How to check a setup specialist has done your package before

You've just decided to move your business onto proper accounting software, or maybe you're switching from one platform to another. Either way, you need someone who knows what they're doing. The risk of a botched setup is expensive: wrong chart of accounts, tangled VAT, data that won't sync, months of frustration. So how do you check they've actually done this work before, and done it well?

The safest starting point is to look for evidence of real, recent experience. Ask the specialist directly: which software platforms have they set up in the last two years, and how many live implementations have they completed? Listen for specifics — names of platforms, types of businesses, approximate dates. If they're vague or quote only one or two jobs ever, that's a yellow flag. Someone who regularly sets up accounting software will have recent examples fresh in mind.

Next, ask for references from clients whose businesses are similar to yours in size and sector. This matters because setting up for a five-person services firm is different from setting up for a retail operation with stock or a non-profit with grant funding. When you phone a reference, don't just ask "were you happy?" Instead, ask: Did they set up your chart of accounts from scratch or adapt a template? How did they handle your VAT configuration? Did they migrate your historical data, and was it accurate? Did they stay in touch after go-live to fix issues? A reference who can answer these questions clearly shows the specialist has done substantive work.

Verifying qualifications and registrations

Many accounting software platforms offer formal training and certification. Xero, Sage, and QuickBooks all have advisor or partner programmes. Ask the specialist for proof of their current certification or partner status — not a certificate from three years ago, but active accreditation. You can often verify this online: Xero publishes a partner directory, Sage has an advisor listing, QuickBooks shows certified ProAdvisors. If they claim to be certified, check the public register yourself. This doesn't guarantee a perfect setup, but it shows they've invested in staying current and meet the platform vendor's standards.

Also ask if they belong to a professional body relevant to bookkeeping or accounting — organisations that require ongoing training and hold members to a code of conduct. Request their membership number and confirm it's current. If they're a sole trader or run a small firm, they may not belong to a formal body, but they should still have documented training history and be willing to name the courses they've completed.

The trial and the proof

Before you hand over admin access and real data, ask the specialist to do a small trial setup on a test version of your accounts. This might mean configuring a subset of your chart of accounts, setting up a test invoice, or running a trial synchronisation with your bank feed. Watch them work, or ask them to walk you through what they did and why. Can they explain their decisions? Do they ask questions about your business, or do they apply a cookie-cutter approach?

Once the live setup is done, ask them to provide documented proof of what was configured: a screenshot of your final chart of accounts structure with explanations, a summary of your VAT settings and why they chose them, confirmation that data migration was completed and reconciled, and a note of any custom fields or automations they set up. This document becomes your safety net if issues emerge later and you need to brief someone else to troubleshoot.

A setup specialist worth hiring will welcome these checks. They'll have a portfolio of work, happy references who can speak to detail, current certifications they can prove, and a willingness to show you exactly what they've done and why. When you're ready to find someone with that track record, Strove lets you compare verified specialists, read detailed reviews from past clients, and ask them specific questions about their experience before you book.