It's 11 PM. You're still sorting receipts and chasing overdue invoices. Meanwhile, the work that grows your business sits untouched.
Sound familiar? You're not alone.
CPA Practice Advisor reports small businesses spend 120 working days yearly on admin and bookkeeping. That's nearly half the year on financial paperwork.
A bookkeeping VA changes this. You get expert financial help at a fraction of in-house costs. Your books stay accurate. Your time stays free.
Key Takeaways
- Save 47-78% versus hiring an in-house bookkeeper
- VAs handle daily transactions, monthly reports, and tax prep
- Look for QuickBooks or Xero skills when hiring
- Security setup protects your financial data
What Does a Bookkeeping VA Do?
A bookkeeping VA manages your financial records from a remote location. They use cloud software to do everything an in-house bookkeeper does—without needing office space.
These aren't just data entry clerks. Good bookkeeping VAs understand accounting principles. They know tax rules. They catch errors before they become problems.
The key benefit? You get professional money management without the overhead. No benefits to pay. No desk to provide. No equipment to buy.
Why Hire a Virtual Bookkeeper?
Save Time for What Matters
If bookkeeping takes 10 hours weekly, that's 520 hours yearly. At $100/hour value for your time, you're spending $52,000 on tasks someone else could handle.
A virtual bookkeeping service costs $15,000-25,000 yearly for the same work. That's time you could spend on sales, clients, or simply going home earlier.
Get Better Accuracy
Money mistakes are expensive. Wrong expense codes mean missed tax deductions. Late invoices hurt vendor relationships. Payroll errors create legal trouble.
Professional bookkeeping VAs keep things accurate. They catch errors early. They stay current on tax rules. Your books stay audit-ready.
Scale as You Grow
Virtual bookkeepers flex with your needs. Need more help during tax season? Add hours. Slow summer? Cut back. You only pay for work done.
In our experience helping businesses find financial support, this flexibility matters most for growing companies. Fixed staff costs can hold you back. Variable costs let you invest elsewhere. Learn more in our VA vs employee comparison.
Key Tasks They Handle
Daily and Weekly Work
- Recording and sorting transactions
- Bank and credit card reconciliation
- Creating and tracking invoices
- Managing bills and payments
- Following up on late payments
The goal: keep your books current so you always know where you stand.
Monthly Tasks
- Financial statements (P&L, balance sheet)
- Cash flow reports
- Payroll processing
- Sales tax calculations
- Expense categorization review
Good monthly reports show trends early. You'll spot problems before they grow. For healthcare practices, consider a specialized medical billing virtual assistant.
Tax Season Support
Bookkeeping VAs organize everything your CPA needs. They follow IRS recordkeeping guidelines to keep you compliant. Year-end closes go smoothly when books are clean all year.
They don't file taxes—that needs a CPA or enrolled agent. But they make tax prep faster and cheaper.
Software Skills to Look For
Core Platforms
Your VA should know at least one major platform well:
- QuickBooks Online: The industry standard. Most accountants prefer it.
- Xero: Popular with modern startups. Clean interface.
- FreshBooks: Great for service businesses. Simple invoicing.
Ask about specific features they've used. Custom reports? Multi-user setup? App integrations? The details matter.
Supporting Tools
Good bookkeepers also use:
- Payment processors (Stripe, PayPal, Square)
- Receipt apps (Expensify, Dext)
- Payroll systems (Gusto, ADP)
- Project management tools
Must-Have Soft Skills
Technical skills aren't enough. Look for:
- Sharp attention to detail
- Clear communication about deadlines and issues
- Strict confidentiality habits
- Problem-solving without hand-holding
Cost Comparison
Let's look at real numbers.
In-House Bookkeeper Costs
Bureau of Labor Statistics data shows median bookkeeper pay of $49,210 yearly. But that's just the start.
Total first-year costs:
- Base salary: $49,210
- Payroll taxes: $3,765
- Benefits (25%): $12,303
- Office space and equipment: $3,600
- Recruiting and training: $2,500
- Total: ~$71,378
That's for full-time help—far more than most small businesses need.
Bookkeeping VA Costs
Virtual bookkeepers charge:
- Hourly: $25-75/hour based on skills
- Monthly retainer: $500-2,500 for defined scope
- Project-based: Custom pricing per job
For 10-20 hours weekly of support, expect $15,000-35,000 yearly. That's a savings of 47-78% according to industry analysis.
Plus, you only pay for productive hours. No cost during vacations or slow periods. See our complete virtual assistant cost savings guide for detailed calculations.
How to Hire the Right One
Know Your Needs First
Before searching, write down:
- Monthly transaction volume
- Software you use (or want to use)
- Industry-specific needs
- Tasks you want handled
- Reports you need
This clarity makes finding a match easier.
Check Real Credentials
Look for Certified Bookkeeper (CB) credentials. Ask about platform-specific experience. Request references from similar businesses.
Don't just take their word. Test with real scenarios from your business.
Consider Agency Support
An established VA agency handles vetting for you. They verify skills, check references, and provide backup coverage.
The slight premium often pays off through reduced risk and time savings. Find quality providers through the best VA marketplaces.
Start with a Trial
Begin with a 30-day project. Maybe reconciling recent statements or organizing your chart of accounts.
Set clear deliverables. Evaluate accuracy, timeliness, and communication. Expand responsibilities only after they prove themselves. Our VA communication tips guide covers effective evaluation methods.
Frequently Asked Questions
How much does a bookkeeping VA cost versus in-house?
In-house bookkeepers cost around $71,000 yearly when you add salary, benefits, and overhead. Virtual bookkeepers run $15,000-35,000 for similar support—savings of 47-78%. You also skip costs for vacations and slow periods since you only pay for hours worked.
What software should my bookkeeping VA know?
QuickBooks Online matters most. It's the industry standard used by millions of businesses. Xero is another solid choice, especially for startups. Your VA should have deep experience in whichever platform you use, plus familiarity with payment processors and receipt management tools.
How do I keep my financial data secure?
Use several layers of protection. Require two-factor authentication on all accounts. Set user permissions that limit access. Share files only through encrypted services. Have your VA sign a confidentiality agreement. Reputable agencies maintain their own security protocols too.
Can a bookkeeping VA do my taxes?
They organize and prepare everything your CPA needs, which cuts prep time and costs. But unless they hold CPA or Enrolled Agent credentials, they can't file taxes or give tax advice. They work alongside your tax pro, not instead of them.
Getting Started
Ready to stop dreading month-end close? A bookkeeping VA transforms how you handle finances.
Quality VA services match businesses with trained bookkeeping VAs skilled in QuickBooks, Xero, and other platforms. Proper screening ensures you work with reliable professionals who communicate well.
Whether you need 5 hours weekly or full financial management, flexible bookkeeping support scales to your needs. Learn how in our guide to scaling your business with virtual assistants.
Stop spending evenings on spreadsheets. Your business deserves professional financial help. You deserve to focus on what you do best.
What financial task would you hand off first?
Related Reading:
- VA Cost Savings Guide - Full ROI breakdown
- Tasks to Outsource - Beyond bookkeeping delegation
- VA Communication Tips - Work effectively with remote support