As a small or medium business owner in Kenya, you’ve probably heard the terms bookkeeping and accounting used interchangeably. While both are essential to your business’s financial health, they serve different purposes—and understanding the difference can help you make better financial decisions.
The distinction between accounting and bookkeeping are very essential for startups and SMEs together with entrepreneurs. Bookkeeping record a business day to day financial transactions. Accountants focus more on the big picture, the two a careers are similar and accountants and bookkeepers often work side by side.
This careers may have the same skills and attributes, however, significant difference exist, like the work conducted in each career and the skills needed to be successful. The following analysis descriptions compare the job outlook for accountants and bookkeepers.
At Junyan & Associates, we often educate SMEs on these two crucial functions. Let’s break them down for you.
Bookkeeping; what is bookkeeping?
Bookkeeping is the process of recording and organizing all day-to-day financial transactions in a business. It involves systematically documenting and recording every financial activity such as purchases, sales, receipts, and payments. Bookkeeping is part of the process of accounting in business and organizations. With proper bookkeeping, business such as the SMEs are able to track all information on its book to make key business operation and proper financial decision.
Key tasks involved in bookkeeping:
- Recording all sales and purchases
- Managing receipts and invoices
- Capturing bank transactions
- Handling petty cash
- Tracking accounts payable (what you owe)
- Tracking accounts receivable (what you’re owed)
📌 Goal: Maintain accurate and up-to-date records of all business transactions.
Tools Used:
Bookkeepers often use basic accounting tools such as:
- Excel spreadsheets
- QuickBooks
- Zoho Books
- Sage Accounting (popular in Kenyan SMEs)
This process of bookkeeping is conducted by a bookkeeper.
Who is a bookkeeper?
Bookkeeping are individuals who manage all day to day financial data of a business. Without bookkeeping, business would not be aware of their current financial position, as well as the transactions that occur within the business whether they are SMEs or large scale business.
Key Functions of a Bookkeeper:
- Recording transactions in ledgers or accounting software
- Maintaining accurate financial records
- Managing invoices, receipts, and bills
- Tracking cash flow and bank reconciliations
- Monitoring accounts payable and receivable
Importance of bookkeeping?
Proper bookkeeping gives business a reliable measure of their performance. It also provides information to make general strategic financial decision and a benchmark for its revenue and income goals.
Many small business don’t actually hire full-time accountants to work for them because of the cost instead, small business generally hire a bookkeeper or outsource the job to a professional firm e.g. JUNYAN & ASSOCIATES. One important thing to note here is that many people who intend to start a new business sometimes overlook the importance of matters such as bookkeeping records of every penny spent. Bookkeeping is more administrative in nature and ensures that all financial data is properly documented.
ACCOUNTING; what is accounting?
Accounting goes a step further—it involves analyzing, interpreting, and summarizing the data recorded by the bookkeeper to produce meaningful financial insights and reports. Accountants ensure compliance with financial laws, prepare reports for stakeholders, and guide strategic decisions.
Accounting encompasses a broad set of activities than bookkeeping. As now accounting evolves from basic bookkeeping to analyze the business financial health and prepare a forecasting revenue by arrangement of taxes ensuring legal compliance.
Business use five main types of accounting; managerial, cost, project, tax and financial accounting and this can be done by a professional firm e.g. junyan & associates or hired professional accountants mostly SMEs would prefer to hire a professional accounting body to analyze their financial accounts.
Key tasks involved in accounting:
- Preparing financial statements (Income Statement, Balance Sheet, Cash Flow)
- Interpreting data to assess business performance
- Managing taxes and statutory compliance (e.g., KRA returns)
- Performing audits and reconciliations
- Advising on budgeting, forecasting, and investment decisions
📌 Goal: Help business owners make informed financial and strategic decisions.
Who is an accountant? And what does he/she do?
An accountant is a professional responsible for managing, analyzing and reporting financial information for individuals, business or organizations. Other financial duties of an accountant include providing insights about the business finances and prepare budgets and reports.
Key Functions of an Accountant:
- Preparing financial statements (income statement, balance sheet, cash flow)
- Interpreting financial data for management use
- Ensuring compliance with tax laws (e.g. KRA requirements)
- Filing tax returns (PAYE, VAT, Income Tax)
- Conducting financial audits
- Advising on budgeting, investment, and cost control
Accountants often hold professional certifications like CPA (Certified Public Accountant), regulated by the Institute of Certified Public Accountants of Kenya (ICPAK).
Importance of accounting in businesses and organizations such as SMEs.
More of bookkeeping, accounting supports several critical business functions. At the basic level, it enables the business to track revenue, expenses, assets, liabilities and manage cash flows.
Accounting provides a business with insights that can help it plan for the future. Example, managers can use inventory accounting methods to learn whether the cost to produce a product has increased and adjust the price or change accordingly. Finally accounting helps with tax compliance.
Main Differences at a Glance, difference between bookkeeping and accounting.
As an SME owner in Kenya, understanding your finances is key to growth. But do you know the difference between bookkeeping and accounting?
Bookkeeping vs. Accounting
| Bookkeeping | Accounting | |
| Overall function | Keep accurate up-to-date records of all financial transactions. | Use the information provided by bookkeeping to determine a company’s financial position. |
| Purpose | Maintain a systematic and chronological record of all financial activities and transactions. | Analyze and interpret data, make financial forecasts and advise business owners on financial decisions. |
| Result | Provide necessary information and data for the accounting process. | Prepare and analyze financial statements used to make informed decisions. |
| Key skills | Be accurate and knowledgeable about bookkeeping; work is reviewed by internal or external accountant. | Understand more complex financial matters and interpret data for business owners. |
| Typical tasks | Post journal entries, send invoices, record payments, manage payroll and reconcile accounts. | Prepare adjusting entries, analyze costs, perform audits, prepare and file tax returns, provide tax planning and advise business owners. |
| Feature | Bookkeeping | Accounting |
| Focus | Daily financial records | Financial analysis and reporting |
| Skill level | Entry to mid-level | Mid to high-level (requires certification) |
| Purpose | Accuracy and organization | Decision-making and compliance |
| Tools | Ledgers, spreadsheets, basic software | Advanced accounting software |
| Regulation | No certification required | CPA certification (ICPAK) in Kenya |
Which does your business need between bookkeeping and accounting?
Startups and small businesses often begin with a bookkeeper to maintain order in financial records. As the business grows the need for a certified accountant becomes critical for financial reporting, strategic advice and tax compliance.
Why SMEs Need Both
For SMEs in Kenya, both functions are critical—especially as your business grows.
Bookkeeping ensures your transactions are captured accurately.
Accounting helps you understand your profitability, manage taxes, and attract investors or loans.
When you ignore either:
- You risk non-compliance with KRA (leading to penalties)
- You may lack insight into how your business is performing
- You can run into cash flow issues without realizing it
Conclusion.
Both bookkeeping and accounting are essential pillars of a sound financial systems. While bookkeepers keep the financial engine running smoothly on a daily basis. Accountants help drive the business forward with data-driven insights and compliance strategies.
If you are running a business in Kenya, it’s crucial to understand when you need one or both. Consider engaging a professional accounting firm or hiring a professional to ensure your financial operation are both efficient and compliance.
As a business owner in Kenya staying on top of your finances is non-negotiable. But here’s the big question many entrepreneurs and SMEs ask
“Do I need a bookkeeper or an accounting …or both?”
At junyan & associates we help you understand the difference so you can make the right financial choices for your business. For more information visit JUNYAN & ASSOCIATE
We offer both bookkeeping and accounting services—so you don’t have to hire multiple professionals or struggle to stay compliant.
Our services include:
- Monthly bookkeeping and reconciliations
- Preparation of financial statements
- Tax computation and filing with KRA
- Payroll and statutory deductions management
- Financial analysis and advisory for growth
📞 Empower Your Business Today
Let us take the stress out of your finances. Whether you’re starting out or scaling up, Junyan & Associates is here to ensure your books are clean and your decisions are data-driven.
📍 Location: Nakuru, Kenya
📧 Email: junyanassociates@gmail.com
📞 Call: +254 724 786 089
🌐 Website: junyanassociates.com