What is a QuickBooks accountant?
A QuickBooks accountant is an accounting professional who does their work inside QuickBooks Online. They code transactions, reconcile bank feeds, prepare GST and BAS figures, run payroll, and turn the lot into reports an owner can read easily. The title is informal – anyone in Australia can call themselves a bookkeeper, and what a person can legally do for a fee depends on their registration with the Tax Practitioners Board (TPB). However good they are with the software.
When you started using QuickBooks, it felt… smooth. You were keeping track of invoices and expenses without too many or too heavy hurdles. You’ve had a good run with the cloud-based accounting software.
But as the business picked up (picks up if you’re just now bracing for a change in momentum), keeping your accounts up to date becomes harder to manage.
Perhaps you’ve got months of transactions waiting to be reconciled or your GST figures need another look. Perhaps you’re preparing for BAS lodgement and would rather have someone check the numbers before they go anywhere near the ATO.
And payroll. And supplier payments. Then customer invoices. Then… we’ll let you fill this in.
If QuickBooks is already part of your business, bringing in an accountant who knows the software could take a considerable amount off your plate.
Before you start looking, though, it’s worth knowing what the role involves, which qualifications to check, and how much you should expect to pay in Australia.
In This Blog:
- ➤What is a QuickBooks accountant?
- ➤What Does a QuickBooks Accountant Do?
- ➤How Can You Tell Your QuickBooks File Needs a Professional?
- ➤QuickBooks Accountant vs Bookkeeper vs BAS Agent: What’s the Difference?
- ➤Can a Quickbooks Accountant Lodge Your Bas?
- ➤What Changed for Super on 1 July 2026?
- ➤What Should You Check Before Hiring a Remote QuickBooks Accountant?
- ➤How Do I Add a New Accountant in QuickBooks Online? (For Remote Accountants)
- ➤How Much Does a QuickBooks Accountant Cost in Australia?
- ➤Where Remote QuickBooks Support Works (And What To Have Ready)
- ➤Finding a QuickBooks Accountant through Remote Staff
- ➤FAQs
- ➤Hiring Quickly For QuickBooks With an Expert Provider
What Does a QuickBooks Accountant Do?
A QuickBooks Online accountant’s responsibilities include several tasks such as:
- Bank feeds and reconciliation: Every transaction QuickBooks pulls from a bank or card gets matched against the statement. Duplicates, missing months, and feeds that are no longer syncing up are brought to light here.
- Coding: Each transaction needs an account and a GST code. If a sale is recorded under the wrong GST category, the amount reported on your BAS may be incorrect.
- Invoices and Bills: Managing customer invoices and supplier payments, from issuing bills to following up on overdue amounts.
- Payroll: Processing employee pay runs, recording payroll transactions and handling super payments through QuickBooks Payroll.
- BAS Preparation: A review of GST and BAS reports before lodgement, with each report matched to the statement period and the cash or accrual method registered with the ATO. QuickBooks’ GST AI Agent (currently in beta) can also flag potential issues in a BAS return, which still require review by someone familiar with your business.
- Reporting: Profit and loss statements, balance sheets and cash flow reports that give business owners a clear view of their financial position.
- Bookkeeping Corrections: Resolving discrepancies in opening balances and correcting entries in QuickBooks that have affected account records, etc.
Some accountants set up a file and train the owner. Others run the monthly cycle once the file is healthy.
What are they called?
“QuickBooks accountant.” One name and title.
Be clear about what’s included before the work begins, so you know what you’ll be paying for.
How Can You Tell Your QuickBooks File Needs a Professional?
QuickBooks has a report or a help article for most of these problems, if you know where to look:
- Bank feeds are holding weeks of uncategorised transactions.
- The BAS summary figures look wrong against what you know about your sales. QuickBooks has a help article for exactly this, titled “What to do when BAS amounts look incorrect.”
- GST exception report lists changes made to periods you’ve already lodged.
- Reconciliation differences exist 0 nobody can explain them.
- GST method in your settings differs from the cash or accrual method registered with the ATO.
- Employee and super fund details haven’t been reviewed since Payday Super began.
Related Read: See Payday Super Employer’s Guide.
QuickBooks Accountant vs Bookkeeper vs BAS Agent: What’s the Difference?
The table splits them along the line the law draws, which is registration (so you won’t fall into the trap of using all three to mean the one title, the way many Australian businesses often do):
“QuickBooks accountant” describes the software – QuickBooks – which that person knows. Whether they can charge you to lodge a BAS depends on their registration status.
What Qualifications Does a Registered BAS Agent Need?
The Tax Practitioners Board (TPB) sets specific education and experience requirements for BAS agents. Applicants need at least a Certificate IV in Financial Services in bookkeeping or accounting, along with a Board-approved course in GST and BAS taxation principles.
They must complete 1,400 hours of relevant work experience within the past four years. This drops to 1,000 hours for applicants who hold voting membership in a recognised BAS or tax agent association.
Overseas Qualifications and Registration Renewal
The TPB assesses overseas accounting qualifications to determine whether they meet Australian award standards. Applicants must then complete the required Australian tax courses approved by the Board.
Registration needs to be renewed, with continuing professional education required. Check any accountant’s current registration – it’s publicly available. Don’t worry, this is completely legal and won’t get you in trouble. See TPB Register.
Can a Quickbooks Accountant Lodge Your Bas?
Yes, if they’re registered with the TPB as a BAS agent or tax agent. Or if they work under someone who is. QuickBooks Online supports electronic lodgement through a partnership with Exactor – your BAS can go from the file straight to the ATO once the connection’s in place.
The TPB has also answered the offshore question directly. Its March 2025 Q&A says this:
Did You Know?
Offshore bookkeepers engaged as contractors can lodge BAS and undertake BAS services. That whether they need to be registered as a BAS agent or tax agent depends on whether they are an employee of the business or a contractor.
For contractors, the TPB points to its information sheet TPB(I) 13/2012. Registration decides the matter, and the register shows who holds it.
One habit to request (if you can): After lodging, the accountant selects Mark as Lodged. That’s it. Period closed. Any later change to a transaction inside it appears in QuickBooks’ GST exception report.
If you notice any changes to transactions from a previously lodged period, check the GST exception report in QuickBooks to see what was edited.
What Changed for Super on 1 July 2026?
Payday Super and the New Payment Deadline
Since 1 July 2026, super is paid with each payday. The contribution has to reach the employee’s fund within seven business days of the pay date.
Closure of the ATO Small Business Superannuation Clearing House
Another thing that can easily be overlooked: the ATO’s Small Business Superannuation Clearing House closed on the same day. Employers who previously used the service had to arrange another way to pay their employees’ super.
The Superannuation Guarantee rate is 12%.
How QuickBooks Payroll Handles Payday Super
QuickBooks Payroll, powered by Employment Hero, handles this once HeroClear or Beam is switched on as the clearing house. Intuit says HeroClear is included in an existing QuickBooks Payroll subscription.
Pay runs dated on or after 1 July 2026 also carry new Single Touch Payroll codes, Code Q for qualifying earnings and Code L for super liability.
QuickBooks applies the new logic according to the paid date on the pay run, so a backdated or late entered run deserves a second look.
Employee Details and Payroll Records
QuickBooks’ own setup guide warns that out of date employee data causes delays and ATO problems. Keeping employee details up to date is now a regular part of payroll, along with confirming the clearing house and noting the seventh business day for every pay run.
What Should You Check Before Hiring a Remote QuickBooks Accountant?
Before hiring, take a closer look at these questions and the answers you should expect from a qualified candidate.
Template for Interviewing a QuickBooks accounting specialist:
How Do I Add a New Accountant in QuickBooks Online? (For Remote Accountants)
Your password is your password. The first and only piece of advice you need to remember before moving on to the numbers below:
- Sign in as the primary admin or a company admin.
- Go to Settings, then Manage users, then the Accounting Firms tab, and select Invite firm.
- Enter the accountant’s firm user ID, or the email address tied to their QuickBooks Online Accountant login.
- Wait for their status to change from Invited to Active once they accept.
On QuickBooks Online Advanced, it’s common for a file to have up to two accountant users. Or three. They don’t count toward your paid user limit.
In case you want to remove them later, simply visit the same menu. You should open Manage users now and then clear out anyone whose work has finished – access remains active until you revoke it.
Connecting QuickBooks to the ATO
Connecting to the ATO for BAS lodgement is the one job that stays with you. QuickBooks’ help centre says the option isn’t visible from an accountant login, so an admin user on your side sets it up.
QuickBooks recommendation: Call the ATO first.
Privacy and Overseas Contractor Access
The Privacy Act generally covers businesses with turnover above AU$3 million, along with some smaller ones such as health service providers. If yours is covered and you give an overseas contractor customer personal information, APP 8 and section 16C make you accountable for how that contractor handles it.
That’s according to the OAIC’s APP guidelines (version 1.3, October 2025).
Have an agreement in place that specifies who can access customer information, where it’s stored, and when access should end.
How Much Does a QuickBooks Accountant Cost in Australia?
Your accountant’s fees will depend on their qualifications and the services you need.
QuickBooks Accountant and Bookkeeper Rates in Australia
These are indicative rates. Just as a reminder: your actual quote will depend on the amount of bookkeeping and payroll work involved.
Monthly packages may cover different services depending on the provider.
Some accountants charge by the hour, while others offer monthly packages. Ask for a breakdown of what’s included, as the final price will depend on a few things:
- Transaction volume
- Payroll headcount
- BAS frequency
- Catch-up work on records that are behind
Fees paid to a registered tax agent or BAS agent for preparing and lodging activity statements are generally deductible, and your tax adviser can confirm how that applies to you.
Where Remote QuickBooks Support Works (And What To Have Ready)
Since QuickBooks Online is cloud software, your accountant can handle reconciliations, transaction coding, reports and payroll preparation from anywhere.
Before the first month begins, gather:
- Admin access, with the invitation already sent
- Bank and card feeds connected, or statements for each account
- GST accounting method and BAS frequency you’re registered for with the ATO
- Previous BAS lodgements and any ATO correspondence
- Payroll details, including super funds and your clearing house
- Short list of the questions that prompted the hire
With the accounts up to date, your accountant can follow a regular schedule like this one:
Every Pay Cycle
- Process the pay run.
- Send the Single Touch Payroll report.
- Pay super through the clearing house within seven business days.
Every Month
- Reconcile all bank, card and loan accounts.
- Clear uncategorised transactions.
- Send the profit and loss statement, balance sheet and cash flow statement.
- Hold one call to review the reports.
Every BAS Period
- Review BAS reports.
- Have them lodged by a registered person.
- Mark the period as lodged.
Once a Year
- Hand over records to your tax agent for the income tax return.
Keep personal and business spending separate before the work begins.
Extra Read: More tips about How to Find a Good Accountant.
Finding a QuickBooks Accountant through Remote Staff
Remote Staff has placed Filipino accountants and bookkeepers with Australian businesses for over 18 years. The screening looks at hands-on work inside the platforms, which for this role means reconciliations, GST coding and live payroll runs. Payroll, onboarding and HR administration are handled on your behalf. Because that’s how we do it.
No need to burden your team with these tasks when you should be focusing on business growth.
Extra Tip: If BAS lodgement is part of the job, say so in the first conversation, and registration gets checked before anyone’s shortlisted.
FAQs
Is a QuickBooks ProAdvisor the same as a QuickBooks accountant?
ProAdvisor is Intuit’s programme for accountants and bookkeepers who pass its QuickBooks Online certification, and passing the free training earns a listing in the Find a ProAdvisor directory. Intuit says ProPartner Accountants succeeds ProAdvisor in early 2027, with tiers built around whole firms. The Core plan of Intuit Accountant Suite, which a practice needs to join, is free. TPB registration is separate and covers BAS services.
What is the difference between QuickBooks Online and QuickBooks Online Accountant?
QuickBooks Online is the file your business works in. QuickBooks Online Accountant is the login an accounting professional uses to open many clients’ files. Your accountant needs their own login to accept your invitation.
Does QuickBooks handle Payday Super?
Yes. QuickBooks Payroll, powered by Employment Hero, supports it once HeroClear or Beam is turned on as the super clearing house. Employee and fund details need to be current before the pay runs begin.
Do I have to hire a QuickBooks accountant?
No law requires it. A business can keep its own books and lodge its own BAS. Registration applies to people who charge a fee for BAS services.
Can a remote accountant work in my existing QuickBooks file?
Yes. Nothing needs migrating, because the invitation gives them access to the file you already use. Fixing the backlog usually comes first, and the scope should say whether that is a one-off cleanup or part of the monthly fee.
Extra Read: Learn about the Accountant Shortage in Australia. And yes, it’s still going on today.
Hiring Quickly For QuickBooks With an Expert Provider
Intuit certification and TPB registration are both easy to verify before you grant anyone access to your QuickBooks file. Once you’ve checked those, you can discuss the work involved and send the invitation.
If you’re weighing a remote hire for your books, you’re on the right track. Request a Callback, and we’ll talk through what your file needs.
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Vaune Everis Cura has always been a writer in the truest sense, drawn to the art both as a personal creative pursuit and as a profession. Her experience penning content across digital marketing spaces and collaborating with business owners and market shapers has broadened her craft to include strategic direction and SEO insight. Having spent years with the InterContinental Hotels Group before stepping boldly into freelancing, she understands that at the centre of it all are genuine, meaningful brand–customer relationships built on purposeful, human content.
