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How Accountants Can Find and Hire the Right Virtual Assistant

  • Writer: DM Monticello
    DM Monticello
  • Jun 25
  • 7 min read

Why Accountants Are Hiring Virtual Assistants


Growing workload and time constraints

As accounting firms and solo CPAs grow their client base, the workload increases—fast. From client onboarding to monthly reconciliations, the number of tasks multiplies. But not every task needs to be handled by a certified accountant. That’s why more professionals are hiring virtual assistants (VAs) to handle the heavy administrative and routine workload.

Accountants are expected to manage more clients, deliver faster turnaround, and still provide personalized service. Virtual assistants help bridge that gap.


Benefits of hiring virtual help

Hiring a VA lets you:

  • Save time by offloading non-billable tasks

  • Reduce costs compared to hiring in-house staff

  • Boost efficiency with round-the-clock productivity

  • Free up mental space for strategy and client service

For firms looking to scale, see How to Scale Your Business Without Burning Out.


Tasks virtual assistants can take over

A VA for accountants can handle:

  • Scheduling client calls and meetings

  • Following up on missing documents

  • Managing emails and CRM tools

  • Preparing invoices and tracking payments

  • Entering data into QuickBooks or Xero

  • Generating simple financial reports

See Accounting Virtual Assistants to understand their full impact on firm operations.



What to Look for in a Virtual Assistant for Accounting


Technical skills: bookkeeping, invoicing, software

While a VA doesn’t need to be a licensed accountant, they should be comfortable with:

  • Accounting software: QuickBooks, Xero, Zoho Books

  • Spreadsheets: Excel or Google Sheets

  • Payment platforms: Stripe, PayPal, Wise

  • File management: Google Drive or Dropbox

Explore Top Data Analytics Tools for 2024 for tools that align with financial roles.


Communication and attention to detail

Accounting work requires precision. The ideal VA should:

  • Write clear and professional emails

  • Take accurate notes during client meetings

  • Spot inconsistencies in data

  • Ask questions when instructions are unclear

See Tips for Effective Team Management to help guide your onboarding process.


Trust, confidentiality, and reliability

Your VA will likely handle sensitive financial information, so they must be:

  • Discreet and trustworthy

  • Comfortable signing NDAs

  • Consistent with deadlines and deliverables

To protect your clients’ data, review How to Securely Help Clients from Anywhere.



Where to Find the Right Virtual Assistant


Best platforms for hiring

Some of the best places to hire VAs for accounting roles include:

  • Upwork – Popular for freelancers with accounting or VA experience

  • OnlineJobs.ph – Great for full-time hires from the Philippines

  • LinkedIn – For sourcing professionals with a financial background

  • Fiverr – For one-time or project-based support


Pros and cons of freelancers vs. agencies

Option

Pros

Cons

Freelancers

Lower cost, flexible hours

May need more training and oversight

Agencies

Vetted staff, easier replacement

Higher fees, less personal control

For businesses unsure which model fits best, read Why Hiring Virtual Assistants in Mexico is a Smart Move for hybrid strategies.

How to screen candidates

To narrow your list, ask for:

  • Work samples (e.g., email drafts, spreadsheets)

  • Client testimonials or references

  • A short video introducing themselves

  • A completed trial task (e.g., sample invoice or data entry task)

Screening tips are also covered in Best Practices for Hiring the Right Candidates.



How to Interview a Virtual Assistant for Accounting Support

Key interview questions

When interviewing candidates, ask questions that reveal their technical knowledge, communication skills, and experience. Here are a few to consider:

  1. What accounting or finance software are you familiar with? Look for QuickBooks, Xero, or Zoho experience.

  2. Can you describe a time you spotted an error in a report or invoice? This reveals attention to detail.

  3. How do you manage your workload across multiple clients or tasks? You want someone who’s organized and proactive.

  4. What would you do if a client didn’t respond with required documents on time? This tests initiative and communication skills.

For more hiring insights, visit Don’t Fall for These VA Hiring Traps.

Red flags to avoid

  • Vague answers about prior roles

  • No samples or poor formatting in reports

  • Missed deadlines during the hiring process

  • Poor English or unclear writing (if your firm operates in English)

See Best Practices for Hiring the Right Candidates for red flags and deal-breakers.

Sample test tasks

Before committing, assign a small paid task like:

  • Drafting an invoice

  • Cleaning a spreadsheet

  • Responding to a mock client email

  • Categorizing expenses in QuickBooks

Test tasks help assess quality, speed, and communication.



Setting Up for Success After Hiring

Onboarding and training tips

A smooth onboarding process leads to long-term success. Provide:

  • SOPs for recurring tasks

  • A welcome video or intro call

  • A list of tools and login credentials

  • Deadlines and workflows

Tools and software to use together

To work efficiently with your VA, use:

  • ClickUp or Trello for task management

  • Slack or Microsoft Teams for quick updates

  • Loom for recording walkthrough videos

  • Google Workspace for shared files and folders

See Tips for Effective Team Management for more remote collaboration tools.

How to set expectations and measure performance

Set KPIs (key performance indicators) such as:

  • Response time to emails

  • Number of tasks completed per week

  • Error rate in reports or data entry

  • Attendance at check-in calls

A structured performance plan helps prevent micromanaging while keeping quality high.



Common Mistakes to Avoid When Hiring a VA

Not defining the job clearly

Don’t assume the VA will figure it out. Use:

  • Written task lists

  • Expected turnaround times

  • Sample documents or videos

This clarity is critical to success. Learn how to create a hiring SOP in Guide to Hiring Back-Office Operations.

Hiring too fast or too cheap

Don’t be tempted to choose the cheapest option without vetting. Paying slightly more for reliability and accuracy pays off long term.

If you’re budget-sensitive, read How to Hire Top Talent Without Breaking the Bank.

Failing to monitor and support

Hiring a VA isn’t “set it and forget it.” You need:

  • Weekly reviews

  • Clear documentation

  • Occasional check-ins to offer support

For scalable success, check Strategies for Building a Remote Team.



How Virtual Assistants Help Different Types of Accounting Firms

Not all accounting practices are the same—and neither are their virtual assistant needs. Here’s how VA support plays out across various types of firms:

Solo Accountants and Freelance CPAs

For solo practitioners, time is always tight. A VA can help with:

  • Managing client emails and follow-ups

  • Prepping simple reports for review

  • Handling appointment scheduling

  • Organizing receipts and monthly summaries

If you're running lean, this support can free up 10+ hours a week—time that can be spent on billable client work or business development.

Explore How to Run a Small Business Profitably for solo strategies that apply here.

Small Accounting Agencies

Smaller firms serving 10–50 clients often deal with:

  • Recurring monthly bookkeeping

  • Tax season prep

  • Payroll runs

  • CRM and task tracking

A virtual assistant can act as the operations backbone—ensuring deadlines are met, clients stay informed, and the team can focus on reviews instead of routine data entry.

Specialized Firms (Real Estate, E-Commerce, Healthcare)

Niche accounting firms often benefit from VAs who understand industry-specific terminology and tools:

  • Real estate firms: Rent roll tracking, depreciation schedules

  • E-commerce firms: Amazon/Shopify reconciliation, multi-currency reporting

  • Healthcare firms: Insurance payout tracking, HIPAA-compliant file management

A well-trained VA in these sectors saves hours per week and increases client satisfaction.

Accounting Tech Startups and SaaS-Based Bookkeeping Services

If your firm offers tech-enabled or AI-driven accounting services, a VA can help with:

  • Client onboarding

  • App and portal setup

  • Troubleshooting user issues

  • Creating help docs or FAQs

This hybrid role blends support, onboarding, and light tech skills—perfect for modern accounting models.



How Much Should You Pay a Virtual Assistant for Accounting Tasks?

Understanding the right pay range helps you attract quality talent without overpaying. Here’s what to expect:

Freelancer Rates (Hourly or Project-Based)

  • Entry-level (0–1 years): $4–$7/hour

  • Mid-level (2–3 years): $8–$12/hour

  • Experienced (4+ years or niche skills): $13–$20/hour+

Project-based VAs (e.g. for monthly bookkeeping) might charge $200–$500/month depending on complexity.

Full-Time Remote VAs (Salary Model)

  • Philippines/India: $700–$1,200/month

  • Latin America: $1,000–$1,800/month

  • Eastern Europe/South Africa: $1,200–$2,000/month

Rates vary based on time zone alignment, software skills, and industry knowledge.

For a deeper dive, visit Virtual Assistant Income in 2024.




Final Checklist for Hiring a Virtual Assistant for Accountants

Before bringing your new VA on board, double-check these steps:

  • Define the job role and responsibilities

  • Prepare software access and SOPs

  • Post your job on the right platforms

  • Screen candidates thoroughly

  • Conduct interviews and test tasks

  • Onboard with training and tools

  • Set KPIs and communication structure

Hiring a virtual assistant can change the way your firm operates. With the right approach, you can free up time, reduce stress, and deliver better service to clients.

Want help setting up your virtual back office? Read Streamline Your Back-Office Operations with Virtual Talent.



Ready to Hire Your First Virtual Assistant?

Don’t let admin tasks slow down your accounting firm. Hiring a skilled virtual assistant can free up your time, improve client service, and help you grow faster. Start small, set clear expectations, and build a long-term partnership that pays off. If you're ready to streamline your operations, explore how OpsArmy can support your hiring journey today.




OpsArmy Brand Blurb

OpsArmy is building AI-native back office operations as a service (OaaS). We help businesses run their day-to-day operations with AI-augmented teams, delivering outcomes across sales, admin, finance, and hiring. In a world where every team is expected to do more with less, OpsArmy provides fully managed “Ops Pods” that blend deep knowledge experts, structured playbooks, and AI copilots. Think of us as your operational infrastructure: running faster, leaner, and smarter business execution. 

Visit operationsarmy.com to learn more.



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