business stays compliant and keeps as much money in your pocket as legally possible. That includes:
Preparing and filing federal, state, and local returns
Strategizing deductions, credits, and timing
Managing estimated payments
Communicating with the IRS on your behalf, if needed
At SBS, Bryan LaLonde is an Enrolled Agent (EA), federally licensed by the IRS to represent taxpayers in all 50 states.
Wondering how that compares to a CPA? We broke it down right here.
How to Know It’s Time to Stop DIY-ing Your Taxes
If any of these are true, it might be time to hand off your return:
You’re googling “can I write this off?” more than once a week
You’ve outgrown the free version of TurboTax
You feel a pit in your stomach when the IRS envelope arrives
You filed an extension... again
You’re nervous about penalties, audits, or just doing it wrong
A professional return isn’t just about compliance, it’s peace of mind, year-round.
So… What Do You Need?
For most small businesses, the winning combo looks like this:
A bookkeeper to keep the engine running
A tax pro to file smart and stay compliant
A financial strategist (whether accountant or vCFO) to help you see what’s next
SBS offers supportive and trustworthy support in bookkeeping, accounting, business strategy, and tax preparation
The start of tax season is more than just forms and deadlines. It’s a gut check, a time to ask: Is your financial setup actually serving your business?
Maybe you’re tired of scrambling every January and need a rockstar bookkeeper or accountant to stop falling behind.
Maybe your business is having a glow-up and needs vCFO guidance to scale with intention, or maybe you're ready to
Maybe you just need to lock in a tax pro so you’re not crying over your laptop while trying to DIY your return at 11pm.
Whatever stage you’re in, we’re here to help you move forward.
Bookkeeper, accountant, tax pro? Not sure who you actually need?
Let’s talk about where your books, your business, and your brain could use backup.
Stillwater Business Solutions is run by Karolyn and Bryan, a tech-savvy and community-focused team who believe bookkeeping should feel collaborative and empowering—not confusing. Whether you're looking to simplify your systems or get support you can trust, we're here when you're ready. No pressure. Just people-first accounting that fits your business.