Virtual assistants for
Virtual Assistants for Accounting and Bookkeeping Firms
Less admin. More of the work that pays.
An accounting virtual assistant handles the administrative and preparation work around a bookkeeping or accounting practice: chasing client documents, transaction categorization prep, reconciliation prep, client onboarding, scheduling, and practice management admin in tools like QuickBooks Online, Xero, Karbon, and TaxDome. The VA prepares; your accountants review and sign.
Busy season is a document-chasing problem before it is an accounting problem. Our accounting VAs take over the chasing, the data prep, and the client admin inside your existing stack, so your bookkeepers and CPAs spend their hours on work that needs their judgment.
Managed by VA Hub PRO. Fast replacement at no extra cost.
Updated
The VA Hub PRO model
We work inside the tools you already use
Not on the list? We learn it. Your VA is trained on your specific setup during onboarding.
What we actually do
What our accounting VAs handle
Client document collection
Request lists sent, documents chased on a schedule, uploaded and filed to your naming convention.
Bookkeeping prep
Transactions categorized to your chart of accounts and written rules, exceptions flagged for review.
Reconciliation prep
Bank and card feeds matched, unmatched items listed for your bookkeeper to resolve.
Client onboarding
Engagement letters sent for e-signature, portals set up, onboarding checklists issued and tracked.
Practice management admin
Karbon, TaxDome, or Canopy pipelines, tasks, and client statuses kept current.
Scheduling and inbox
Client meetings booked, recurring questions answered from your templates, the rest routed.
AR follow-up
Invoices sent from your billing system, payment reminders run politely and persistently.
Deadline tracking
Filing and reporting calendars maintained with reminders that fire early, not late.
Prepare, review, sign, in that order
A VA in an accounting firm works one layer below the professional: they get the books ready for review, not signed off. Every categorization follows your written rules, every exception is listed rather than guessed at, and nothing reaches a client as a financial statement without your review. That division keeps the VA productive and your professional responsibility intact.
Software we work in
Your VA works inside the stack your firm already runs.
- Bookkeeping: QuickBooks Online, Xero, and the receipt and bank-feed tools around them (Dext, Hubdoc)
- Practice management: Karbon, TaxDome, Canopy, Financial Cents
- Client documents and signatures: your client portal, Google Workspace or Microsoft 365, DocuSign
- Billing: your practice management billing module or QuickBooks invoicing
Your first 30 days
- Week 1: access under your permissions; document-request templates, categorization rules, and escalation list documented
- Week 2: your VA runs document collection and client scheduling live, with daily check-ins
- Weeks 3 and 4: bookkeeping and reconciliation prep added for a first batch of clients, reviewed line by line by your bookkeeper before the review sample shrinks
Where the line is
An accounting VA does not give tax or financial advice, sign or file returns, approve journal entries, or communicate financial conclusions to clients. They prepare, organize, chase, and flag. Your licensed staff review and decide.
Accounting and bookkeeping firms
Is this you?
Here is what you get.
Who this service is for
- Bookkeeping firms where the owner still chases every client for receipts
- CPA practices whose busy-season bottleneck is admin, not accounting
- Firms on Karbon or TaxDome using a fraction of it
- Practices adding clients faster than they can hire local staff
What is included
- An accounting-admin-trained VA under confidentiality agreement
- Document-request and onboarding SOPs documented for your firm
- Bookkeeping prep run to your categorization rules
- Weekly reporting on outstanding documents, prep status, and AR
- Management and fast replacement by VA Hub PRO
Meet your operator
One accountable operator, backed by our team.
You are not renting hours. You are handing off a result to an assistant who owns it, trained before day one, working inside your software, and managed by VA Hub PRO so you never manage a freelancer again.
Vetted and background checked
Trained on AI tools and GoHighLevel before day one
Managed and quality-reviewed by VA Hub PRO
Replaced fast at no extra cost if it is not a fit
Every operator is
- Background checked and under confidentiality agreement
- Trained on AI tools and GoHighLevel before day one
- Fluent English, clear in writing and on the phone
- One accountable operator, backed by the VA Hub PRO team
- Managed and quality-reviewed, replaced fast if it is not a fit
Simple, managed pricing
Flat monthly plans, not per-task billing. Every plan includes vetting, training, day-to-day management, and fast replacement at no extra cost.
Part-time
$1,200/mo
20 hours per week
Full-time
$2,000/mo
40 hours per week
Managed by VA Hub PRO. Fast replacement at no extra cost.
Frequently asked questions
What does an accounting virtual assistant do?
An accounting virtual assistant handles the administrative and preparation work in a bookkeeping or accounting practice: client document collection, transaction categorization prep, reconciliation prep, client onboarding, scheduling, AR follow-up, and practice management admin in tools like QuickBooks Online, Xero, Karbon, and TaxDome. Review, sign-off, and advice stay with your professionals.
Can a VA do our bookkeeping?
They can do the preparation layer: categorizing transactions to your rules, matching feeds, and listing exceptions for your bookkeeper to resolve. How much more a VA can carry depends on your review process and the rules of your professional credential; we scope that honestly on the discovery call.
How do you keep client financial data secure?
Access is limited to the systems and records the role needs, through your software's user permissions and a password manager you control. Assistants are background checked and under confidentiality agreement, and you can revoke access instantly.
Do your VAs know QuickBooks and Xero?
Yes. QuickBooks Online and Xero are the most common platforms our accounting VAs work in, along with the receipt-capture and bank-feed tools around them. Your VA learns your chart of accounts and your firm's categorization rules during onboarding.
Can they handle busy-season overflow?
That is the most common starting point. A part-time VA running document collection and client scheduling from January through April frees your professionals for the work only they can do. Many firms keep the VA year-round once they see what falls off their desk.
Can the VA talk to our clients?
Yes, within scripts you approve: document requests, appointment scheduling, status updates, and payment reminders in your firm's name. Anything touching a financial conclusion or advice is escalated to the accountant on the file.
Will this work with our practice management software?
Your VA works inside whatever you run, whether that is Karbon, TaxDome, Canopy, Financial Cents, or a spreadsheet, keeping tasks, deadlines, and client statuses current so your team sees the real picture.
How much does an accounting VA cost?
You pay one flat monthly fee: $1,200 for part-time (20 hours per week) or $2,000 for full-time (40 hours per week). We manage the whole relationship for that price, including vetting, training on your tools, quality checks, and replacing the assistant free of charge if needed.
Ready to hand this off?
Book a discovery call. We will map what you should delegate, what should be automated, and what it costs. No pitch you did not ask for.
Managed by VA Hub PRO. Fast replacement at no extra cost.
Discovery call this week. Your operator usually starts within about a week after.