How quickly can THC place a reconciliation VA?
Most matching begins after a 15-minute strategy call and a documented scope. THC typically presents a match within 48 hours, subject to the required experience, working hours and system needs.
Bookkeeping virtual assistants
Account matching and exception resolution
Reconciliation Support for Books That Stay Current
Match accounts on a fixed cadence, surface unexplained differences early and give the responsible accountant a clean exception list instead of a month-end mystery.
The VA follows the client's chart of accounts, matching rules and close checklist. Ambiguous transactions, corrections and final sign-off stay with qualified client accounting personnel.
Who this role is for
A defined owner for recurring work
- Businesses whose bank feeds are current but reconciliations are not
- Multi-channel sellers balancing processors, payouts and fees
- Multi-location operators with intercompany or clearing activity
- Accounting firms needing controlled preparation capacity
Signals the workflow needs an owner
- Prior periods remain unreconciled
- Processor payouts do not match recorded sales and fees
- Transfers, duplicate feeds and uncleared items distort cash
- Supporting statements are missing at close
- The accountant spends review time rebuilding the preparer's work
Buyer decision summary
When should a business choose a reconciliation support for books that stay current from THC?
Choose THC when the work needs one accountable owner and you want matching, onboarding support, performance review and continuity planning included around the role.
- Best for
- Match accounts on a fixed cadence, surface unexplained differences early and give the responsible accountant a clean exception list instead of a month-end mystery.
- Operating model
- One dedicated virtual assistant supported by a THC Client Manager, not a rotating task queue.
- Starting price
- $700 per month for up to 20 hours per week
- Matching
- THC targets an initial match within 48 hours when the required combination is available on the bench. Specialized requirements can take longer and are confirmed after role review.
- Client responsibility
- The VA prepares reconciliations from approved data and rules. Accounting judgments, journal entries, prior-period changes, fraud investigations and final sign-off remain with qualified client professionals.
Review the supporting facts and anonymized engagements in the THC evidence and claims register.
Responsibilities and operating scope
The role is built around a queue, service standard, documentation rule and escalation path. It is not an unbounded list of miscellaneous tasks.
Collect approved statements and confirm the reconciliation period
Match bank and card activity to recorded transactions
Reconcile payment-processor gross sales, fees, refunds and deposits
Track transfers and clearing accounts using client rules
Identify duplicates, stale checks and missing entries
Request source documents through the approved channel
Prepare an exception list with amount, age, evidence and proposed owner
Maintain workpapers and sign-off status for review
How the work moves
- 01
Establish the balance
Confirm period, statement source and beginning balance before matching activity.
- 02
Match systematically
Apply approved rules across bank, card, processor and clearing accounts while retaining evidence.
- 03
Isolate differences
Separate timing items from missing, duplicate or ambiguous transactions and assign each exception.
- 04
Prepare review
Deliver workpapers, unreconciled difference and open evidence requests to the designated reviewer.
Inputs from the client
- Complete statements and processor reports
- Chart of accounts and matching rules
- Prior-period signed reconciliation
- Source-document request procedure
- Reviewer and materiality thresholds
Handoffs and approvals
- Ambiguous coding goes to the bookkeeper or accountant
- Journal entries and prior-period changes require approval
- Fraud indicators and unexplained cash movement escalate immediately
- Final reconciliation sign-off remains client-owned
Systems and tools
- QuickBooks Online or Xero reconciliation
- Bank, card and payment processor portals
- Dext, Hubdoc or approved document system
- Close checklist and reconciliation workpapers
KPIs that reveal operating health
The starting scorecard is agreed during onboarding and adjusted to the client's baseline, volume and control requirements.
- Accounts reconciled by close deadline
- Unreconciled difference by account
- Exceptions older than one close cycle
- Missing-document turnaround time
- Reviewer corrections and reopened reconciliations
Scope boundary: The VA prepares reconciliations from approved data and rules. Accounting judgments, journal entries, prior-period changes, fraud investigations and final sign-off remain with qualified client professionals.
Relevant client engagement
A seven-location retail operator
- problem
- Transaction volume, source documents and recurring financial administration were distributed across locations and difficult to keep current.
- delegated
- Bookkeeping administration, transaction organization, recurring reporting support and exception follow-up.
- implementation
- A dedicated VA maintained the approved bookkeeping workflow and prepared organized records for the client and its accounting professionals.
- result
- The engagement supported the operator as it grew to seven locations and gave management a more consistent administrative process. No page-specific savings or close-time result was recorded.
- timeframe
- The engagement expanded as the client added locations; an exact measurement period was not recorded.
Results from an anonymized client engagement. The client's identity is withheld for confidentiality.
Onboarding, management and continuity
THC maps volume, permissions, working hours, service levels and exceptions before access is granted. The client approves the match, supplies procedures and reviews early work. The Client Manager supports onboarding, KPI reviews, issue resolution and continuity planning. Process documentation is kept current so coverage or replacement does not require rebuilding the role from memory.
Choose the staffing model you want to manage
| Model | Best fit | Operating tradeoff |
|---|---|---|
| THC managed VA | A team that wants a dedicated role owner plus matching, Client Manager support, documented onboarding and continuity planning. | The client still owns policies, approvals, permissions and professional decisions. Plans start at $700 per month. |
| Independent freelancer | A team ready to source, assess, train, supervise and arrange backup coverage directly. | The client carries recruiting, quality management and continuity risk. |
| Local employee | Work requiring physical presence, local employment or broad onsite responsibilities. | The employer carries salary, benefits, recruiting, workspace, leave coverage and replacement. |
| Rotating service | Simple transactions where relationship context and accumulated workflow knowledge matter less. | Rotation can weaken ownership, exception handling and continuity across a multi-step process. |
Frequently asked questions
Is the assistant dedicated to our account?
Yes. The role is assigned to your account and learns your procedures, systems, priorities and exception patterns. It is not a rotating task queue.
Who manages quality and continuity?
The client owns business rules and approvals. A THC Client Manager supports onboarding, performance reviews, issue resolution, documentation and continuity planning.
What is outside the reconciliation VA scope?
The VA prepares matches, workpapers and exceptions. Qualified client accounting personnel approve classifications, journal entries, prior-period changes and final reconciliation sign-off.
How does pricing work?
Plans start at $700 per month. Final pricing depends on approved hours and role requirements, not a fee for every individual task. THC confirms scope before matching begins.
See whether this role fits your workflow.
Tell us what is waiting, who owns it now, your systems, volume, working hours and approval rules.
After you submit, THC reviews the workflow, confirms scope and pricing, and schedules a fit conversation. If the role is appropriate, matching begins against the skills and hours you approved.
Discuss This Role