It’s a situation many bookkeepers encounter as they grow their businesses: an early client who received a discounted rate refers someone new, and you’re faced with explaining why your pricing has changed. It can feel awkward, especially when you want to keep the referral happy and maintain the relationship with the original client. But with the right approach, you can handle the conversation professionally and confidently.
Here’s how to prepare for—and navigate—this cost conversation like a pro:
1. Focus on Your Value First
Before diving into pricing, remind yourself of the value you bring to your clients. You’ve grown since working with that initial client—your skills are sharper, your systems are more efficient, and your expertise is deeper. Your current rates reflect this evolution and the results you deliver.
Remember: You’re not just providing bookkeeping; you’re helping business owners make sense of their finances, stay compliant, and make better decisions.
2. Understand the Referral’s Needs
Start by gathering all the details before quoting a price. Every business has unique bookkeeping requirements, and understanding the scope of work helps you justify your pricing.
Key questions to ask:
- What’s the current state of their books? Is cleanup required?
- Are there industry-specific needs, like compliance or reporting requirements?
- How frequently will they need updates or reports?
This discovery process positions you as a professional who customizes solutions based on client needs—not just someone offering a flat rate for all.
3. Acknowledge the Referral While Setting Boundaries
During the conversation, express gratitude for the referral and transition to your updated pricing structure. For example:
- Gratitude: “I really appreciate the referral—it means a lot to know that my work is valued!”
- Pivot: “Since working with [the original client], I’ve refined my systems, gained additional experience, and updated my rates to reflect the level of service I provide today.”
This approach acknowledges their connection to your past pricing while laying the foundation for why it has changed.
4. Emphasize Differences in Scope
If the referral knows your previous pricing, they may assume they’ll receive the same rate. Be clear about why their situation is different.
- Explain scope: “Every business has unique bookkeeping needs, and based on what we’ve discussed so far, your situation involves [more complexity, additional businesses, compliance requirements, etc.].”
- Justify rates: “These factors increase the time and attention needed to manage your books accurately, which is reflected in my pricing.”
By highlighting the tailored nature of your services, you’re reinforcing the value of your expertise.
5. Present Your Pricing Confidently
Once you’ve assessed their needs, provide your quote clearly and with confidence.
- Be upfront: “Based on the scope we’ve discussed, my monthly rate for this level of service is $X.”
- Provide context: “For comparison, the industry average for bookkeeping in this area is between [range]. My pricing reflects the care and attention I provide to help my clients feel confident in their finances.”
Remember: Pricing is less about convincing them to say yes and more about communicating the value they’ll receive.
6. Handle Pushback Professionally
If the referral mentions your earlier pricing or expresses hesitation, respond with empathy while reinforcing your value. For example:
- “I understand that my current rates are higher than what I’ve charged in the past. Over time, I’ve improved my systems and skills to better serve my clients, which is reflected in my pricing. My goal is to provide you with accurate, stress-free financial management so you can focus on running your business.”
If needed, offer options, like starting with a smaller scope of work or breaking down the services you’ll provide to help them see the value.
7. Maintain the Original Client Relationship
After finalizing the conversation with the referral, it’s a good idea to circle back to the original client. Let them know how much you appreciate their support and ensure them that their referral will be well taken care of.
If pricing comes up, stay professional:
- “Your referral’s bookkeeping needs are a bit different than yours, so the pricing reflects that additional work. I’m excited to help them and will give them the same level of care I’ve provided to you.”
Final Thoughts
Growing your business often means adjusting your pricing, and that’s a normal part of professional development. By clearly communicating your value, understanding the referral’s unique needs, and presenting your rates with confidence, you can navigate the cost conversation without compromising relationships.
At the end of the day, your time, expertise, and effort are worth it—and the right clients will recognize that.
If you’ve ever struggled with pricing conversations, what worked for you? Let’s share ideas in the Facebook community!
