Fixed fee bookkeeping packages: converting hourly clients

Pull at least a year of time records for each client. Look at total effort, how it spreads across months, and what kinds of work dominate. Some clients are steady; others spike around year-end or when problems arise. That pattern shapes the package you can reasonably offer.

Also note work that should not sit in a monthly package, such as one-off projects or unusual advisory requests. Separating recurring effort from occasional effort gives you a truer baseline. Without this step, package prices end up as guesses that either lose money or scare clients away.

A package should describe outcomes clients recognise, not tasks they cannot evaluate. Instead of listing reconciliation steps, describe a closed month with reports delivered by an agreed time. Include how clients can contact you and what counts as outside scope, so both sides know where the boundaries are.

Most packages combine a few core elements. Including software access, such as your firm-branded app, strengthens the offer because clients no longer manage a separate subscription. Keep the list short enough to fit on one page of the engagement letter. Typical components include:

• Monthly bookkeeping and reconciliation
• A standard report pack each month
• Access to the firm’s client software
• A set number of review conversations
• Response time for everyday questions

Present the change as a benefit: predictable costs, freedom to ask questions without watching the clock, and a clear service standard. Show clients how the package compares with their recent spending, and be candid if the price differs. Most clients value certainty more than they value an itemised timesheet.

Choose a sensible transition point, such as the start of a quarter or financial year. Put the package in a revised engagement letter, and firms should check their professional obligations for engagement changes. Review each converted client after a few months to confirm the package fits their actual needs.

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