There are more than 36 million small businesses in the U.S., according to the SBA Office of Advocacy. Very few of their owners started a business because they love bookkeeping.
So when the receipts pile up, the obvious question is: can a virtual assistant handle this?
Partly. A virtual assistant can take a lot of financial admin off your plate. But some bookkeeping work needs a bookkeeper. Knowing where that line sits saves you money, time and costly cleanup later.
What a Bookkeeping Virtual Assistant Can Handle
A virtual assistant with financial experience is a strong fit for the admin work that surrounds your books. That includes:
- Collecting, organizing and filing receipts and invoices
- Creating and sending invoices
- Sending payment reminders to clients
- Scheduling bill payments for your approval
- Entering expenses and vendor details into your accounting software
- Tracking subscriptions and recurring charges
- Pulling documents together for your bookkeeper or CPA
- Managing financial email and vendor follow-ups
This is the work that eats your evenings. Handing it off frees up hours every month, and it gives your bookkeeper cleaner information to work from.
What Needs a Bookkeeper
Some tasks need accounting training, because one mistake carries through every report you run. These belong with a bookkeeper:
- Reconciling bank and credit card accounts
- Managing accounts payable and accounts receivable
- Making adjusting entries, like accruals and depreciation
- Closing the books each month
- Preparing financial reports, including your profit and loss statement and balance sheet
- Cleaning up records that have fallen behind
- Keeping your books ready for tax time
Want to see what this work looks like up close? Read Journal Entries Explained With Examples.
Virtual Assistant vs. Bookkeeper: Side by Side
| Virtual assistant | Bookkeeper | |
|---|---|---|
| Main focus | Financial admin and organization | Accurate books and financial reports |
| Typical tasks | Receipts, invoices, payment reminders, scheduling bill pay | Reconciliations, AP and AR, month-end close, financial reporting |
| Accounting training | Helpful, not required | Required |
| Best for | Owners buried in paperwork | Owners who need numbers they can trust |
| Output | Organized records, on-time invoices | Reconciled accounts, monthly reports |
When to Bring in a Bookkeeper
A virtual assistant may be enough if your business is small, your transactions are simple and someone qualified reviews your books.
It’s time for a bookkeeper if:
- Your accounts haven’t been reconciled in more than a month
- You can’t say with confidence what you made last quarter
- You’re making decisions without current financial reports
- Tax season means a scramble to find documents
- Your transaction volume has grown past what you can review yourself
Many business owners use both. The virtual assistant handles the paperwork. The bookkeeper keeps the books right. Each one makes the other more effective.
Not sure what to look for? Read What Small Business Owners Should Know Before Hiring a Bookkeeper.
What a Bookkeeper Is Worth
A good bookkeeper costs money. Bad books cost more: missed deductions, late fees, cash flow surprises and expensive cleanup at tax time.
See 7 Ways a Bookkeeper Can Save You Money, or compare your options in How Much Does a Bookkeeper Cost?
How BELAY Helps
BELAY offers both, and both are U.S.-based.
BELAY Virtual Assistants take on the financial admin, scheduling and follow-ups that pull you away from your business.
BELAY Bookkeepers handle invoicing, reconciliations, accounts payable and receivable, and monthly reporting in QuickBooks or Xero. You work with one dedicated bookkeeper. If the match isn’t right, BELAY’s Right-Fit Guarantee rematches you at no additional cost.
Bookkeeping Virtual Assistant FAQ
Can a virtual assistant do bookkeeping?
A virtual assistant can handle financial admin like invoicing, organizing receipts and data entry. Reconciliations, adjusting entries and financial reporting should go to a trained bookkeeper.
What’s the difference between a virtual assistant and a virtual bookkeeper?
A virtual assistant supports your financial admin. A virtual bookkeeper is trained to keep your books accurate, reconcile your accounts and produce your financial reports.
Should I hire a virtual assistant or a bookkeeper first?
If paperwork is the problem, start with a virtual assistant. If you don’t trust your numbers, start with a bookkeeper.
Do I need to clean up my books before hiring a bookkeeper?
No. A bookkeeper can help clean up existing records during onboarding.
Get Bookkeeping Off Your Plate
BELAY’s U.S.-based bookkeepers keep your books accurate, reconciled and ready when you need them.
