Finance
Hire a Dedicated Virtual Bookkeeping Assistant
A virtual bookkeeping assistant from Casper VA is a dedicated remote professional who reconciles bank statements, categorizes expenses, prepares invoices and keeps your QuickBooks or Xero records accurate.
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A Bookkeeping VA keeps your financials organized. They reconcile bank statements, categorize expenses, prepare invoices and maintain accurate records in QuickBooks or Xero.
Typical Tasks
- Bank reconciliation
- Expense categorization
- Invoicing
Role Details
Working Model: Dedicated, full-time equivalent (or specified hours), matched to your timezone.
What a bookkeeping VA handles day to day
- Matching bank and credit card transactions to the right accounts.
- Attaching receipts and chasing missing ones from your team.
- Creating and sending invoices, then following up on overdue ones in your name.
- Entering bills and preparing a list of payments for you to approve.
- Keeping vendor and customer records current.
- Closing the month so your accountant gets clean books and a short list of questions.
Tools a bookkeeping VA commonly uses
Bookkeeping assistants commonly work in QuickBooks Online or Xero, receipt capture apps like Dext or Hubdoc, bill pay tools, payroll platforms and spreadsheets for reconciliations. Access is set up so they can record and prepare, while payments stay under your approval.
How the first weeks with a bookkeeping VA usually go
- Setup. You grant accounting-software access, share your chart of accounts and explain how you categorize common expenses.
- Shadowing. The VA reconciles a past period while you or your accountant review the work and correct category choices.
- Owning tasks. Weekly reconciliation, invoicing and month-end prep move to the VA, and you review a short summary instead of the raw transactions.
Who a bookkeeping VA fits, and when to hire someone else
This role fits owners who are behind on their books, small businesses that send many invoices and companies whose accountant spends too much time cleaning up records before tax time.
A bookkeeping VA records and organizes. They don’t replace a licensed accountant or CPA for tax filing, tax planning or audits, so keep your accountant for that. If your backlog is general data rather than financial records, hire a data entry specialist. If you mainly need help with bills mixed into a busy inbox, an executive assistant may fit better.
Frequently Asked Questions
How much does a Bookkeeping VA cost?
A dedicated Bookkeeping VA is a flat monthly rate with no hidden fees, payroll taxes, benefits or long-term contracts — your exact rate is quoted on a 15-minute fit call.
What tasks can a Bookkeeping VA handle?
Your Bookkeeping VA can handle tasks like bank reconciliation, expense categorization and invoicing.
Do I have to manage the Bookkeeping VA?
No. We handle the HR, payroll, and high-level management. You provide the day-to-day tasks and workflows.
Are they a shared resource or dedicated to me?
Your Bookkeeping VA is dedicated 100% to your business, not part of a shared pool, so they learn how your business works.
How long does it take to hire a Bookkeeping VA?
After our initial strategy call, we typically match and onboard your Bookkeeping VA within 5 to 7 business days.
Is a virtual bookkeeping assistant the same as an accountant?
No. A virtual bookkeeping assistant keeps day-to-day records accurate. Your accountant still handles tax returns, tax advice and financial statements that need a licensed professional.
Can a bookkeeping VA pay my bills?
They can prepare bills and payment batches, but we recommend you or a manager approve and release payments. That keeps money movement under your control.
Can a bookkeeping VA catch up months of old transactions?
Yes. A catch-up usually starts with the oldest open month and works forward, then shifts to weekly upkeep once the books are current.
Before you book
Common concerns, answered
“Hiring is a hassle.”
For Casper VA roles we handle recruiting, HR and payroll, so there are no payroll taxes or benefits for you to manage.
“What will this cost me?”
You get a fixed, written quote before any work starts. Nothing begins until you've seen the full price and signed the scope. How pricing works.
“I've been burned by an agency before.”
Your signed scope lists exactly what's delivered, so there's no guessing. Monthly plans are month-to-month, with no long-term contract.
“Will I actually reach a person?”
Yes. Founder Jared Casper reviews every new request and you get a personal reply within 1 business day. Or call or text 1-207-222-7737.
Book My 15-Minute Fit CallFree 15-minute call · No obligation
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Talk to us
Book a 15-minute fit call
Tell us what's leaking time or revenue. You get a personal reply within 1 business day.
- Founder-led. Built by Jared Casper (Founder) and Mark Casper (Co-Founder).
- A person answers. Every request gets a personal reply within 1 business day. Call or text 1-207-222-7737.
- Done for you. We build, set up and run the system — see exactly what we do.
