Beyond Compliance: What Bookkeepers Are Really Learning From QMS
Insights from the front line of two bookkeeping practices - Accounts All Sorted and She Counts
By Cameron Anderson, GM at XBert
Featuring: Keryn Stack (Accounts All Sorted) & Amy O’Connor (She Counts)
When the TPB’s new Quality Management System (QMS) requirements came into effect, the bookkeeping community responded in two distinct ways: some panicked, others paused and saw an opportunity.
In our latest webinar, Beyond Compliance: What Bookkeepers Are Really Learning From QMS, Cameron Anderson sat down with Keryn Stack, creator of the QMS Solo product for sole practitioners, and Amy O’Connor, owner of She Counts and an XBert power user.
Together they shared how QMS is shaping their practices, where it delivers value, and how bookkeepers can turn compliance into a competitive advantage.
In this blog, Keryn and Amy give their take on:
- Why QMS was never really starting from scratch
- Cost vs. Value when it comes to automation
- Different paths bookkeepers are taking toward QMS
- Why old-school systems are holding firms back
- How to turn QMS into your competitive advantage
You can now watch this webinar On Demand HERE, or read on for the key things you need to know.
QMS was never really starting from scratch.
Bookkeepers quickly realised they already had much of QMS in place.
“We were already doing it, QMS just helped us do it better.” – Amy O’Connor
Both Amy and Keryn agreed that QMS was less about inventing new systems and more about consolidating existing ones.
Example: Standard operating procedures, workflows, and compliance steps were already embedded in their firms. Once consolidated into QMS, they gained clarity and uncovered smarter ways of working.
QMS forces practices to refine what they already do. Instead of starting from scratch, bookkeepers are consolidating existing SOPs and workflows, and in the process gaining clarity about whether those systems still serve them and how they can work smarter.
Cost vs. value: the automation equation.
The conversation also turned to cost. Both Keryn and Amy made the case for choosing technology that pays for itself in efficiency gains.
“If XBert and Xero went down, I'd be in the gutter.” – Amy O’Connor
Keryn highlighted that for larger firms, software can replace the need for a practice manager.
“You’re either going to pay someone to manage quality, or you’re going to automate it.” – Keryn Stack
Example: Amy’s firm uses XBert automation to catch duplicate payments and flag clients who aren’t real businesses, saving significant time and money.
The right tools reduce risk, improve efficiency, and deliver measurable value beyond compliance. Instead of focusing on upfront cost, Amy and Keryn emphasised looking at return on investment, where automation either replaces manual oversight or prevents errors that would otherwise cost the business more.
Different paths, same destination.
Each practice will find its own way to QMS, but the destination is similar: scalable, sustainable systems.
“Start with what you’ve got, and build from there. You don’t need a perfect system on day one. You just need a living one.” – Shared insight from discussion
Keryn’s QMS Solo pack is designed for sole practitioners to build from, while Amy leans heavily into XBert automation and custom workflows for her clients.
Example: Both approaches show there’s no one-size-fits-all model, but both emphasise growth and adaptability.
While Keryn focused on giving sole practitioners a foundation and Amy built flexible workflows through XBert, both approaches highlight the same lesson: you don’t need a perfect system to begin with. You just need a living one that can adapt and scale as your practice grows.
Burn the ring binders.
Outdated systems are no longer enough for professional bookkeeping practices.
“I’ve seen bookkeepers still filing sticky notes in exercise books. What happens when the wind comes through?” – Amy O’Connor
“We’re professionals. It’s time we stop saying, ‘I’m just a bookkeeper’. We’re helping to run million-dollar businesses.” – Keryn Stack
Example: Moving away from paper files to structured digital systems ensures accuracy, visibility, and professional credibility.
Paper notes and ring binders might have worked once, but they don’t reflect the professionalism expected of bookkeepers today. To run million-dollar businesses, firms need digital systems that make quality visible, repeatable, and scalable.
Turning QMS into your competitive advantage.
QMS is not about ticking boxes. It is about reclaiming time, reducing errors, and scaling sustainably.
Example: Bookkeepers who embrace QMS can set clearer boundaries, improve pricing conversations, and deliver consistent client outcomes without burning out.
By reducing errors, creating evidence for client conversations, and helping firms scale without stress, QMS becomes more than compliance. It becomes a competitive advantage that sets professional bookkeepers apart.
Why you should adopt QMS now.
Whether you are a solo bookkeeper or running a multi-staff firm, QMS gives you clarity, confidence, and control.
It helps you scale, protect your practice, and deliver measurable value to clients.
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