When a “Quick Question” becomes anything but for a Bookkeeper!
There’s a phrase that sends shivers down the spine of every Bookkeeper we know:
“Can you just…?”
Two seconds later, you’re down a rabbit hole of missing receipts, unreconciled bank feeds, or a client’s cousin’s mate who suddenly needs urgent business advice – for free, of course.
Sarah’s slippery Saturday
Let us introduce you to Sarah, a hardworking Bookkeeper in Wellington. One Saturday, while juggling a coffee in one hand and the laundry in the other, Sarah got a message from a client:
“Hey Sarah, can you just check why my GST is higher than last quarter? Won’t take long.”
Famous last words.
Sarah opened Xero. And found a minefield of mis-coded transactions, duplicate invoices, and unexplained journal entries. Two hours later, she was still unravelling the mess – for free.
Josh’s friendly favour
Then there’s Josh, a Bookkeeper based in Christchurch. Josh bumped into a friend at the supermarket.
“Hey Josh, can you just look at my bank feed on my phone? It won’t take more than a minute.”
Josh glanced at the screen. Thirty minutes later, he was still explaining why bank rules were misallocating every second transaction and why GST was going to end up completely wrong.
Josh left the supermarket with melting ice cream and no extra income for the time he’d just given away.
Anita’s Family Freebie
Anita, a Bookkeeper in Tauranga, thought she’d get a relaxing Christmas Day. But between the ham and pavlova, her brother-in-law piped up:
“You’re a Bookkeeper, right? Can you just show me how to set up my new business in Xero?”
Anita spent the next hour setting up a chart of accounts and advising on tax codes. It was Christmas. And once again, it was free.
Quick questions for Bookkeepers aren’t freebies
Here’s the thing: quick questions for Bookkeepers are hardly ever quick.
Clients (and sometimes friends or family) mean well. But each small “extra” task:
- Takes time away from paid work or personal life.
- Eats into your profit margin.
- Establishes a habit of undervaluing your services.
Bookkeepers are professionals. Your knowledge, skills, and time deserve respect – and proper payment.
The hidden danger is scope creep. A little “can you just…” becomes a mountain of unquoted work. And suddenly, your business is running you instead of the other way around.
Draw your professional line in the sand
So how do you handle it without sounding rude? It’s simpler than you think.
Next time a client slides into your inbox, corners you at a BBQ, or traps you in the supermarket aisle with a quick question, try this:
“That’s outside the scope of our current agreement, but I’d be happy to quote you for the extra work.”
And if it’s a family member asking for “just a quick favour,” you could say:
“I’d love to help, but that’s part of my work, so I’d need to treat it like any other job and give you a quote.”
No need to feel awkward or guilty – it’s simply part of working as a professional.
Saying “I’ll quote for that extra work” isn’t shutting the door on helping your client (or your cousin!). It’s protecting your business so you can keep doing great work for the people who truly value you.
If you do decide you’d like to help family or close friends, you might choose to offer them a discounted family rate – but it’s still important to set clear expectations around your time and costs. That way, they understand you’re running a business, and you avoid feeling resentful or overloaded later.
Let’s change the narrative around quick questions for Bookkeepers
Quick questions for Bookkeepers shouldn’t be stealing your evenings, weekends, or financial stability.
At NZQBA, we’re passionate about helping Bookkeepers protect their time, stay profitable, and feel respected for the valuable work they do. You’re not alone in facing these “quick questions” that often turn into much more.
Join our community to share stories, learn practical ways to set fair boundaries, and feel confident about the worth of your services. We’ve got resources, scripts, and support from others who’ve been there – so you can handle “Can you just…?” on your terms.
