Virtual Bookkeeping Assistant
Keeping your books up to date is one of those tasks that feels small until it quietly becomes a problem. Missed reconciliations, uncategorised expenses, overdue invoices, and messy records create stress, slow down reporting, and make it harder to make decisions.
A Virtual Bookkeeping Assistant helps you stay on top of the day-to-day work so your books stay clean, consistent, and ready when you need them.
What is a Virtual Bookkeeping Assistant?
A Virtual Bookkeeping Assistant (also called a virtual bookkeeper or bookkeeping VA) is a remote professional who works inside your bookkeeping software to keep your financial records accurate and current. They handle operational bookkeeping tasks like transaction categorisation, reconciliations, invoice workflows, and month-end preparation.
They do not replace your accountant. They support your accountant by keeping the books clean, organised, and properly documented, which reduces errors and makes tax and reporting work faster.
What a Virtual Bookkeeping Assistant Does
This is what a bookkeeping VA typically manages week to week or month to month:
- Categorise and code transactions based on rules, vendors, and your chart of accounts
- Monitor automated bank feeds and investigate mismatches or missing entries
- Reconcile bank accounts, credit cards, and payment processors weekly or monthly
- Support accounts receivable with invoicing, payment reminders, and reducing invoice lag
- Support accounts payable with bill tracking, approvals support, and scheduled payments
- Manage receipts and expense capture while keeping a clean audit trail
- Assist with the month-end close by tidying ledgers and producing an exceptions list
- Produce simple monthly summaries so you understand what happened and why
- Prepare year-end documentation so your accountant can move faster during tax prep
Who This Works Best For
Virtual bookkeeping support is beneficial for businesses that have a steady flow of transactions and need consistent month-to-month clarity, including:
- Startups and scale-ups
- E-commerce brands
- Agencies and service businesses
- Real estate investors and property managers
- Law firms and professional services
- Consultants and online businesses
Software and Tools Supported
We match you with a bookkeeping VA who already knows your stack, or who can follow your existing SOPs inside your tools.
Common platforms include:
- QuickBooks Online
- Xero
- Sage
- Wave
- Zoho Books
- NetSuite
Common integrations and bookkeeping stack tools include:
- Dext (formerly Receipt Bank)
- Hubdoc
- Bill.com
- Expensify
- Stripe and PayPal reporting support, where applicable
- Google Drive or Dropbox for document organisation
Compliance and Financial Standards Support
Good bookkeeping creates consistent records that reduce downstream tax and reporting issues.
Depending on your business and location, your VA can support workflows tied to:
- GAAP or IFRS-aligned recordkeeping practices based on your preference
- Sales tax tracking documentation, including sales tax nexus preparation where relevant
- 1099 contractor payment tracking and filing preparation support
- Year-end close preparation, including schedules and documentation requests
- Audit trail hygiene, including notes and attachments that explain unusual transactions
Data Security and Confidentiality
Financial data security should be handled with a straightforward process, not vague promises.
Suggested security process can include:
- NDAs and confidentiality procedures
- Role-based access inside your bookkeeping platform
- Secure document handling using controlled permissions
- Encrypted transfer when sending or storing sensitive files
- A least-access-needed approach so your VA only sees what is required to do the job
Virtual Bookkeeper vs Accountant
People often compare these roles because they want to know what they are actually paying for. This is the clean distinction.
| What you need | Virtual Bookkeeper (Bookkeeping VA) | Accountant |
|---|---|---|
| Best for | Keeping books accurate week to week | Tax, compliance, and financial oversight |
| Frequency | Ongoing, weekly or monthly | Monthly, quarterly, or annually |
| Transaction categorisation | Yes, categorises and codes transactions | Reviews and adjusts if needed |
| Bank feeds monitoring | Yes, monitors automated bank feeds and flags mismatches | Typically not day-to-day |
| Reconciliations | Yes, bank and card reconciliations | Reviews reconciliations or requests fixes |
| Invoicing and bill workflows | Yes, supports AR/AP processes | Advises on process, not the day-to-day |
| Receipt and expense documentation | Yes, keeps attachments and audit trail clean | Uses documentation for filings and reporting |
| Month-end close support | Yes, tidy-up and exception list | Reviews and posts adjustments |
| Journal entries and adjustments | Can support basic journal entries if your process requires it | Handles complex adjustments and compliance entries |
| Tax filing | No | Yes |
| Financial statements review | Provides organized data | Reviews, finalises, and signs off |
| Strategic advice | Limited, operational clarity | Yes, advisory, forecasting, structuring, risk |
| Outcome | Clean, current books you can trust | Compliance, filings, and high-level guidance |
Simple rule: Bookkeeping VAs keep the books clean and current. Accountants use clean books to file, advise, and reduce risk.
How It Works
Step 1: We define the role and your requirements
We clarify your bookkeeping stack (Xero/QuickBooks, Dext/Hubdoc, etc.), your workflow, the volume of transactions, and what “done” looks like each week or month. We turn this into a clear scorecard for the hire.
Step 2: We source candidates who match your stack and workflow
We find and pre-screen candidates with proven experience in your tools and bookkeeping workflows, including reconciliation, accounts payable/receivable, and month-end support.
Step 3: We verify competency and alignment before you meet them
We check practical capability (e.g., reconciliations, categorisation accuracy, handling exceptions), communication, attention to detail, and reliability. You only interview candidates who meet the requirements.
Step 4: We support the placement and onboarding setup
Once you choose a candidate, we help coordinate a smooth start: access requirements you specify, approval rules, SOP handover, and expectations for weekly/monthly outputs. You keep full control of permissions and processes.
Step 5: You get consistent support and a cleaner monthly close
With the right person in place, you get organised records, reconciliations done on schedule, exceptions flagged early, and a dependable rhythm for month-end, without the hiring drag.
Get an Instant Cost Estimate
If you want to plan the cost before you speak to anyone, use our calculator to estimate what a virtual bookkeeping assistant could cost for your needs.
Frequently Asked Questions
Security of financial data is ensured through NDAs, role-based access, and strict handling procedures. Virtual assistants receive only the minimum access necessary to perform assigned tasks. Internal security policies from the client can be integrated upon request.
Bookkeeping software supported by virtual assistants includes QuickBooks Online, Xero, Sage, Wave, Zoho Books, and NetSuite. Additional supported tools include Dext, Hubdoc, Bill.com, and Expensify.
A virtual bookkeeper can reconcile accounts weekly to detect issues early and maintain consistent financial accuracy. Monthly reconciliations are also possible for businesses with lower transaction volumes.
Invoicing and bill tracking are handled by virtual assistants through accounts receivable and accounts payable workflows. Tasks include issuing invoices, tracking payments, organizing bills, and supporting approval processes.
A virtual bookkeeper does not replace an accountant but maintains accurate and organized records to support tax filing, compliance, and advisory services.
Bookkeeping services can start quickly once access credentials and workflow rules are confirmed in existing software.