Tired of month-end chaos stealing your focus? Stay on top of the books without getting lost in the details.
Capability
Bookkeeping VA
Magic EA
Certified Bookkeeper
Collect receipts/statements & client docs
Draft invoices & send AR reminders
Expense categorization support (as directed)
Reconciliation prep & file hygiene
Routine client email responses
Inbox triage & prioritization across stakeholders
Calendar control & meeting orchestration
Vendor coordination & follow-ups
CRM hygiene & pipeline notes
Reporting packs (exports/basic visuals)
SOP upkeep & project tracking (month-end/tax milestones)
Flex coverage (time zones, seasonality)
Varies
Engagement model
Often contract-based
Month-to-month flexibility
Total role coverage
Finance admin
Finance admin + executive ops
Every new client adds more moving parts — receipts to chase, invoices to draft, emails to answer, and calendars to coordinate. Before you know it, your day is split between spreadsheets and inboxes instead of high-value client work.
That’s when many turn to bookkeeping support. After all, accurate records keep deadlines on track and decisions grounded in real numbers. But you don’t need to stop at bookkeeping alone.
A bookkeeping virtual assistant is a remote specialist who manages the administrative and transactional tasks that keep financial records accurate and organized.
Unlike general virtual assistants, their role centers exclusively on bookkeeping functions. They work within your accounting software and established processes to ensure that every receipt, invoice, and transaction is properly documented.
A virtual assistant for bookkeeping can handle a wide range of finance-related administrative tasks, including:
Follow up with clients or vendors to gather missing receipts, bank statements, and supporting documentation.
Draft invoices, send payment reminders, and follow up on unpaid invoices to improve cash flow.
Enter and organize transaction data into your accounting system (QuickBooks, Xero, FreshBooks, or similar) as directed.
Organize monthly bank, credit card, and vendor statements for easy reconciliation and ensure audit-ready records.
Maintain organized digital folders and naming conventions for financial documents to streamline reporting cycles.
Prepare and process engagement paperwork, proposals, and service agreements.
Set up and manage reconciliation sessions, tax preparation calls, and client review meetings.
Respond to standard client inquiries, send status updates, and confirm receipt of key documents.
Keep client records updated, log key interactions, and maintain visibility across accounts.
Proper bookkeeping is the foundation for every smart financial decision you make. A bookkeeping VA helps protect that foundation by keeping your records precise, current, and ready when you need them.
Accurate, well-managed books are the foundation of a healthy business. They tell you where your money is going, how much is coming in, and whether you’re on track to meet your goals.
Virtual assistant bookkeeping support ensure this foundation stays solid by keeping your financial records organized and updated. With the proper support, you gain clarity, control, and the confidence to make smarter decisions for the future.
Specialists bring deep expertise to the table, and in bookkeeping, that focus can be a real asset. But with specialization comes limits — narrow scope, less flexibility, and often a higher price tag for work confined to one function. If your needs go beyond bookkeeping, you may find yourself hiring additional roles just to cover the rest of your operational workload.
A Magic Executive Assistant can handle the same bookkeeping support duties while also stepping into broader operational roles that keep your business running smoothly. That includes managing your inbox, scheduling client meetings, coordinating with vendors, updating your CRM, and preparing reporting packs for stakeholders.
With a Magic EA, you get one versatile hire instead of filling multiple narrow roles. That results in fewer handoffs, more consistency, and a lower total cost than hiring a bookkeeping specialist on top of other administrative support.
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.
Go beyond bookkeeping support with an assistant who can manage your books and business operations. You get one versatile hire who keeps tasks moving, reduces overhead, and adapts as your business grows.
These are the advantages that make a Magic EA the smarter hire for your business:
Get bookkeeping support and executive operations from the same person, consolidating responsibilities like document collection, invoicing, inbox management, and calendar coordination into a single, streamlined role.
Replace the need for multiple narrow positions with one versatile hire, reducing payroll, onboarding time, and the friction of managing separate team members for related tasks.
With one assistant managing your inbox, scheduling, client communications, vendor follow-ups, and bookkeeping support, work moves faster, and fewer tasks fall through the cracks.
Engage your EA month-to-month and adjust hours up or down based on busy seasons, new client onboarding, or shifting operational priorities — without the constraints of a fixed-term contract.
Magic pre-vets every assistant and provides rapid replacements if needed, so your operations never stall due to turnover or unexpected absences.
Your EA works under signed NDAs and follows strict least-privilege access protocols, with secure password management and documented processes to safeguard sensitive financial information.
Getting the right assistant on your team doesn’t have to be complicated. With Magic, you can go from first conversation to fully integrated support in just a few steps:
It starts with a quick conversation about your business and priorities. During this discovery call, we’ll discuss the bookkeeping support you need to clearly define the role before we start matching.
From there, we handpick candidates from our network of pre-vetted EAs with proven finance-workflow experience. We’ve already screened for skills, professionalism, and reliability, so the profiles you see are all strong contenders from day one.
You’ll meet the top candidate in a quick, focused call. This is your chance to confirm they’ve got the technical know-how, communication style, and work ethic to fit seamlessly into your team.
Once you’ve made your choice, we’ll help you get them set up. You’ll give them access to the tools they’ll use, walk them through your processes, and share any SOPs or examples of recurring work. With the right onboarding, your EA can hit the ground running in days.
Begin with the essentials, like invoice prep, document tracking, and month-end file organization. As they become familiar with your business, they can expand into broader operational support.
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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…
Your business isn’t one-size-fits-all, and neither is your EA. We match you with someone who can handle the exact mix of bookkeeping support and operational work your team needs. Whatever your need is, your Magic EA can integrate into your workflow quickly, adapt to shifting priorities, and expand its impact as your business evolves.
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.
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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!
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The service from @magic is like a secret weapon. Almost nothing the team there can’t make happen. Thank you!
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