Finance & Admin

Hire a Dedicated Bookkeeping

Virtual Assistant

Keeps the ledger current with reconciliations, supplier bills, receipt capture and

invoice runs, so your accountant receives clean books instead of a shoebox at year

end.

Book a Discovery Call

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✓ 100+ Team Members --- ✓ 50+ Partner Agencies --- ✓ 5+ Years of Experience --- ✓ 24h Standard Roles

Overview

What a Bookkeeping Virtual Assistant Does
for Your Business

It is worth being precise about the line between bookkeeping and accountancy, because the two get used

interchangeably and they are not the same job. A bookkeeper records and reconciles: transactions

categorised, supplier bills entered, receipts matched, invoices raised and chased, ledgers kept current. An

accountant interprets, advises and signs off, including statutory filings and the treatment of anything unusual.

This placement is firmly the first of those. Where a judgement call is needed on how something should be

treated, it goes to your accountant with the supporting records attached rather than being decided on

your behalf.

The work runs to a cycle rather than a queue. There is a daily or weekly rhythm of categorisation and

receipt capture, a billing run tied to your contract dates, and a month-end sequence that closes the period.

Access is scoped to match: entry and reconciliation sit with the placement, while payment approval and

banking authority stay with you. Your accountant becomes the other party the assistant works with, usually

through a short standing list of queries rather than a year-end excavation.

Good looks like month-end being a review of something already finished, and like nobody in your business

having to remember what an unlabelled transaction was three weeks after the fact. Clean, current books

change the character of every conversation that depends on them — with your accountant, your bank

and yourself.

Responsibilities

What Your Bookkeeping Virtual Assistant
Can Take Off Your Plate

Scoped to your business in the discovery call — these are the typical pillars

of the role.

✓

Transaction categorisation

A daily or weekly rhythm of categorisation, so the ledger never falls behind.

✓

Bank reconciliations

Accounts reconciled on schedule, with discrepancies surfaced while they are still traceable.

✓

Supplier bills & receipts

Bills entered and receipts captured and matched as they arrive, not at year end.

✓

Invoice runs & chasing

Invoices raised to your contract dates and politely chased until paid.

✓

Month-end close

A repeatable sequence that closes the period, so month-end is a review, not a scramble.

✓

Accountant liaison

A short standing list of queries to your accountant, with supporting records attached.

Typical recurring responsibilities can include:

Transaction categorization support
Invoice and receipt organization
Accounts payable support
Accounts receivable tracking
Bank reconciliation support
Expense tracking
Data entry
Financial document organization
Recurring report preparation
Follow-up on missing records

The final responsibility set should be defined before placement so the role is built around recurring ownership rather than an open-ended list of unrelated tasks.

When It's Time to Hire

Signs Your Business Is
Ready for This Role

If two or more of these describe your current week, the role will pay for itself. If none

do, we will tell you that honestly on the call.

Receipts pile up until somebody has a painful weekend with them.
Your accountant starts every year-end with an excavation, not a review.
Invoices go out late and get chased inconsistently.
Nobody can say today what an unlabelled transaction from three weeks ago was.

Tools

Tools They Can Work With

Staffualy can prioritize candidates with experience in the tools that matter to your

workflow. Relevant platforms may include:

QuickBooks
Xero
FreshBooks
Excel
Google Sheets
Dext
Hubdoc
Google Drive

Coverage

Working Hours & Coverage

The role can be scoped around the coverage your workflow actually needs.

Depending on the engagement and candidate availability, this may include part-

time or full-time support and defined timezone overlap.

Communication

How They Communicate With Your Team

The professional should work inside your existing operating rhythm rather than as

an isolated task taker. Depending on the role, communication can include:

Slack or Microsoft Teams communication
Task-management updates
Documented handoffs and status notes
Regular reporting appropriate to the role
Escalation when a decision or approval is required

The communication cadence should be agreed during onboarding so both sides

know what requires an update, approval or escalation.

Working model

How You Manage the Role

The VA supports bookkeeping administration within the agreed workflow. Tax

advice, audit opinions, regulated accounting services and final financial decisions

remain with qualified professionals.

Your team should provide the business context, access, priorities, policies and

approvals the professional needs. The goal is not to remove management entirely;

it is to make the role clearer and reduce the recruiting, screening and placement

burden.

What we handle

What Staffualy Manages

Role clarification — translate the recurring workload into a clearer candidate profile.
Candidate matching — identify professionals against the role, tools, workflow, hours and experience requirements.
Screening — assess relevant experience, communication and fit before presenting a shortlist.
Shortlist — provide a matched shortlist rather than an unfiltered CV pile.
Placement support — help move the selected professional into the agreed workflow.
Ongoing support — remain available for placement-related issues and escalation.
Replacement support — where applicable, handle replacement according to the signed engagement terms.

Support

What Happens If It Isn't Working?

A managed placement should provide a clearer path when expectations,

communication or fit are not working. Depending on the situation and

engagement terms, Staffualy can help review the issue, clarify expectations,

support corrective action and evaluate replacement where appropriate.

Cost

What Might It Cost?

Pricing should reflect the actual role rather than forcing every buyer into one generic package. Factors can include:

Part-time or full-time coverage
Experience and specialization
Required timezone overlap
Tool/platform expertise
Complexity of responsibilities
Communication and reporting requirements

Book a Discovery Call

Comparison

Hiring Independently vs Staffualy

Comparison Table

Hiring Independently

Staffualy

Search and filter applicants yourself

Matched shortlist against your requirements

Validate tools and experience yourself

Role-aligned screening before shortlist

Define onboarding from scratch

Supported transition into the agreed workflow

Handle placement issues alone

Clear Staffualy support/escalation path

Restart recruiting if replacement is needed

Replacement support where applicable under the engagement

Fit

A Strong Fit If...

Businesses with multiple marketing activities but no consistent person owning the

day-to-day execution.

The work is recurring enough to give one person clear ownership.
Your team can define the expected outcome, workflow and approval boundaries.
You want a dedicated professional rather than a rotating queue of task workers.
You want Staffualy to reduce the sourcing and screening burden.

“Month-end is now a review of something already finished. Our

accountant said the books were the cleanest they'd seen from us.”

Nadia P. · Director, e-commerce brand

How It WorkS

From Enquiry to a Working Placement

Tell us what is taking up your team's time and we will recommend the right role —

with no obligation to hire.

Discovery Call

We learn about your business, workflows and the gaps you need covered.

A matched shortlist

We match candidates against your requirements and brief, not a general talent pool.

You interview and choose

Meet the shortlisted candidates, test them on real work and decide who fits.

Onboarding & ongoing support

Your assistant starts with a clear first month, and we stay involved to keep the placement working.

FAQs

Questions? Answered.

Is this a replacement for our accountant?

No. A bookkeeper records and reconciles; an accountant interprets, advises and signs off. Judgement calls go to your accountant with the records attached.

What access do they get?

Scoped deliberately: entry and reconciliation sit with the placement, while payment approval and banking authority stay with you.

Which software do they work in?

Matched to your stack — typically Xero, QuickBooks or similar, plus your receipt capture and invoicing tools.

What does 'working well' look like?

Month-end becomes a review of something already finished, and your accountant receives clean books instead of a shoebox.

Will this person work only for my business?

That depends on the engagement model selected. Where the engagement provides a dedicated professional, the agreed responsibilities and working schedule should be defined before placement.

Can Staffualy match someone with experience in my tools?

Yes. Tool and platform requirements should be included in the role brief so Staffualy can prioritize relevant experience during matching. Specific tool expertise should still be verified for the shortlisted candidate.

Can the professional work in my timezone?

Timezone overlap can be included as a matching requirement. Availability depends on the role, schedule and candidate pool.

Who manages priorities and approvals?

Your team retains business priorities, approvals and decisions. The professional owns the recurring execution defined for the role, while Staffualy supports the placement structure.

What happens if the match is not right?

We offer replacement support under the terms of your engagement. If the fit isn't right, we'll review the situation and support an appropriate replacement where applicable.