Bookkeeping Virtual Assistant Services
Books you can trust. Time you get back.
No more chasing receipts. Just clean, accurate books, every month.
Expert Bookkeeping Support for Small Business Owners
Your books handled by a dedicated, vetted virtual bookkeeping professional you communicate with directly. No rotating teams, no ticket systems, no middlemen.
Delegate First assigns a single bookkeeper to your account. That person brings real bookkeeping experience, learns your business, manages your financial records month to month, and stays your point of contact for all day-to-day bookkeeping tasks. We handle billing, client matching, and step in for support when specific issues come up.
This service covers ongoing monthly bookkeeping support for service-based businesses across the United States and Canada. If you have backlogged or messy books that need cleanup first, we offer a separate catch-up service on its own page.
Why Bookkeeping Virtual Assistants Transform Your Business
Most small business owners spend hours each week on financial admin they shouldn't be doing themselves. Delegating financial tasks to a virtual assistant allows business owners to focus on growth, client work, and the parts of the business that actually generate revenue.
Hiring a virtual assistant for bookkeeping streamlines financial operations and removes the weight of reconciliations, expense tracking, and reporting from your plate. Here's what that looks like in practice:
Cost-Effective Alternative to Full-Time Staff: Virtual assistants for bookkeeping are usually more affordable than in-house employees. A full-time in-house bookkeeper in the US costs roughly $45,000 to $65,000 per year in salary alone, before benefits and overhead. Hiring a virtual assistant for bookkeeping can save up to 80% on labor costs compared to a full-time employee.
Direct Communication with a Dedicated Bookkeeper: You work with the same person every month. They know your accounts, your vendors, your chart of accounts. No need to re-explain your business every time you have a question.
Expertise Across Multiple Accounting Software Platforms: Common software used by bookkeeping virtual assistants include QuickBooks and Xero, along with Wave, Zoho Books, and FreshBooks. Your bookkeeper comes with real bookkeeping experience on the tools you already use.
Scalable Monthly Transaction Limits: Virtual assistant services can be scaled up or down based on business needs. Start with a lighter plan and adjust as your transaction volume grows, without renegotiating employment terms.
Professional Support Without the Overhead: Bookkeeping VAs help reduce the administrative burden for teams and eliminate the costs of office space, benefits, training, and management that come with full time employees.
Our Bookkeeping Services
Service Providers and Consultants
Coaches, consultants, and professional service businesses often have fewer financial transactions but need precise tracking of project-based revenue, recurring expenses like software subscriptions, and clear expense categorization. We set up your chart of accounts to reflect how your business actually earns and spends money, so your financial reports give you real insight into profitability.
A dedicated virtual assistant keeps financial data organized to reduce tax season stress, and bookkeeping virtual assistants help improve cash flow visibility by tracking invoices and outstanding balances.
Small Business Operations
Agencies, cleaning businesses, real estate professionals, and healthcare practices typically deal with higher transaction volumes, multiple bank and credit card accounts, vendor payments, subcontractor expenses, and recurring billing. Our bookkeeping VA service handles operational transaction management so you can focus on running operations instead of reconciling credit card statements.
Bookkeeping VAs keep financial records organized and audit-ready, which means your accountants or financial advisors always have clean data to work with. We do not work with ecommerce businesses, as inventory, cost of goods sold, and multi-channel sales require a different type of service.
Core Bookkeeping Tasks We Handle
Bookkeeping VAs manage day-to-day financial record keeping across your accounts. Here are the specific tasks included in our monthly service:
- Transaction Recording: Every bank and credit card transaction recorded accurately. They handle tasks like data entry and expense tracking so nothing falls through the cracks.
- Bank Reconciliation: Bank reconciliation is a key task for bookkeeping VAs. We compare your bank statements against your books monthly to make sure everything matches your actual balances.
- Credit Card Reconciliation: Same process for all connected credit card accounts, catching errors, duplicates, and unmatched entries.
- Expense Categorization: Every expense assigned to the correct category in your chart of accounts. Proper categorization means your financial reporting actually reflects how your business is performing.
- Monthly Financial Reports: Bookkeeping VAs generate monthly and annual financial statements, including profit and loss reports, balance sheets, and cash flow summaries.
- Accounts Payable Management*: They handle accounts payable and billing tasks, tracking vendor bills and scheduling payments so nothing is late or missed.
- Accounts Receivable Support*: Invoice tracking, incoming payments monitoring, and follow-up on overdue accounts. Payment reminders sent when outstanding balances need attention.
- Bookkeeping Software Management: Your bookkeeper maintains your accounting software, manages bank feed connections, and keeps your system configuration clean and functional.
- Invoice Tracking*: All invoices issued and tracked. You always know what's been paid, what's pending, and what's overdue.
- Vendor Payment Processing*: Vendor payments tracked and processed on schedule, reducing errors and keeping your business relationships in good standing.
*These services available as an add-on through our VA services
They track your financial transactions and help maintain accurate records across all your accounts. Regular reconciliations by bookkeeping virtual assistants minimize costly errors during tax season.
Accounting Software We Support
Bookkeeping virtual assistants often specialize in accounting software such as QuickBooks, and our team works across the major platforms used by small businesses in the US and Canada:
- QuickBooks Online - the most widely used platform among US small businesses
- Wave - a strong free option for businesses with simpler bookkeeping needs
- Zoho Books - solid choice for businesses already in the Zoho ecosystem
- FreshBooks - well-suited for service providers who need easy invoicing
VAs can work with software like QuickBooks and Zoho Books, and your bookkeeper handles software setup, bank feed connections, chart of accounts configuration, and ongoing management. If you're not sure which platform fits your business, we help you choose during onboarding.
Our Bookkeeping Process
Step 1: Business Assessment
We review your current bookkeeping setup, transaction volume, number of bank and credit card accounts, and the accounting software you're using. This determines which service tier fits your business and whether any initial cleanup is needed before monthly service begins.
Step 2: Bookkeeper Matching
We assign a dedicated bookkeeper based on your business type, industry, and software needs. You'll get an introduction call with our team, where we walk you through how the process works, what to expect each month, and how to share documents and data.
Step 3: System Setup
Your bookkeeper configures your bookkeeping software, reviews and refines your chart of accounts, and sets up categorization rules. You'll connect your bank accounts and credit card feeds directly within the software, and your bookkeeper will guide you through that step. This setup gets your financial records organized from day one.
Step 4: Ongoing Support
Monthly transaction processing, reconciliation, expense reports, and financial reporting continue on schedule. Your bookkeeper communicates with you directly on questions, anomalies, or anything that needs your input. Hiring a VA allows businesses to scale support quickly as transaction volumes change. Virtual assistants can take over repetitive bookkeeping tasks to save time, and they manage time-consuming tasks like invoicing and expense tracking so you don't have to.
Bookkeeping Packages & Pricing
Pricing is based on your monthly transaction volume. Here's how our tiers work:
$150/month - for businesses managing up to 150 transactions per month
$197/month - for businesses managing up to 250 transactions per month
Custom pricing - for higher volume businesses, agencies, or companies with multiple entities
For context, basic virtual bookkeeping services in the market typically range from $200 to $600+ per month, and mid-tier services with accounts payable and accounts receivable support can run $600 to $2,500+ monthly. Our pricing sits below most entry-level market rates while delivering the same core services.
What counts as a transaction? Each bank or credit card entry that needs to be recorded: payments, deposits, fees, reimbursements, vendor bills, customer receipts. Your tier is based on total monthly transaction count across all connected accounts.
If your business consistently exceeds your tier's limit, we'll work with you on custom pricing that fits your actual volume. No surprise charges.
Accounting Virtual Assistant vs Bookkeeping Virtual Assistant
You'll see both terms used across the industry. For practical purposes, "accounting virtual assistant" and "bookkeeping virtual assistant" refer to the same type of service: ongoing support with recording transactions, reconciling accounts, categorizing expenses, generating reports, and managing your accounting tools.
The distinction matters when it comes to scope. Our virtual bookkeeping assistant service covers bookkeeping tasks only. Most bookkeeping VAs do not replace certified accountants for tax planning or filing. We do not provide licensed accounting services, audits, or financial advisory work. Our bookkeepers hold accounting degrees and bring real-world bookkeeping experience, but we do not operate as a CPA firm.
If your accountants need clean, organized books to work from, that's exactly what we deliver. The bookkeeping gets done properly so your financial data is ready when your CPA or tax professional needs it.
Client Success Stories
Throughout my career, I had hired other accountants, but she has been the best I have had.
I had been looking for an efficient virtual assistant service for a long time when Marlin was introduced to me. The Bookkeeper she assigned to help me with my accounting is very organized, smart, patient, reliable, and friendly.
Throughout my career, I had hired other accountants, but she has been the best I have had.
Highly recommended!
Natasha Golinsky | Principal & Lead Project Manager | On Purpose Projects, Canada
Patricia does the bookkeeping for me, she is very organized and helpful.
Working with Marlin and her team has been a great help to my company. Patricia does the bookkeeping for me, she is very organized and helpful. Whenever I have any questions Marlin and Patricia are always attentive to help me. I highly recommend their services.
Karina Tama | SEO and Founder at Senior Care Clicks, New York
These girls I would trust to anyone needing VA book keeping services in America and around the world!
What can I say Marlin and Fanny are just amazing. They have been helping me keep my books in order for years and save me so much time and energy without having to deal with those types of tasks. They are well organized and I never have to tell them how or why to do something twice. These girls I would trust to anyone needing VA book keeping services in America and around the world!
Richard Pacheco | JAC Cleaners, United States
Their bookkeeping services has allowed us to stay organized and efficiently run our business.
I have been working with Marlin and her team for several months now, and they have been absolutely essential to our business. Their bookkeeping services has allowed us to stay organized and efficiently run our business. I would recommend them to any business looking for bookkeeping service.
Abdi Ali | Ivy Cleans | United States
The Bookkeeping services provided by Marlin & her team is amazing!
They are super patient, organized, clear in communication, knowledgeable and always one step ahead of me knowing exactly what I need and what the next steps should be to make sure all my books are in order.
I would highly recommend them to anyone who hates Bookkeeping as much as I do! You will be in great hands!!
Iris King | Healthy Lifestyle Coach, Canada
Frequently Asked Questions
What bookkeeping tasks are included in monthly service?
Every monthly plan includes transaction recording, bank and credit card reconciliation, expense tracking and categorization, monthly financial reports (profit and loss, balance sheet, cash flow), and ongoing bookkeeping software management. Your dedicated virtual bookkeeper handles these tasks as part of your plan, within your transaction limit, whether you manage your books through QuickBooks or another online accounting platform. Accounts payable, accounts receivable, invoice tracking, payment reminders for overdue accounts, and vendor payment processing are available as add-ons through our VA services. Your virtual bookkeeper stays consistent month to month, whatever your plan includes.
Do you provide tax preparation or CPA services?
No. This is a bookkeeping support service. We do not offer tax preparation, tax filing, audits, or any licensed accounting services. Our bookkeepers hold accounting degrees but do not operate as CPAs. What we do is keep your financial records clean and organized so your CPA or tax professional has everything they need when it's time to file.
What if I need catch-up bookkeeping for backlogged records?
If your books are behind by several months or need significant cleanup, we offer a separate catch-up bookkeeping service. That work is scoped and priced independently from ongoing monthly support. Contact us and we'll assess what's needed before starting your monthly plan.
Which accounting software should I use?
It depends on your business type, the number of accounts you manage, your invoicing needs, and whether you need specific integrations. QuickBooks Online is the most common choice among US small businesses. Xero is a strong option for growing businesses and agencies. Wave works well for businesses with simpler needs and tighter budgets. Your bookkeeper can help you evaluate options during onboarding and handle the full setup, including chart of accounts, bank feeds, and Google Sheets or other tools you use for tracking.
Get Started with Professional Bookkeeping Support
If you're a small business owner spending hours on bookkeeping that a dedicated professional should be handling, let's talk. We'll review your transaction volume, your current setup, and match you with a bookkeeper who fits your business and your bookkeeping needs.
Your dedicated bookkeeper is ready to start keeping your books in order.
