When Bookkeepers Go Bad, Lessons from the Design Community
Money management is not glamorous; it is essential to the business of interior design. Inside the Interior Design Community, designers shared honest experiences with bookkeepers who missed the mark and sometimes crossed the line. This round-up highlights bookkeeping red flags for interior designers, plus steps to protect your profits, your reputation, and your sanity.
The red flags designers have faced
“YES.” @bethany.adams.interiors
That one word set the tone for a flood of stories, from costly mistakes to outright dishonesty.
“I’d love to know how much per month people are paying for bookkeeping services. I feel like I’m paying a lot but have nothing to compare it to. And yes, I’ve had a bad bookkeeper before and that’s no fun. It feels like your business is working against you when that happens.”
@oliviawestbrooksinteriors
“Yes, I went through so many in the early years of my career. Some were just out for more money. Some were inept. And some just didn’t care. FINALLY landed a good one and have kept them around! Be sure they understand how designers work. Explain to them your billing and processes. Interview them as much as they are interviewing you.”
@johnmcclaindesign
“Yep. Stole 50k.”
@marymcdonaldinc
Why it happens, loose standards and lack of oversight
“Good bookkeepers are really hard to find because there is no certification/education requirement to call yourself a bookkeeper, and ID businesses have way more moving parts than a typical business. There are a ton of scammy ‘Become a Bookkeeper in a week and make a million dollars!’ programs out there, and these people burn out fast and have no idea what they’re doing.”
@megantylerdahle
When anyone can call themselves a bookkeeper, vetting becomes non-negotiable. Your studio’s purchasing, retainers, and vendor payments are complex, so you need a pro who understands the business of interior design.
Seven bookkeeping red flags for interior designers
- Vague pricing or surprise fees
If the scope is fuzzy and invoices creep, pause and clarify. - No interior design experience
Trade accounts, retainers, freight, and client deposits require industry fluency. - Inconsistent reconciliations
Bank and credit card reconciles should be timely and error-free every month. - Incorrect tax filings
Sloppy sales tax or payroll handling creates penalties and panic. - Poor documentation
Missing approvals, unclear memos, and no audit trail increase your risk. - Limited access to your financials
You should have logins, reports, and clear ownership of the books. - Defensiveness when questioned
A professional explains, a pretender deflects.
The cost of bad bookkeeping
“I recently found myself in a similar position and was very lucky to have @estelalaw in my corner! The bookkeeper came recommended by a well-known and respected designer and the company was highway robbery, monthly fees were astronomical given the amount and level of work that was done. Incorrect tax filings were submitted and the list goes on!”
@deborahpianiniinteriors
Beyond money, the emotional toll is real. As @oliviawestbrooksinteriors shared, it can feel like your business is working against you when the numbers are wrong.
Protect yourself, practical steps from designers
Interview deeply, not just for skills
“Be sure they understand how designers work. Explain to them your billing and processes. Interview them as much as they are interviewing you.”
@johnmcclaindesign
Ask about retainers, client deposits, purchase orders, freight, and vendor payables. Request sample reports and a month-end checklist.
Stay involved, even when you outsource
“The everyday estimates, receivables, billings, and bill paying done by myself. Payroll amounts, sales taxes, federal, state, and city taxes, including licenses, calculated by accounting firm. Absolutely no issues in 37 years.”
@mhmcantq
Delegate wisely, keep your hands on approvals and reconciliations.
Document everything
Maintain clean records of proposals, invoices, change orders, and payment authorizations. Clear paper trails support client management for designers and reduce disputes.
Build your monthly rhythm
Close the books on a schedule, review profit and loss, balance sheet, and open payables. This keeps pricing strategies for designers grounded in reality.
When things go wrong
- Cut ties quickly
If errors or dishonesty continue, end the engagement, secure your data, change passwords. - Get legal support
As @deborahpianiniinteriors noted, a lawyer like @estelalaw can make the difference in recovering funds and navigating next steps. - Communicate with vendors and clients
Be transparent about any invoice or payment clean up. Clarity protects your reputation.
Copy, paste checklist for your next bookkeeper
- Written scope, deliverables, and monthly fee
- Access and ownership of all accounts, bank feeds, and software
- Month end close checklist and delivery dates
- Sales tax and payroll responsibilities, in writing
- Data export plan if you part ways
FAQ
How much should interior designers pay for bookkeeping each month?
Costs vary by location, volume, and scope. Ask for a flat monthly fee tied to clear deliverables like reconciliations, payables, sales tax, and a monthly financial review.
Do I need a certified bookkeeper for my design studio?
Certification is not required, experience with interior design is critical. Prioritize pros who can explain retainers, client deposits, vendor terms, and freight without guesswork.
What reports should I review monthly?
Profit and loss, balance sheet, aging payables and receivables, and a cash forecast. Look for consistent reconciliations and precise memo details.
Turning pain into protection
Every tough story carried a lesson. Designers who faced bookkeeping chaos now run tighter ships as a result. Stay curious, ask direct questions, and remember that outsourcing does not mean abdicating responsibility. Share your experience with the community and keep learning together.
Listen for more real talk on the To-The-Trade podcast, it is built for design pros and creative entrepreneurs who care about smart operations and steady growth.
Watch out for Justin Masonek @JBM Management. I attended one of his paid seminars via zoom, and reached out to him shortly after. He wanted to start with a $650 flat fee retainer toward his hourly time. We had two calls – I followed his lead in what he wanted to go over. The first call was dropped after about 20 minutes, and he didn’t call me back. The second call lasted about 1-1/2 hours. He requested a $1500 payment to continue the work. He asked me about 4 times on the call & then followed up via text about 2 hours later. This was all without him sending me any scope of work, proposals, or even an email outlining what the payment was for. After the same day text, requesting payment of $1500 again, I called him to clarify. At that time I was still willing to pay him (Ignoring the red flags!) and our call did not go well & we both decided not to go forward with each other. He never did refund me the unused time from the $650 payment. Who does business like this? Beware.