Hire an Accounting Virtual Assistant

Client document collection and follow-up

The missing brokerage statement, the unsigned engagement letter, the K-1 that arrives in September. Your assistant owns the follow-up list, works it every day, escalates only what needs a partner, and logs everything so nobody wonders what's outstanding. Preparers prepare; someone else does the reminding.

Document intake, sorted and filed right

Files arrive by portal, email, text, and occasionally on paper. Each one gets renamed to your convention, filed to the right client and year, split into the schedules it contains, and flagged against the checklist of what's still missing. A return that starts from a complete, organized file finishes faster, every time.

Workflow and deadline tracking

Tools such as Karbon, Canopy, TaxDome, and other accounting workflow platforms are only useful if someone keeps them current. Your assistant moves jobs between stages, updates due dates, catches the return sitting in review for nine days, and produces the Monday list of what's at risk. Partners get visibility without doing the upkeep themselves.

Client onboarding, run as a checklist

Engagement letter sent, signed, and filed. Prior-year returns requested. Portal access created. Organizer delivered. Payment details collected. It's the same sequence every time, which is exactly why it shouldn't wait for whoever has a free hour. If the data entry side is the bottleneck, there's a dedicated data entry role too.

Billing and receivables follow-up

Invoices prepared from time entries, sent on schedule, and followed up before they age past sixty days. Firms are often slow to collect their own fees because the people closest to the work are usually focused on client service, not collections. Full-charge bookkeeping is a different role: that's bookkeeping support. And because assistants handle client financial data, it's worth reading how one company scaled remote staff without compromising security.