Accounting work is predictable… until it’s not.

Some weeks are calm.

Other weeks feel like a storm of:

• Client questions
• Missing documents
• AP/AR follow-ups
• Reconciliation delays
• Scheduling issues
• Inbox overflow

These problems build up because accountants spend too much time on tasks that do not require their license or expertise.

Hiring a virtual assistant helps you:

• Reduce admin overload
• Stay organized
• Improve client response times
• Delegate repeatable tasks
• Focus on revenue-producing work

A VA becomes the support layer your accounting business has been missing.

What Can a Virtual Assistant Do for Accountants?

A trained accounting VA can help with many daily tasks, including:

1. Invoice Processing

• Sending invoices

• Tracking payments

• Updating records

• Following up with clients

2. Accounts Payable & Accounts Receivable Support

• AP/AR reminders

• Vendor follow-ups

• Recording payments

• Organizing receipts

3. Bank Reconciliation Support

Your VA can collect statements, prepare documents, and help organize transactions so reconciliation goes smoothly.

4. Client Onboarding

They help gather required documents from new clients, send welcome emails, and manage checklists.

5. Scheduling and Calendar Management

They book calls, send reminders, and update your calendar to avoid double bookings.

6. Document Collection & File Management

They keep client folders organized so nothing gets lost during tax or audit season.

7. Email Management

Your VA filters emails, responds to simple inquiries, and highlights urgent messages.

This frees up your time and lets you stay focused on billable work.

How to Hire a Virtual Assistant for Accountants?

Here’s the safest and simplest process.

1. Define Which Tasks Stay In-House vs. Delegated

You should always keep licensed and regulated work in-house, such as:

• Tax filing
• Final financial statements
• Complex advisory
• Audit-level work

Tasks you can delegate include:

• Admin work
• Client follow-ups
• Document gathering
• AP/AR reminders
• Reconciliation support
• Scheduling & communication

Write down what takes most of your time.
This becomes your VA’s job list.

2. Skills to Look For in an Accounting VA

A strong accounting virtual assistant should have:

A. Software Knowledge

Such as:

• QuickBooks
• Xero
• Wave
• FreshBooks
• Sage
• Google Sheets / Excel

B. Attention to Detail

Small errors can cause big problems.
Your VA must be precise and careful.

C. Strong Communication

They speak clearly, understand instructions, and update you regularly.

D. Confidentiality & Professionalism

They must respect privacy, protect client data, and follow your processes.

Hire Train VA trains VAs to meet these standards before they ever work with you.

3. Important Interview Questions for Accounting VAs

Here are helpful questions:

• Have you worked with accountants or bookkeepers before?
• Which accounting software do you know?
• How do you handle confidential information?
• How do you keep your files organized?
• What steps do you take to avoid mistakes?
• How do you manage multiple clients’ deadlines?
• Can you explain your process for AP/AR support?

The answers show their skill level and attention to detail.

4. Security and Compliance Considerations

Accountants handle sensitive financial data.
This means you need clear rules for access and security.

A. Access Control

Give access only to the tools they need.
Use limited permissions or guest accounts.

B. NDAs

Have your VA sign a non-disclosure agreement.

C. Secure File Sharing

Use tools like:

• Google Workspace
• Dropbox
• OneDrive

D. Password Managers

Share passwords safely using tools like LastPass.

E. Compliance Awareness

Your VA doesn’t need to be an accountant, but they should understand:

• Data privacy basics
• Document handling
• Record retention

Hire Train VA trains all VAs on data protection basics before onboarding.

Building Workflows Between Accountant and VA

Smooth workflows help your VA support you effectively.

Here are systems that work well:

1. Task Management Tools

Use:

• ClickUp
• Trello
• Asana
• Notion

These keep tasks clear and organized.

2. Communication Routines

Set expectations such as:

• Daily updates
• Weekly check-ins
• Slack or email communication

3. Checklists

Create simple lists for:

• Onboarding steps
• Monthly reconciliation
• AP/AR follow-ups
• Document requests

Simple processes lead to consistent results.

How Hire Train VA Supports Accountants and Firms?

Hiring alone can feel overwhelming.
That’s why many firms choose Hire Train VA.

Here’s how we help:

✓ Specialized Accounting and Bookkeeping VAs

We provide VAs trained in:

• Admin
• AP/AR
• Invoice work
• Document management
• Client communication

✓ 97% Rejection Rate

We reject 97% of VA applicants and select only top-tier talent.

✓ Ongoing Training

We train our VAs in:

• Tools
• Communication
• Data safety
• Accounting workflows

✓ Perfect-Fit Matching

We match you with a VA based on your:

• Tasks
• Tools
• Industry
• Work style

You get a reliable, long-term professional who feels like part of your team.

If you’re an accountant or bookkeeper who wants more time and less admin stress, you can book a discovery call with Hire Train VA.
We’ll help you find a trained VA who fits your firm perfectly.

FAQs

1. Can a virtual assistant do bookkeeping?

Yes, a trained VA can handle basic bookkeeping tasks like AP/AR, invoice work, and reconciliation support. Licensed or regulated work should stay with you.

2. How do I protect sensitive financial data when working with a VA?

Use restricted access, NDAs, secure file-sharing, and password managers. Hire Train VA trains every VA in data protection basics.

3. Can a VA work across multiple accounting clients?

Yes. Most VAs support several clients and follow each workflow carefully.

If you want to reduce admin pressure, improve client experience, and stay organized during busy seasons, hiring a virtual assistant is a smart move.

Hire Train VA makes the process easy and safe.

To get matched with a trained, pre-vetted accounting VA, book a discovery call with Hire Train VA today.