Why You Need a Virtual Assistant for Bookkeeping

As a small business owner, one of the most critical aspects of your business is bookkeeping. Keeping track of financial records, invoices, receipts, and other financial data is essential to running a successful business.

However, managing all these financial records can be time-consuming and stressful. Fortunately, with the help of a virtual assistant, managing your bookkeeping can be made more manageable and efficient.

In this article, we'll take a closer look at what a virtual assistant is, why you should consider hiring one for your bookkeeping needs, and how they can help improve the overall success of your business.

Why You Need a Virtual Assistant for Bookkeeping

What is a Virtual Assistant?

A virtual assistant is a remote worker who provides administrative, technical, or creative assistance to businesses or individuals. They offer a range of services, including bookkeeping, data entry, social media management, customer service, and more. 

Virtual assistants work remotely and can communicate with their clients through various online tools, including email, phone, video conferencing, and project management software.

Benefits of Hiring a Virtual Assistant for Bookkeeping

According to a study published in the Journal of Accountancy, virtual assistants are becoming an increasingly popular solution for small business bookkeeping. The study found that businesses that used virtual assistants for bookkeeping saw an average savings of 50% on bookkeeping expenses, compared to those who used in-house staff. 

Additionally, virtual assistants were found to be more efficient and accurate in their work, leading to fewer errors and a faster turnaround time for financial reports. The study concludes that virtual assistants for bookkeeping can be a cost-effective and reliable solution for small businesses looking to streamline their financial operations.

Small business owners often find themselves overwhelmed with administrative tasks such as bookkeeping. They may struggle to manage their finances, leading to errors, inefficiencies, and lost opportunities. 

Hiring a virtual assistant for bookkeeping can provide many benefits, including:

1. Cost-Effective Solution

Hiring an in-house bookkeeper can be costly, requiring a salary, benefits, and office space. On the other hand, hiring a virtual assistant can be more affordable since they work remotely and don't require office space. Additionally, you can hire them on an as-needed basis, reducing your overall costs.

2. Time-Saving

Managing your finances can be time-consuming, taking away valuable time that could be spent growing your business. By hiring a virtual assistant for bookkeeping, you can delegate these tasks, freeing up time for other essential business tasks.

3. Accuracy and Reliability

Bookkeeping requires a high level of accuracy and reliability to avoid costly mistakes. Virtual assistants specializing in bookkeeping have the necessary skills and expertise to ensure that your financial records are accurate and up-to-date. Additionally, they work remotely, reducing the risk of human error that can occur in an office environment.

4. Scalability

As your business grows, your bookkeeping needs will become more complex. Virtual assistants can scale their services to meet your business's changing needs, ensuring that your bookkeeping stays up-to-date and efficient.

5. Expertise

Virtual assistants specializing in bookkeeping have extensive knowledge and experience in their field. They stay up-to-date with the latest trends, regulations, and software to provide the best service possible.

How a Virtual Assistant can Help with Bookkeeping

Virtual assistants can perform various bookkeeping tasks to help small business owners manage their finances efficiently. Here are some ways a virtual assistant can help with bookkeeping:

1. Data Entry and Organization

Virtual assistants can organize and input financial data such as invoices, receipts, and expenses into accounting software. This task can be time-consuming, but it's essential to have accurate and organized financial records.

2. Accounts Receivable and Payable Management

A virtual assistant can manage your accounts payable and receivable, ensuring that invoices are sent and paid on time. This task is crucial to maintaining a healthy cash flow for your business.

3. Bank Reconciliation

Reconciling your bank statements with your financial records is critical to ensuring that your financial data is accurate. A virtual assistant can reconcile your bank statements, identifying any discrepancies and ensuring that your financial records are up-to-date.

4. Financial Reporting and Analysis

Virtual assistants can create financial reports, including balance sheets, profit and loss statements, and cash flow statements. These reports provide valuable insights into your business's financial health, allowing you to make informed decisions.

5. Tax Preparation

Preparing and filing taxes can be stressful and time-consuming, but it's crucial to ensure that your business remains compliant. A bookkeeping virtual assistant can help with tax preparation, ensuring that all necessary documents are filed accurately and on time.

How to Find and Hire a Virtual Assistant for Bookkeeping

When hiring a virtual assistant for bookkeeping, there are a few steps you should follow:

1. Define Your Needs and Budget

Determine what bookkeeping tasks you need help with and how much you can afford to pay. This information will help you find a virtual assistant that meets your needs and fits your budget.

2. Research Potential Candidates

There are many virtual assistants specializing in bookkeeping, so it's essential to research potential candidates thoroughly. Look for virtual assistants with experience and expertise in bookkeeping, positive reviews, and a professional online presence.

3. Conduct Interviews and Assessments

Once you've identified potential candidates, conduct interviews and assessments to determine if they're a good fit for your business. Ask about their experience, qualifications, and availability. You can also give them a bookkeeping task to complete to assess their skills and accuracy.

4. Establish Clear Communication and Expectations

Once you've hired a virtual assistant for bookkeeping, establish clear communication and expectations. Set deadlines, define the scope of their work, and ensure that you have a clear understanding of their fees and billing methods.


Managing bookkeeping can be challenging for small business owners, but hiring a virtual assistant can help alleviate the stress and improve efficiency. Virtual assistants specializing in bookkeeping offer a cost-effective, time-saving, and accurate solution to managing your finances. 

By delegating bookkeeping tasks to a virtual assistant, you can focus on growing your business and achieving your goals.


Q: How much does it cost to hire a virtual assistant for bookkeeping?
A: The cost of hiring a virtual assistant for bookkeeping can vary depending on their experience, qualifications, and the scope of work required. Generally, virtual assistants charge an hourly rate or a monthly fee, which can range from $15 to $50 per hour. It's important to consider your budget and the value that a virtual assistant can bring to your business when deciding on a rate.

Q: Can a virtual assistant handle all my bookkeeping tasks?
A: Virtual assistants specializing in bookkeeping can handle a wide range of bookkeeping tasks, from data entry and organization to financial reporting and tax preparation. However, it's important to communicate clearly with your virtual assistant and establish which tasks they can handle and which require specialized expertise. For example, some virtual assistants may not be qualified to handle complex tax issues or audit preparation.

Q: How do I ensure that my financial records are secure when working with a virtual assistant?
A: When working with a virtual assistant for bookkeeping, it's essential to ensure that your financial records are secure. Look for virtual assistants who have experience working with confidential financial data and who use secure file-sharing platforms. You can also consider signing a non-disclosure agreement to protect your business's sensitive information.

Q: Do I need to provide the virtual assistant with any software or tools for bookkeeping?
A: Before hiring a virtual assistant for bookkeeping, it's important to establish which software and tools they will use for bookkeeping tasks. Some virtual assistants may have their own preferred software, while others may be willing to work with the software you already use. It's important to communicate clearly with your virtual assistant to ensure that they have access to the necessary tools to complete their work efficiently.

Q: How do I know if a virtual assistant is qualified and experienced in bookkeeping?
A: When hiring a virtual assistant for bookkeeping, it's important to look for candidates with experience and qualifications in bookkeeping. Look for virtual assistants with certifications or degrees in accounting or bookkeeping, positive reviews, and a strong professional online presence. You can also ask for references and conduct assessments to determine their skills and accuracy.
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