Finance and Accounting
Hire finance virtual assistant talent that keeps the books clean.
Books rarely fall behind all at once. A few unmatched transactions in March, a stack of receipts in April, and by tax time nobody is sure what the numbers mean. A finance assistant works the same short list every month so that does not happen.
Free consultation. Working with businesses in the USA, UK, Canada, UAE and Australia.
The talent
Which of these sounds like your books?
Bookkeeping Virtual Assistant
Good fit if: You want your books reconciled and categorized every month, not once a year.
See the Bookkeeping Virtual Assistant role
Tax Preparation Assistant
Good fit if: You or your accountant need documents collected and organized before filing.
See the Tax Preparation Assistant role
Expense Tracking Assistant
Good fit if: Receipts, invoices and reimbursements pile up between month-ends.
See the Expense Tracking Assistant role
Everyone on your shortlist has been interviewed, skills-tested, reference-checked and English-tested. How vetting works.
The month-end routine
What a calm month-end looks like
An example routine. Your accountant may want a different order, and we follow theirs.
- Last week of the monthChase missing receipts and invoicesAnything still outstanding is flagged early so it cannot stall the close.
- Day 1 to 2Reconcile bank and card accountsEvery transaction matched to a line on the statement.
- Day 2 to 3Clear the uncategorized pileUnsorted items go to the right account, or come to you as a question.
- Day 3 to 4Check payment processor payoutsStripe or PayPal payouts that bundle sales, refunds and fees are split back out.
- Day 4 to 5Review payables and receivablesBills due, invoices unpaid and who needs a nudge.
- Day 5Send the monthly packClean reports and a short list of questions for you.
Stays with you: Tax advice, filing and sign-off stay with your licensed accountant or tax professional. Your assistant prepares and organizes. They do not replace the professional.
Why hire
Why businesses hire a finance assistant
Money admin is easy to postpone and expensive to catch up on. Regular small steps cost less than one big rescue.
- 1
No more month-end scramble
Work done in small steps through the month beats a three-day rush at the end of it.
- 2
You see your numbers sooner
Current books show your margins and cash position while decisions are still live, not a quarter later.
- 3
Your accountant cleans less and advises more
Tidy records and organized documents let your accountant spend their hours on advice.
- 4
One steady person
The same assistant learns your vendors and categories, so the same questions stop coming up.
Skills
Skills we match for in a finance assistant
Bookkeeping is detail work, so we test for care as much as speed.
Bank and card reconciliation
Matching every transaction to a statement line and chasing the differences.
Payables and receivables
Entering bills, sending invoices and following up on late payments.
Categorization
Putting transactions in the right accounts using your chart of accounts.
Payment processor reconciliation
Splitting Stripe or PayPal payouts back into sales, refunds and fees.
Expense tracking
Collecting receipts and reimbursements and logging them under the right category.
Monthly reporting
Profit and loss and balance sheet packs, ready for you or your accountant to review.
Software your assistant can work in
- QuickBooks
- Xero
- Stripe
- PayPal
- Expensify
- Excel
- Google Sheets
Names show software your assistant can work inside, not official partnerships.
Plans
Part-time or full-time for your books
Transaction volume is the thing to look at, along with how many entities you run.
Part-time
Fits a small business with steady, repeatable monthly work. About 20 hours a week, from $700 a month.
Full-time
Suits high transaction volume or several entities. 40 hours a week, from $1,400 a month. Roles that need deeper expertise start at $1,300 part-time and $2,400 full-time.
Getting started
Your first 30 days with a finance assistant
- Week 1
1.Access and a catch-up plan
Read-only bank feeds, an accounting login, the last reconciled month and a vendor list. Any gaps are mapped.
- Week 2
2.Catch up
The oldest unreconciled months come first, worked through in order.
- Week 3
3.The first live month
Month-end follows the routine, with you answering questions as they come up.
- Week 4
4.Hand-off
Reports arrive on schedule, and your accountant sees a clean pack.
An example timeline, not a contractual one.
Before you hire
Four mistakes to avoid when you hire for finance
Each one makes the work slower, and some make it riskier.
- 01
Starting without read-only access
Your assistant does not need bank logins with payment rights. Use read-only feeds and approve payments yourself.
- 02
Leaving the chart of accounts undefined
Without agreed categories, the same expense gets filed three different ways.
- 03
Mixing personal and business spending
Separate accounts make every later step simpler and every report more trustworthy.
- 04
Treating the assistant as the accountant
Advice, filing and sign-off need a licensed professional.
Illustrative example
What it can look like
A small agency owner finds in March that three months of card transactions were never categorized. A finance assistant clears the backlog in order, sets up a monthly routine, and by the next quarter the accountant receives a clean pack instead of a folder of receipts.
A composite example, not a specific client.
Read-only access to your bank and card feeds, a login to your accounting software, the last month that was reconciled and a list of recurring vendors. If the books are behind, tell us how far and we plan a catch-up first.
Tell us which one you use. We match you with someone who has worked in it, and you decide what they can see or change.
A tax preparation assistant gathers and organizes documents, prepares schedules and keeps track of deadlines. Filing and tax advice stay with your licensed accountant or tax professional.
A bookkeeper keeps the records. An accountant interprets them, advises you and files returns. Many businesses use both, and clean books make the accountant's job faster.
Say so on the consultation. We plan a catch-up first, working from the oldest unreconciled month forward, before the monthly routine starts.
Use read-only feeds where you can, share logins through a password manager, and turn on two-factor authentication. You decide what your assistant can see, and you can remove access at any time.
Hiring for something else?
Ready to hand off the work you keep putting off?
Share the role and get your shortlist within 24 hours, or talk to our team first.
