đŹ The Case for accounting@yourcompany.com: A Simple Best Practice for Anyone Handling Your Finances

If youâve ever outsourced your accounting, hired a bookkeeper, or even just had someone help you keep the lights on and the insurance paidâthis post is for you.
One of the easiest, highest-impact things you can do to protect your business (and your inbox) is this:
đ Set up a dedicated shared email address for anything financial.
Weâre talking: accounting@yourcompany.com
, finance@
, payables@
âwhatever feels right for your brand. The point is that you shouldnât be the single point of contact for your companyâs financial logistics forever.
đ§Ÿ Why this matters
Whether youâre working with an outsourced accountant (hi, hello đ), an internal admin, or just trying to plan for the future, a dedicated shared email helps:
- â Keep receipts, renewals, invoices, and notices out of your personal inbox
- â Maintain continuity if someone takes leave, changes roles, or leaves the company
- â Simplify handoffsâwhether to a new hire, new owner, or CPA during tax time
- â Add professionalism (no more "uhhh let me forward that from my Gmail")
You donât need to be running a Fortune 500 to benefit from thisâitâs just a good system.
đĄ What should go to accounting@
?
Start with the low-hanging fruit:
- Insurance policies & renewals (liability, auto, workers' comp)
- Utilities and recurring monthly services
- Vendors and tools on autopay (hosting, software, equipment)
- Payment processors (Stripe, Square, etc.)
- Any bills you want someone else to help track or pay
You donât need to reroute payroll or banking logins right awayâthis is about easing in and building a more resilient workflow.
đ Bonus: Pair it with a Google Voice number
If your team (or your accountant) is managing logins for financial tools, consider pairing your new shared email with a Google Voice number. That way:
- Two-factor authentication (2FA) codes donât get stuck in someoneâs private text thread
- You avoid future lockouts when someone loses access to their phone
- Youâre one step closer to smooth transitions if roles or access levels change
There are a few quirksâsome sites donât love Google Voice for 2FAâbut itâs a great low-cost tool for shared access.
đ Want to do it right?
Hereâs the setup we recommend for our clients at KEP Books:
- Create
accounting@yourcompany.com
in your domain or workspace - Share access with:
- The business owner
- Your accountant or bookkeeper
- An internal admin or second-in-command (if youâve got one)
- Use a strong, randomly generated password (ideally stored in a password manager, you already have one set up, right??)
- Set a recovery email that you personally control
- Route key vendors, insurance, and autopay accounts to it
- Set up consistent logins using the accounting email, and store passwords, backup codes, and security questions in a password manager. 2FA should be done via app (e.g., Authy) â preferred â or with a Google Voice number and/or saved, themed, non-obvious security question answers.
đ TL;DR:
Setting up a shared accounting email isnât just for big companies. Itâs one of those low-effort, high-payoff decisions that helps keep your business organized, secure, and stress-proofed for the long haul.
We help clients get this up and running all the timeâif you need a hand or want a walkthrough, just reach out.