Industry Specialization
Accounting & Bookkeeping Virtual Assistant Services
Financial clarity is the foundation of every confident business decision. Yet bookkeeping, invoicing, reconciliations, and financial reporting are the first tasks to fall behind when business owners are stretched thin. A dedicated bookkeeping VA from The Human Capital keeps your books current, your invoicing consistent, and your financial reporting on schedule — so you always know where your business stands financially and your accountant is never chasing disorganized records.
What Your VA Handles
8 ways a dedicated bookkeeping VA transforms your financial operations.
Day-to-Day Bookkeeping and Transaction Entry
The foundation of clean books is consistent, accurate daily transaction entry — and it is also the task most business owners intend to stay on top of but never quite manage. Your bookkeeping VA connects to your bank and credit card feeds, categorizes every transaction according to your chart of accounts, and ensures your books reflect the true financial state of your business in real time. Not at the end of the quarter when you are scrambling to remember what a $2,300 charge from six weeks ago was for. Not at tax time when the disorganization has compounded into a project that costs you four figures in accounting fees. Your VA creates and maintains the daily discipline of accurate bookkeeping that gives you financial clarity as a working tool for business decisions — not as an annual compliance exercise.
QuickBooks Online and Xero Management
Your VA becomes the expert administrator of your accounting platform — managing your chart of accounts, creating and maintaining vendor and customer records, reconciling transactions, configuring tax settings, and keeping the system clean and accurate over time. Whether you use QuickBooks Online, Xero, FreshBooks, or Wave, your VA works inside your existing system and adapts to your existing workflow rather than imposing a new one. THC bookkeeping VAs hold QuickBooks Online ProAdvisor certification and Xero certification before placement, which means they are not learning your platform on your time and your dime. They arrive knowing the system and spend their first days learning your business.
Invoice Creation, Sending, and Follow-Up
Cash flow is the oxygen of small business, and delayed invoicing is one of the most common and preventable reasons businesses underperform financially. Your VA generates invoices on schedule — the moment a job is complete, a milestone is hit, or the billing period ends — sends them to clients through your accounting system or billing platform, monitors payment status, and sends professional reminder sequences to overdue accounts at the intervals you specify. They escalate persistent non-payment to you for action after the agreed reminder cycle is complete. The result is faster payment cycles, less personal awkwardness around money conversations, and a complete, documented accounts receivable record that reflects the true financial health of your business.
Expense Categorization and Receipt Management
Business expenses that are not properly categorized create tax problems, distorted P&L statements, and financial blind spots that lead to poor decisions. Your VA processes all expense receipts — via email, receipt scanning apps like Dext or Hubdoc, direct entry, or credit card statement import — categorizing every expense to the correct account and cost center according to your established chart of accounts. They flag unusual or high transactions for your review, reconcile credit card statements against expense records, and maintain a clean, categorized expense record that your accountant can review and build tax strategy around without needing to reconstruct months of transactions from disorganized source documents.
Bank and Credit Card Reconciliation
Monthly reconciliation is the quality control process of bookkeeping — it catches errors, flags unauthorized transactions, identifies potential fraud, and confirms that your accounting records accurately reflect your actual financial position. Your VA performs regular bank and credit card reconciliations, comparing your accounting records to your bank and card statements, identifying discrepancies, investigating and resolving them before they compound into larger problems. For businesses with multiple accounts, credit cards, or legal entities, reconciliation is a multi-day task that most owners defer until it becomes a crisis. A dedicated bookkeeping VA makes it a routine, consistent practice that keeps your financial records audit-ready at all times.
Payroll Processing Support
Payroll is one of the most time-sensitive and compliance-sensitive administrative tasks in any business, combining a hard deadline with significant consequences for errors in either direction. Your VA works within your payroll platform — Gusto, ADP, QuickBooks Payroll, or Paychex — to process payroll runs on schedule, maintain employee and contractor records, track PTO balances and benefits deductions, and ensure timely submission to your payroll provider for tax deposits and direct deposit processing. They coordinate with your payroll provider on quarterly 941 filings and year-end W-2 and 1099 preparation, keeping you compliant without requiring you to personally manage the details of payroll tax law.
Monthly Financial Report Preparation
Data without interpretation is noise. Your VA prepares monthly financial reporting packages that give you the visibility to make confident business decisions: Profit and Loss statements comparing actuals to prior period and to budget, Balance Sheet summaries showing your assets, liabilities, and equity position, cash flow analyses tracking the movement of money in and out of the business, accounts aging reports identifying outstanding receivables and payables, and variance analysis flagging significant changes that warrant your attention. These reports arrive on a consistent schedule each month — typically within the first five business days of the following month — giving you current financial intelligence rather than stale historical data.
Tax Preparation Document Organization
Tax season is stressful for most small business owners because they arrive with twelve months of financial activity in various states of disorganization and limited time to sort it out. Your VA eliminates this problem by maintaining year-round tax documentation: tracking deductible expenses by IRS category throughout the year, organizing vendor information for 1099 preparation, maintaining vehicle mileage logs, tracking depreciation schedules for capital assets, and preparing organized, categorized financial packages for your CPA or tax advisor. Your accountant's role becomes tax strategy and filing — not reconstruction of your books. That distinction typically saves you hundreds to thousands of dollars in accounting fees annually.
Industry-Specific Tools
Your VA is certified and ready on your accounting platform.
QuickBooks Online
The world's most widely used small business accounting platform. VAs hold QuickBooks Online ProAdvisor certification and manage the full suite: invoicing, reconciliation, reporting, payroll coordination.
Xero
Cloud-based accounting platform widely used in the UK, Australia, and NZ. VAs hold Xero certification and manage accounts, bank feeds, invoicing, payroll, and reporting workflows.
Gusto & ADP
Payroll processing platforms. VAs process payroll runs, maintain employee records, track PTO, and coordinate year-end W-2 and 1099 preparation with your payroll provider.
Dext / Hubdoc
Receipt capture and document management platforms. VAs process receipts, extract data, categorize expenses, and push to your accounting system — eliminating the shoebox receipt problem.
Bill.com
Accounts payable automation platform. VAs manage vendor payments, invoice approvals, and payment scheduling — streamlining the AP workflow for growing businesses.
FreshBooks & Wave
Small business accounting platforms for freelancers and service businesses. VAs manage time tracking, invoicing, expense categorization, and basic financial reporting.
Compliance & Financial Data Standards
Your financial data is handled with the precision and confidentiality it requires.
Financial records are among the most sensitive business documents a company manages — containing vendor relationships, payroll information, margin data, and the details of every financial transaction the business has made. Every THC bookkeeping engagement begins with a signed NDA before any financial access is granted. VAs are background-checked through Checkr and operate under strict data handling protocols that limit access to the information required for their specific scope of work.
For US businesses, THC bookkeeping VAs are familiar with IRS recordkeeping requirements, standard GAAP practices for small business financial reporting, the specific requirements around 1099 contractor reporting, and sales tax nexus awareness for businesses operating across multiple states. For UK and Australian clients, our bookkeeping VAs understand the reporting requirements under UK GAAP, the Australian Accounting Standards Board (AASB) framework, and the GST/VAT treatment that applies in each jurisdiction. Compliance requirements are treated as baseline requirements, not optional add-ons.
THC bookkeeping VAs do not make accounting judgments that require CPA licensure — those decisions remain with your accountant. What they do is maintain the precision, consistency, and organization of your financial records so that your accountant's time is spent on high-value analysis and strategy rather than on fixing disorganized input data. The division of labor between your VA and your CPA is designed to minimize your total accounting cost while maximizing financial visibility.
Client Story
From spreadsheets to 7 locations: 5 VAs, full financial visibility in 60 days.
Challenge
A retail business operating a single location was managing all bookkeeping manually in spreadsheets. The owner was personally handling all financial tracking — a process consuming 12 or more hours per week — while also managing operations, staff, purchasing, and compliance. Financial reporting was months behind. The business had no real-time visibility into its actual profitability or cash position, making expansion planning impossible.
Solution
The Human Capital placed a dedicated bookkeeping VA trained in QuickBooks Online and the specific accounting requirements of the client's industry. The VA rebuilt the chart of accounts from the ground up, imported historical transaction data, established daily reconciliation procedures, and implemented weekly financial reporting within the first 60 days. As the business expanded, the VA team was scaled to match.
Result
Within 60 days, the business had its first accurate, real-time P&L and balance sheet. The owner recovered 12 hours per week. As the business expanded from one location to seven over eighteen months, THC scaled from one to five VAs supporting financial operations, inventory management, and compliance documentation across all locations. The business now has complete financial visibility across every entity for the first time in its history — visibility that directly enabled the expansion decisions.
12hrs
Per week recovered for owner
1→7
Locations scaled over 18 months
5
Dedicated VAs supporting operations
60
Days to full financial visibility
Cost Comparison
What bookkeeping support really costs.
| Option | Monthly Cost | What You Get |
|---|---|---|
| Local Full-Charge Bookkeeper | $3,800–$5,500 | Salary + benefits + payroll tax + office overhead + HR risk |
| Accounting Staffing Agency | $4,200–$6,000 | Agency markup + rotating staff + retraining costs + no dedicated relationship |
| The Human Capital | $700–$1,300 | Dedicated bookkeeping VA + QuickBooks/Xero certified + 5-step vetting + Client Manager + backup coverage + month-to-month |
All invoicing is in USD. Month-to-month — no long-term contract required.
Frequently Asked Questions
Bookkeeping VA — common questions.
Are your bookkeeping VAs QuickBooks certified?
Yes. THC bookkeeping VAs hold QuickBooks Online ProAdvisor certification and Xero certification before placement. They are trained on your specific platform and chart of accounts during onboarding, so they are productive from day one — not learning on your time.
Do you handle payroll?
Yes. Bookkeeping VAs can process payroll runs, maintain employee records, track PTO, and coordinate with your payroll provider (Gusto, ADP, QuickBooks Payroll, Paychex). They do not make payroll tax strategy decisions — those stay with your accountant — but they handle the operational processing.
Can my VA work with my existing accountant or CPA?
Absolutely. Most clients have a CPA for tax filing and strategy, and a THC VA handles day-to-day bookkeeping that feeds into that relationship. Your VA prepares clean, organized books and financial packages that reduce your accountant's prep time and your year-end bill.
What industries do your bookkeeping VAs specialize in?
We have bookkeeping VAs with experience in retail, eCommerce, healthcare, legal, real estate, professional services, construction, and hospitality. Industry familiarity means understanding the specific chart of accounts, common expense categories, and reporting requirements for your vertical.
Get Your Bookkeeping VA in 48 Hours
Tell us about your accounting platform, your current bookkeeping situation, and your biggest financial management challenge. We'll match you with a dedicated, certified bookkeeping VA within 48 hours. Month-to-month.
Available In These Regions
Bookkeeping VA services by city.
United Kingdom
Middle East
Australia & New Zealand