Clear your paperwork and stay focused on your clients.
With every new client comes another layer of admin tasks: receipts to track, invoices to prepare, emails to answer, and schedules to manage. But the more time you spend here, the less you have for strategic client work.
A bookkeeping virtual assistant steps in to manage the day-to-day so you stay focused on advising clients and analyzing financials. If you’re splitting time between spreadsheets, inboxes, and accounting systems, it’s time to shift the admin burden off your plate.
A bookkeeping virtual assistant supports bookkeepers, CPAs, and accounting professionals by managing the daily operational load that slows you down. They’re not replacing your expertise — they’re clearing your desk so you can focus on applying it.
They are not like general admin assistants. With experience in financial workflows, client documentation, and accounting software, a bookkeeping virtual assistant knows how to manage the details without disrupting your existing processes. They follow your lead while keeping your back office organized.
Remote support is fast becoming the norm across accounting and finance. Firms everywhere are moving admin functions online to reduce costs, stay flexible, and access a broader pool of qualified talent.
Like many others, the bookkeeping sector saw a 40% rise in virtual assistant adoption over the past three years. With cloud-based platforms like QuickBooks, Xero, and FreshBooks powering most bookkeeping firms, much of the admin work no longer requires in-office staff.
As your client base expands, so do the administrative demands behind the scenes. For many bookkeeping professionals, the challenge isn’t the financial work but keeping up with everything surrounding it.
If you are a/an:
The right bookkeeping virtual assistant adapts to the unique demands of your role, whether you’re working independently, managing a small team, or running multiple client accounts.
Let’s be honest: it’s not the bookkeeping that drags you down. It’s the constant need for follow-ups, updates, and admin that never stops.
As your work piles up, what is a bookkeeping virtual assistant able to handle for you?
Every task you delegate creates more space for the work that grows your business, not the work that slows it down.
Your clients expect fast responses, organized files, and smooth communication. If those expectations aren’t met, you risk their trust and satisfaction.
These tasks could pile up if you’re not putting in enough time and attention. However, you’re better off paying more attention to your client’s needs. For all of the other stuff, your bookkeeping administrative assistant will take care of them for you.
Your virtual assistant steps in to manage the mounting tasks and complexities.
They bring clarity and structure to your day and consistency to follow-through.
VAs restore momentum by orchestrating the moving parts with precision.
They proactively manage deadlines, follow-ups, and loose ends to prevent bottlenecks
VAs take care of the details so you can maximize your time on what really matters.
Hiring a virtual assistant bookkeeper is one of the most cost-effective ways to scale your practice. But your success will depend on how — and who — you hire.
Here’s how to approach the hiring process:
Instead of compiling a job description for your new hire, start by identifying the tasks that take up most of your time:
This way, you know exactly what skills to look for during your search.
These are the two main ways to hire a candidate:
Hiring on your own means taking full responsibility for the entire process.
While it may look cheaper upfront, you’re actually adding more to your workload because you’ll need to:
If you lack experience vetting financial admin roles, you may end up paying more for low-quality talent.
Additional Tip: Avoid defaulting to low hourly rates on job boards like Upwork. The lowest-cost option almost always ends up being the most expensive mistake.
What to look for in a candidate:
If you’re new to hiring virtual assistants for bookkeeping, a trusted partner saves time, reduces risk, and delivers fully-vetted candidates.
This is because they will take care of:
With the right partner, you effectively reduce 90% of the workload while dramatically increasing the chances of landing the best possible candidate.
What to look for in a partner:
When you do not have experience hiring bookkeeping talent, a partner will allow you to avoid trial-and-error, giving you more time to focus on tasks while your assistant ramps up efficiently.
Many highly qualified remote bookkeeping assistants operate internationally, offering expertise and cost-efficiency. In many cases, you may be partnering with experienced accountants who understand bookkeeping workflows professionally.
If you’re exploring offshore support, make sure you vet for:
With global hiring, you’re no longer limited to local availability. You’re expanding your reach to the best available talent while keeping your costs predictable.
Even the most qualified virtual assistant bookkeeping hire needs a strong onboarding process to ensure success. From the start, clear systems, expectations, and access help your assistant integrate quickly and work efficiently.
During onboarding, be prepared to:
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Just you.
Small team
Under 50 people
Growing workforce
50-200 people
Established team
200-500 people
Large organization
500+ people
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You don’t even pay until after you’ve met them. No risk. No commitment. Just results.
A complete platform with tools and support that makes delegation effortless
Smart automation that amplifies your EA’s capabilities
Secure payments without exposing your personal info
On-time payments and tax management handled
Smart automation that amplifies your EA’s capabilities
Always covered, even when your EA is offline
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Billing concerns
Assistant complaints
Performance coaching
Auditing Productivity
Upskilling & Coaching
Unblocking your assistant…
Not every bookkeeping practice needs the same type of support. When you need versatile support, Magic’s virtual assistant bookkeeping services adapt to your workload and step in exactly where you need help most.
Regardless of your firm size or client roster, Magic VAs help you protect your time to deliver better service.
See why companies are ditching recruiters and platforms for our complete solution
There are three main components to our training program: a multi-day executive assistant training course (ending with a formal assessment they must pass to complete), our library of self-paced courses, and hands-on training in a remote position.
We source top candidates from the Philippines, which is among the world’s top emerging markets.
The better question might be “what can’t my EA do?”! EAs can handle everything from simple tasks like calendar management to more complex tasks that require a deep understanding of your needs and preferences. Check out the use cases above for some examples.
You can hire for almost anything online nowadays, including an EA. But how do you know the EA you’re hiring is going to be good? At Magic, we do all the pre-vetting for you to guarantee you’re getting a quality hire. We only onboard the top 1% of talent and train them to succeed. Plus, the hiring process on your own takes a ton of time and energy. With Magic, you can get started in 72 hours!
First, you talk to our sales team about your needs. Then, our Matching team finds a few candidates that we think will be great for you. Next, you interview the candidates and choose your favorite, or have our Matching team keep looking. Once you find the perfect hire, you’re billed weekly and there are no long-term commitments or hiring fees.
Big vouch for @magic. Tried them last night and definitely a keeper.
@magic YOU ARE AMAZING! you have helped me and my husband so much this past month and helped reduce so much stress. thank you for being SO awesome!! 😊
Every time I use @magic, I ask myself why I don’t use it more often. It’s such a time saver. SMH:)
I have @magic make my IRL reservations. It’s worth every penny of the human interaction avoidance it provides.
@magic your service definitely is living up to its name!
So, @magic has consistently delivered, and by delegating a variety of task-minutiae to their 24/7 concierge service, has given me the time to focus on the things I’m best at without doing a ton of task-switching (which I’m not very good at). Not free, but good! #GetItDone
Today alone @magic is 3/3 on getting some large bogus charges off my credit card. Awesome service!
I just use @magic to help with a task I couldn’t do myself (test out an offline service in another country). It was super quick, easy and deliverables were spot-on perfect. Highly recommend!
@magic Truly blown away by your service… 2am, cross-country, holiday request and you did it. Incredible – thank you so much!
The service from @magic is like a secret weapon. Almost nothing the team there can’t make happen. Thank you!
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