Virtual Assistant Services
Bookkeeping and Financial Virtual Assistant Services
Financial clarity is the foundation of every good business decision. When your books are disorganized, delayed, or inaccurate, you are flying blind — making pricing, hiring, and investment decisions without reliable data. Most business owners know their books need attention, but between client work, operations, and growth, the books are always the thing that gets pushed to Sunday night. A dedicated Human Capital financial VA keeps your books current, accurate, and ready when you need them.
Our bookkeeping VAs are trained on QuickBooks, Xero, and standard accounting workflows. They handle day-to-day financial operations — invoicing, reconciliation, expense categorization, payroll support, and monthly reporting — so you always have a real-time view of your financial position. Accurate books from $700 per month, with no lock-in and no overhead.
What Your VA Handles
Scope of support.
Day-to-Day Bookkeeping
Your VA maintains a complete and current ledger of every financial transaction in your business — recording income, expenses, and transfers with consistent categorization aligned to your chart of accounts. Daily or weekly reconciliation keeps your books accurate in real time rather than scrambling to catch up at month end. Clean, current books mean you always know exactly where your business stands financially.
QuickBooks and Xero Management
Whether your business runs on QuickBooks Online, QuickBooks Desktop, or Xero, your VA operates natively within your platform. They manage your chart of accounts, reconcile bank feeds, handle journal entries, and maintain the system configuration that keeps your financials reporting correctly. You get the full value of your accounting software without needing to become an expert in it yourself.
Invoicing and Accounts Receivable
Delayed invoicing is delayed revenue. Your VA creates and sends invoices on your schedule, tracks payment status, sends professional follow-up reminders for outstanding balances, and maintains an accurate accounts receivable aging report. Consistent invoicing cycles and proactive follow-up reduce your average collection time and improve predictable cash flow.
Expense Tracking and Accounts Payable
Every business expense has a category, a purpose, and a vendor relationship. Your VA processes all incoming bills, categorizes every expense accurately, manages your accounts payable schedule, and ensures that payments go out on time without late fees. Platforms like Expensify, Dext, and Bill.com are used to capture and process receipts before anything is entered into your books.
Payroll Support
Payroll errors are costly, morale-damaging, and time-consuming to correct. Your VA works within Gusto, ADP, or your preferred payroll platform to prepare payroll runs, verify hours and deductions, process contractor payments, and maintain employee records. While final payroll approval remains with you, your VA handles all the preparation and data verification that makes the process fast and error-free.
Bank Reconciliation
Monthly bank reconciliation is the financial control that catches errors, detects fraud, and confirms that your books match reality. Your VA reconciles all bank accounts, credit cards, and payment processor accounts on a regular schedule — identifying discrepancies and resolving them before they compound. Clean reconciliations are the foundation of an audit-ready financial position.
Financial Reporting
A profit and loss statement, balance sheet, and cash flow report should not be a surprise at the end of the quarter. Your VA prepares monthly financial reports in a format your leadership team can read and act on — highlighting trends, flagging anomalies, and tracking performance against your operating budget. Financial visibility drives better decisions at every level of your organization.
Tax Preparation Support
Your VA does not replace your CPA — they make your CPA dramatically more efficient. By maintaining organized, categorized, and reconciled books throughout the year, your VA ensures that tax season is a clean, straightforward process rather than a weeks-long scramble through disorganized records. Document gathering, expense summaries, and report exports are all handled before your accountant ever opens a file.
Tools & Platforms
Your VA works in your stack.
Who This Is For
Built for businesses like yours.
Small business owners who are currently doing their own books on Sunday night and know that a single financial error or missed deduction could cost them more than a year of VA fees.
Retail, e-commerce, and hospitality businesses with high transaction volume that need consistent, accurate daily categorization to keep financial reporting meaningful.
Professional services firms — law, consulting, accounting, and healthcare practices — that need project-level financial tracking alongside standard bookkeeping.
Startups that have outgrown spreadsheet-based finance but are not yet ready to hire a full-time CFO or controller, and need a reliable operational layer in between.
The Cost Comparison
What the alternatives actually cost.
| Role | Local Hire | Freelancer | THC |
|---|---|---|---|
| Bookkeeper | $45,000–$60,000/yr + overhead = $55,000–$80,000/yr | $25–$50/hr, inconsistent, no backup | $700–$1,300/mo, dedicated, trained, managed |
A full-time bookkeeper in a major U.S. market earns $45,000–$60,000 per year in base salary. When you add employer taxes, benefits, software licenses, and the cost of downtime when they take leave, the true annual cost runs $55,000–$80,000. A freelance bookkeeper offers lower rates but no guaranteed availability, no management oversight, and no backup when they are unavailable at month end. THC provides a dedicated, trained bookkeeping VA starting at $700 per month — with a Client Manager monitoring output quality and a backup VA available for continuity.
Case Study
Real results from real clients.
Challenge
A cannabis dispensary operating a single location had disorganized books, inconsistent expense categorization, and no real-time financial visibility as they planned to expand.
Solution
THC placed a dedicated bookkeeping VA to establish clean, current financial records, build standardized reporting, and create the financial infrastructure needed to support a multi-location operation.
Result
The client scaled from one location to seven over three years, with their THC team growing to five dedicated VAs managing bookkeeping, operations, and financial reporting across all locations. Their books are audit-ready at any point in the year.
Getting Started
Four steps to a dedicated VA.
Book a free 15-minute strategy call so we can understand your current bookkeeping setup, software, and the specific financial tasks causing the most friction.
We match you with a dedicated bookkeeping VA trained on your accounting platform — typically within 48 hours of your strategy call.
Your VA completes a structured onboarding week, including a books review, chart of accounts alignment, and workflow documentation under Client Manager supervision.
By week two, your VA is maintaining your books daily — with clean records, current reconciliations, and monthly reports delivered on a predictable schedule.
FAQ
Common questions.
What is the difference between a bookkeeping VA and a CPA?
A bookkeeping VA handles the day-to-day recording, categorization, and reconciliation of your financial transactions — keeping your books accurate and current throughout the year. A CPA provides tax strategy, compliance advice, audit support, and strategic financial guidance. Your THC bookkeeping VA works alongside your CPA by maintaining the clean, organized records your accountant needs to do their job efficiently. Most clients find their CPA fees decrease significantly once their books are consistently well-maintained.
How do you handle access to my financial systems securely?
Every engagement begins with a mutual NDA before any system access is granted. Access to accounting platforms is provided through role-based permissions that limit your VA to the functions they need — they do not receive admin access, banking credentials, or the ability to initiate transfers. Our VAs are background-verified through Checkr and trained on data handling protocols. For businesses with heightened security requirements, we can work with your IT team to implement additional controls.
What happens if my VA makes a bookkeeping error?
Your Client Manager conducts regular output reviews specifically to catch discrepancies before they compound. If an error is identified — by your VA, your Client Manager, or your CPA — it is corrected immediately as a priority. Our structured onboarding process and ongoing quality monitoring are designed to minimize errors, but when they occur, they are resolved without additional cost to you. That is the difference between a managed service and a freelancer you're managing yourself.
Should my VA update my books daily or is monthly sufficient?
For most businesses, weekly bookkeeping is the minimum that produces meaningful financial visibility. Daily updates are recommended for businesses with high transaction volume — retail, e-commerce, or any business processing significant card volume. Monthly catch-up bookkeeping is available, but it reduces the accuracy and timeliness of your reporting. During your strategy call, we will recommend the update frequency that matches your business volume and reporting needs.
Related Services
Extend your support.
Get Started
Ready to delegate?
Book a free 15-minute strategy call. We will match you with a dedicated VA trained in your service within 48 hours.