Do I need to pay for a full seat for a part-time bookkeeper?

Updated October 2026 · How we answer

Choosing who needs access

A part-time bookkeeper who edits transactions usually needs a full user seat. A person who only views reports may fit a limited or view-only role. Map out who needs to edit, approve or simply see information before you pay for seats. Name the role in the software so the access level is obvious to everyone.

Some accounting systems offer accountant portals or shared access that can reduce seat costs. Ask the vendor how accountant access is priced and whether it changes your plan.

Seat costs over time

Per-user pricing grows quickly when staff, contractors and advisors all need access. Review your seat count every few months and remove people who have left. Unused seats are an easy way to waste money on software.

Seat rules can also change at renewal, so check the fine print before each yearly billing cycle begins. Write the seat rules into your budget so the cost is not a surprise.

• List who edits, approves or only views.
• Ask about view-only or accountant seats.
• Remove users who have left the business.
• Review seat counts every quarter.

From our shops