Bookkeeping Virtual Assistant Services
Keep Your Books Clean Year-Round With a Dedicated Bookkeeping Virtual Assistant
Tax season is a panic — because nobody has touched the books since February. Invoices sit unpaid. Receipts are in a shoebox (or worse, a buried email folder). Your accountant charges $200/hour to clean up a mess that should never have been messy.
Why Small Business Books Turn Into a Year-End Disaster
Hiring a US-based bookkeeper runs $45,000–$65,000 per year or $40–$75/hour for contract work. Local bookkeeping firms charge $500–$2,500/month with no flexibility in scope and a wait-list for new clients.
A dedicated bookkeeping virtual assistant from the Philippines keeps your QuickBooks or Xero clean every week — not just at year end — at $10/hour and with the flexibility to scale as your business grows.
Comprehensive Bookkeeping Virtual Assistant Services
Our bookkeeping VAs cover the full day-to-day bookkeeping and financial operations workflow.
Transaction categorization and data entry. Categorize bank and credit card transactions, code expenses, and enter invoices daily — not monthly — so your books are always current.
Bank and credit card reconciliation. Reconcile every bank and credit card account monthly in QuickBooks Online, QuickBooks Desktop, Xero, Wave, FreshBooks, or Zoho Books.
Accounts receivable (AR). Send invoices, track payment status, chase overdue invoices, apply customer payments, and keep your receivables aging report clean.
Accounts payable (AP). Enter vendor bills, schedule payments, process checks or ACH, handle 1099 tracking, and maintain vendor records.
Payroll support. Process payroll in Gusto, ADP, QuickBooks Payroll, Paychex, Rippling, or Deel. Handle new hire setup, deductions, and payroll tax reporting.
Expense tracking. Collect and code receipts, process employee expense reports in Expensify, Ramp, Brex, Mercury, or Relay, and flag anomalies.
Monthly close. Run your full month-end close: reconcile accounts, post adjusting entries, review the P&L and balance sheet, and deliver reports by day 10 of the following month.
Sales tax and GST/VAT filings. Track sales tax obligations across states, file monthly or quarterly returns, and handle GST/HST for Canadian clients and VAT for UK/EU.
Financial reporting. Build monthly P&L, balance sheet, cash flow statements, and custom reports your CPA or CFO asks for.
Inventory accounting. Track inventory values, handle cost of goods sold (COGS), and reconcile inventory to physical counts for ecommerce and retail clients.
Ecommerce reconciliation. Pull Shopify, Amazon, eBay, Etsy, and Stripe settlements and reconcile to your accounting system — including fees, refunds, and chargebacks.
Year-end prep for your CPA. Package a clean year-end file for your accountant: reconciled accounts, categorized transactions, supporting documentation, and an ask-and-answer log. Your CPA will thank you.
The Filipino Bookkeeping VA Advantage
Strong Accounting Education
The Philippines produces tens of thousands of accounting and commerce graduates every year. Many are CPAs or CPA candidates. You’re not hiring a data-entry clerk — you’re hiring someone with real bookkeeping and accounting training.
Transparent $10/Hour Pricing
$10/hour for a dedicated bookkeeping virtual assistant. Most small businesses need 10–20 hours/week for bookkeeping that would cost $1,500–$3,000/month through a local firm. The savings typically pay for 2–3 other VAs.
QuickBooks, Xero, and Full Stack Fluency
Our bookkeeping VAs are trained in QuickBooks Online, QuickBooks Desktop, Xero, Wave, FreshBooks, Zoho Books, and adjacent tools like Gusto, Bill.com, Expensify, Ramp, and Dext. Minimal tool training required.
Confidential and Secure
Every VA signs a strict NDA before onboarding. We recommend view-only or accountant-user access during vetting, with full access granted once you’re comfortable. Sensitive data never leaves your tools.
Bookkeeping VA Pricing
$10/hour for a dedicated bookkeeping virtual assistant. Most small businesses need 10–20 hours/week for weekly categorization, reconciliation, and monthly close — $400–$800/month.
Larger businesses with higher transaction volume, payroll, and multi-entity needs typically run full-time (40 hours/week) at $1,600/month. For context, that’s less than most local firms charge for basic monthly reporting.
No setup fees. No long-term contract. Software subscriptions (QuickBooks, Xero, Gusto, Bill.com) stay in your name with direct vendor billing.
Optional add-ons: sales tax filing support, year-end prep packaging for your CPA, controller-level financial review.
How We Match Your Bookkeeping Virtual Assistant
Every bookkeeping VA we shortlist has a degree in accounting, commerce, or finance, plus 2+ years of professional bookkeeping experience. Many hold or are pursuing the Philippine CPA license. We do not place fresh graduates.
Our vetting includes: a QuickBooks Online hands-on test (reconcile a mock bank account, categorize transactions, fix a broken balance sheet), a written test on bookkeeping principles and chart-of-account design, a live interview with a senior bookkeeper on our team, and a background check.
You review 2–3 candidates with their test results and pick your VA. Onboarding takes 7–10 days and includes tool access, chart of accounts review, reconciliation walkthrough, and a month-end close shadow.
We measure reconciliation accuracy, close timing, and error rates in the first 30 days. Replacements are free within the first month.
Related Virtual Assistant Services
Most teams pair this role with another dedicated VA for a full operations stack:
Frequently Asked Questions
No. A bookkeeping VA handles day-to-day transactions, reconciliation, and reporting. Your CPA still files taxes, provides strategic advice, and signs off on financial statements. The VA makes your CPA dramatically cheaper because they receive a clean file instead of a mess.
Ready to hire your bookkeeping VA?
Book a free consultation and we’ll match you with a pre-vetted bookkeeping virtual assistant within 3 business days.
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Brian Murphy
Sales / Co-founder
sales@esystemsmanagement.com