6 Ways To Use a Virtual Assistant For Bookkeeping

Lucy Moore
Virtual assistance business owner living the art and literary filled life.

Jan 22,2017

At this point in my article series, I want to begin opening your mind to how a Virtual Assistant can be used successfully. Originally, I wanted to list for you 100+ ways to use a Virtual Assistant, but that got to be extremely overwhelming to read and as a Virtual Assistant and business owner, I know what it is like to want to get information and have it be too buried. So instead, for the next several articles I am going to break down how to use a Virtual Assistant in several categories. If you are looking for a way to further improve the usefulness of your VA then hopefully this string of articles will fit right into what you need.

Virtual Assistants are great for tracking and logging bookkeeping information. This is a critical task for anyone whether business related or personal management, but as we all know it is highly time consuming. Using your VA to perform logging, filing, and other bookkeeping tasks will free up a lot of your time for more pleasurable, more personally critical, and/or more productive tasks. A VA can work very much like a personal secretary, and with over 25 years of similar experience and 5 years working virtually for clients I have seen a lot of ways clients have found to use a VA’s services. I have put in bold the ones our clients currently or most often use through my Virtual Assisting business at Interlocked Solutions (http://www.interlockedsolutions.com)

1.      Virtual Assistants can pay your bills

  • You scan, mail, fax, e-mail, or if you are already comfortable with your VA enough to give them access to your online accounts provide logins to the services or businesses you want the VA to take care of.
  • VA can setup and manage auto bill pay
  • VA can prep payments, enter into software (such as QuickBooks), and provide for your review
  • VA can pay bills directly or send back to you for signature and mailing

2.      Virtual Assistants can track accounts payable and receivable

  • VA can enter details provided into tracking software (such as QuickBooks), but unless your VA is a CPA etc. they can not provide financial advice.

3.      Virtual Assistants can handle billing for you

  • VA can prepare and send invoices from your time tracking software or from your specifics given on a case by case basis. If you don’t have cloud time tracking VA’s can set that up as well.
  • Virtual Assistants can enter deposits and depending on your personal arrangement with your VA can potentially make deposits
  • VA’s can prepare end of month “budget” reports.

4.      Virtual Assistants can handle repetitive billing (such as dues you owe or are owed).

  • Very much like #3, but instead of being a one off circumstance this will free up more time because these tasks are repetitious and eat time every week, month, year, etc.
  • VA’s can prepare invoices, mail them, receive payments and deposit them to proper accounts, record transactions in software, and provide reports for review.
  • Depending on the circumstance, VA can even limit or provide access if you are a service being paid dues/subscriptions.

5.      Virtual Assistants can be used for collections

  • VA’s can work on your behalf on the time devouring task of collections on past due accounts via mail, email, telephone.
  • An important factor to remember on this one is that since the account is past due, this is likely going to be a long winded process, so while it frees up time (and quite possibly a lot of it) don’t expect instant results on these type of tasks.

6.      Virtual Assistants can reconcile accounts

  • Unless you have a VA that is a licensed CPA or similar, as mentioned before they cannot give financial advice, but they can take your faxed/emailed/mailed/or website login and reconcile accounts to make sure everything is operating as smoothly as possible.

When deciding the best use for your Virtual Assistant when it is time to have one, make sure that you work inside your comfort zone and build a relationship so you and the assistant can know what to expect. When you are ready, the sky is the limit, and if you need something the assistant cannot do, don’t forget to use your assistant to find someone who can (such as a CPA or other professional.)

Log of articles in the series:

6 Ways To Use A VA For Bookkeeping (this article)

5 Ways to Use Your VA – Data Management/Processing

Other articles by this author