Virtual Assistant Bookkeeping: Should CPAs Hire a VA?

If you’re a CPA, chances are you’ve had days where the workload feels overwhelming.  

Between tax filings, client meetings, compliance tasks, and mountains of paperwork, it can feel like there simply aren’t enough hours in the day.  

On top of that, the bookkeeping tasks—like entering transactions, reconciling accounts, and chasing invoices—eat up even more of your valuable time.

But here’s the thing: you don’t have to do it all yourself. More and more CPAs are discovering that they can delegate these routine but essential tasks to a virtual assistant (VA).  

By outsourcing bookkeeping work, you can free up your schedule, save money, and focus on what you do best—helping clients make smarter financial decisions.

The big question is: Should you hire a virtual assistant for bookkeeping?  

That’s exactly what this article will help you figure out.

What is Virtual Assistant Bookkeeping?

A virtual assistant is someone who provides support services remotely.  

Instead of sitting in your office, they work from anywhere—often from another city, state, or even country.  

Virtual assistants can handle a wide range of tasks, but when we talk about bookkeeping VAs, we’re referring to professionals who focus specifically on financial data and record-keeping.

What Bookkeeping VAs Do

Here are some of the most common bookkeeping tasks a VA can handle for you:

• Data entry: Recording daily transactions into accounting software.

• Bank and credit card reconciliations: Making sure accounts match financial statements.

• Accounts payable and receivable: Processing bills and managing invoices.

• Expense management: Categorizing and tracking spending.

• Payroll support: Helping with payroll prep, though final compliance should stay with you.

• Financial reports: Creating simple reports to give you and your clients an overview.

Different Types of Bookkeeping VAs

• Generalist VAs: They might handle email management, scheduling, and basic bookkeeping. They’re versatile but not as specialized.

• Specialized Bookkeeping VAs: These VAs focus solely on financial tasks. Many have formal training or certifications in bookkeeping software.

• Agency or Firm VAs: These come through professional agencies that provide accounting-specific virtual assistants. They’re often vetted and trained in compliance practices.

VA vs. In-House vs. Staff Accountant

It’s helpful to see the differences clearly:

The takeaway? A VA gives you flexibility. You don’t need to commit to a full-time hire if your workload doesn’t justify it.

Why CPAs are Considering Virtual Assistants

The demand for virtual assistant bookkeeping isn’t just a passing trend—it’s part of a bigger shift in the accounting industry.

1. Overwhelming Workloads

Think about tax season. You’re already maxed out with client demands, yet the day-to-day bookkeeping doesn’t stop. Instead of stretching yourself thin, a VA can take the routine tasks off your plate so you can focus on high-value client services.

2. Rising Labor Costs

Hiring an employee isn’t just about paying a salary. You’re also covering benefits, payroll taxes, sick days, and more. A VA, on the other hand, is typically paid by the hour or project. That means no wasted resources.

3. Administrative Overload

Too often, CPAs get bogged down with tasks that don’t require their expertise. A VA can step in to handle the “busywork,” giving you back hours each week to focus on growing your practice.

4. Industry Shifts Toward Remote Work

The pandemic showed us that remote work is not only possible but often more efficient. Clients are comfortable sharing documents online, and cloud-based tools make collaboration easy. Hiring a VA fits perfectly into this digital-first environment.

The Benefits of Hiring a Virtual Assistant for Bookkeeping

So, what exactly do you gain by hiring a VA? Let’s dig deeper.

• Cost Savings: Instead of paying a full-time salary, you only pay for the work you need. No benefits, no payroll taxes, no office overhead.

• Time Savings: Every hour you spend on data entry is an hour you’re not meeting clients or building your practice. A VA can give you back that time.

• Scalability: As your firm grows, so can your VA support. You can increase their hours during tax season and scale back afterward without financial strain.

• Access to Global Talent: With VAs, you’re not limited by geography. You can hire someone across the country or halfway around the world. Some CPAs even use time zones to their advantage—your books get updated while you sleep.

• Tech Proficiency: Most bookkeeping VAs already know QuickBooks, Xero, and other platforms. Instead of spending weeks training someone, you can plug them in quickly.

• Freedom to Focus on Strategy: Delegating bookkeeping allows you to shift into a more advisory role. That’s where your expertise shines and where your clients see the most value.

How to Hire a Virtual Assistant for Bookkeeping

Hiring a virtual assistant for bookkeeping isn’t something you should rush into.  

Just like hiring any employee, it requires planning, screening, and clear communication.  

The good news? Once you find the right VA, the payoff can be huge—you’ll save time, money, and stress.  

Here’s how to approach the process the right way.

Step 1: Define Your Needs Clearly

Before you even start looking, you need to know what you want.  

Ask yourself:

• Which bookkeeping tasks are eating up the most time?

• Do you need someone for 10 hours a week or 40?

• Do you want a VA who only does bookkeeping, or someone who can also help with admin tasks?

• Which accounting platforms do you use (QuickBooks, Xero, FreshBooks, etc.)?

Make a list of tasks and prioritize them.  

For example, maybe your biggest pain point is reconciling accounts each month. Or perhaps invoicing and chasing payments drains your energy.  

When you’re clear on your needs, you’ll know what skills to look for in a VA.

Pro tip: Start small. You don’t have to outsource everything at once. Choose 2–3 recurring tasks to delegate first. Once your VA proves reliable, you can expand their responsibilities.

Step 2: Decide Where to Hire From

There are several ways to find a bookkeeping VA, and each has pros and cons.

Freelance Platforms (Upwork, Fiverr, Freelancer):

• Pros: Large pool of candidates, competitive pricing, easy to start.

• Cons: Wide range of skills—quality can vary, and you’ll need to do more vetting.

VA Agencies:

• Pros: Agencies vet VAs for you, offer replacements if someone doesn’t work out, and often provide training.

• Cons: Higher cost, less control over choosing the individual VA.

Specialized Accounting VA Firms:

• Pros: Tailored to CPAs, bookkeeping expertise, strong security protocols.

• Cons: Costs more than hiring a freelancer, but you’re paying for peace of mind.

Direct Referrals:

• Pros: Trustworthy recommendations from colleagues, easier to build trust.

• b: Limited pool of candidates, might not find the right fit immediately.

Your choice will depend on your budget and how much control you want over the process.  

If security and consistency matter most, a specialized firm like Analytix Solutions can give you the confidence that your VA is trained specifically for bookkeeping.

Step 3: Screen and Shortlist Candidates

Once you start getting applications, it’s time to narrow down the list. Don’t just look at resumes—dig deeper.

Questions to Ask in Interviews:

• What bookkeeping tasks have you handled before?

• Which accounting software are you comfortable with?

• Have you worked with CPAs or accounting firms before?

• How do you ensure accuracy in data entry?

• How do you handle confidentiality and data security?

• What’s your availability during U.S. business hours?

Pro tip: Ask them to complete a small test task. For example, provide a sample bank statement and ask them to reconcile it in QuickBooks. This shows you their skills in real time.

Step 4: Check References and Reviews

A VA may sound great in an interview but fail to deliver consistently. Reach out to past clients or check reviews on platforms.  

Ask about:

• Reliability (Do they show up when they say they will?)

• Attention to detail (Were there frequent errors?)

• Communication skills (Did they respond promptly and clearly?)

• Professionalism (Did they meet deadlines and follow instructions?)

Step 5: Discuss Contracts, Security, and Compliance

Since bookkeeping involves sensitive financial data, this step is crucial. Make sure you cover:

• Contracts: Define responsibilities, payment terms, confidentiality, and termination clauses.

• NDAs (Non-Disclosure Agreements): Protects client financial data.

• Access Restrictions: Give your VA access only to what they need (e.g., limited QuickBooks access).

• Data Security: Ask about secure internet connections, antivirus software, and password management tools.

If you’re hiring through an agency, much of this may already be handled. If you’re hiring directly, it’s up to you to put protections in place.

Step 6: Onboard and Train Effectively

Even if your VA is experienced, they won’t know your specific systems and preferences. Think of onboarding as an investment that pays off in smoother operations later.

Here’s how to make it easy:

• Provide SOPs (Standard Operating Procedures): Create simple guides for tasks like reconciling accounts or sending invoices.

• Use Screen-Sharing Tools: Tools like Loom let you record your screen while walking through a task. This saves you from repeating instructions.

• Start with Simple Tasks: Don’t throw everything at your VA on day one. Begin with a couple of recurring tasks, then gradually increase responsibility.

• Schedule Regular Check-ins: Weekly video calls help catch issues early and keep communication strong.

Step 7: Set Expectations and KPIs

Your VA isn’t just a helper—they’re part of your team.  

To make the relationship work, set clear expectations.

• Turnaround Times: For example, “Bank reconciliations should be completed within three business days of month-end.”

• Quality Standards: Set accuracy benchmarks (e.g., 98%+ accuracy).

• Communication Rules: Decide whether you’ll use email, Slack, or project management tools.

• KPIs: Examples include number of invoices processed, reconciliations completed on time, or errors detected.

When both sides know the expectations, it prevents misunderstandings.

Step 8: Start Small and Scale Gradually

One of the biggest mistakes CPAs make is outsourcing too much too quickly. Instead, test the waters.

Begin with a small batch of tasks.

• Review their work carefully.

• Give feedback early and often.

• Once you’re comfortable, delegate more.

This approach protects your firm while giving your VA time to adapt.

Step 9: Build a Long-Term Relationship

Think of hiring a VA as more than just outsourcing—it’s about building a partnership.  

When your VA feels valued, they’ll be more motivated to deliver their best work.

• Provide feedback and recognition when they do well.

• Treat them like part of your team, not just a contractor.

• Offer ongoing training opportunities if needed.

A strong relationship leads to loyalty and consistency, which is exactly what you need in bookkeeping support.

Cost Breakdown: VA vs. In-House Bookkeeper

Let’s put some numbers to it.

Virtual Assistants

• Offshore VAs: $8–$20/hour.

• U.S.-based VAs: $25–$50/hour.

• Monthly packages: $400–$2,000 depending on workload.

In-House Bookkeepers

• Average salary: $45,000–$60,000 per year.

• Add 20–30% for benefits, taxes, and overhead.

• Miscellaneous: Office space, training, and equipment add even more.

ROI Analysis

If you outsource 20 hours a week at $15/hour, you spend about $1,200 a month. Compare that to a full-time hire costing $5,000+ monthly. That’s a huge saving—and it frees you to spend more time on high-value work that directly grows your revenue.

Should CPAs Hire a Virtual Assistant?

So, should you hire a virtual assistant for bookkeeping?

If you want to save money, reduce stress, and focus on growing your practice, the answer is yes. A VA isn’t a replacement for your expertise—but they are the perfect support system to help you work smarter, not harder.

Why Analytix Solutions is Your Best Option

At Analytix Solutions, we understand the unique challenges CPAs face. Our team of skilled bookkeeping professionals works as an extension of your firm, handling routine bookkeeping so you can focus on your clients.

With secure processes, flexible packages, and years of experience supporting CPAs, we’re the trusted partner you’ve been looking for.

Contact Analytix Solutions today for a free consultation and see how our virtual assistant bookkeeping services can help your CPA practice grow.

FAQs

1. What is the difference between a bookkeeper and a virtual assistant?

‍A bookkeeper focuses only on financial records, while a VA can handle bookkeeping plus other tasks depending on their skill set.

2. Can a VA replace a CPA? ‍

No. A VA handles routine tasks, but only a CPA can provide professional accounting, tax planning, and compliance services.

3. How secure is outsourcing bookkeeping to a virtual assistant?

‍With NDAs, secure cloud platforms, and encryption, outsourcing can be very secure. The key is choosing a trusted provider.

4. What certifications should I look for in a bookkeeping VA? ‍

Look for experience with QuickBooks, Xero, or other accounting software. Some VAs may also have certifications like QuickBooks ProAdvisor.

5. What’s the average cost of hiring a bookkeeping VA? ‍

Rates vary, but you can expect $8–$20/hour for offshore VAs and $25–$50/hour for US-based VAs.

6. Do virtual assistants use QuickBooks and Xero? ‍

Yes. Many VAs are trained in popular accounting software platforms.

7. Is it better to hire a VA through an agency or directly? ‍

Agencies offer vetted professionals and security guarantees, while hiring directly can be cheaper but riskier.

8. How do I ensure quality when outsourcing bookkeeping?

Start with small tasks, set clear expectations, and use regular check-ins.

9. Can a VA handle payroll? ‍

Yes, many bookkeeping VAs can process payroll, but compliance rules may require oversight from a CPA.

10. What tasks should CPAs never delegate to a VA? ‍

Tax planning, compliance filings, and advisory services should stay with you.

11. How do CPAs maintain client confidentiality with VAs? ‍

By using NDAs, secure cloud storage, and limiting access to only necessary data.

12. What makes Analytix Solutions different from other VA providers? ‍

We combine bookkeeping expertise with CPA-focused support, strong data security, and a proven track record of helping firms grow.