Bookkeeper Virtual Assistant: What They Do And When To Hire One

What A Bookkeeper Does

A bookkeeper records the financial activity of your business so you always know where you stand. They keep the records accurate, organized, and ready for your accountant or tax preparer. A remote bookkeeper does the same work online, using cloud accounting software.

Core Tasks

Read our bookkeeping task guide.

Tools They Often Use

QuickBooks, Xero, Wave, Excel, and Google Sheets. Ask candidates about tools and certifications, and see best tools for managing a VA.

Bookkeeper Vs Accountant

Most small businesses use both. The IRS small business resources explain tax responsibilities, and you should consult a qualified professional.

Signs It Is Time To Hire

• You are behind on your books.

• You cannot answer, “How much cash do we have?”

• You spend nights and weekends on receipts.

• Tax time is stressful every year.

• Invoices go out late and payments are slow.

How To Start

1. Choose your accounting system, such as QuickBooks.

2. Give access carefully: view-only first, then add more. See password managers.

3. Set a weekly and monthly task list.

4. Ask your accountant to review the first month.

5. Track KPIs: books closed on time, invoices sent on time. See KPIs that matter.

Protect Your Financial Data

Financial systems are sensitive. Use limited roles, two-step login, and approval flows for payments. Read the data safety guide.

What To Look For

Attention to detail, experience with your software, honest communication, and comfort asking questions. See the bookkeeper role page and the accounting industry page. For accounting firms, read virtual assistants for accounting firms.

Where To Hire

Bookkeepers are available across regions. Compare in Globaltize’s regions guide and our three-region comparison. For contracts and payments, see Globaltize’s EOR and contractor page.

A Real-World Example

A consultant did her own books for three years. Every month she spent a weekend matching receipts. She hired a remote bookkeeper for ten hours a month. Now transactions are categorized weekly, invoices go out on time, and her accountant gets clean files at year end.

She kept approval of every payment. The bookkeeper does the rest.

A Quick Checklist Before You Start

Before you hire a bookkeeper, have these ready:

• Read-only or limited access to your bank feeds

• Your accounting software login through a password manager

• A list of recurring bills and clients

• Your accountant’s contact for year-end handoff

• A monthly close checklist

Read the bookkeeper role guide or see bookkeeping tasks you can hand off.

Questions Owners Ask

Bookkeeper or accountant?

A bookkeeper records and organizes. An accountant advises and files. Most small businesses need the bookkeeper first.

How many hours a month?

Five to fifteen hours for most small businesses, depending on transaction volume.

Next Steps

Ready to hand off the books? Tell us what you need and we will send a shortlist.