5 Reasons to Hire a QuickBooks Virtual Assistant & 10 Tasks To Give Them

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quickbooks virtual assistant

So you’ve chosen QuickBooks among some of the most recommended accounting and bookkeeping software out there. While this is certainly a good choice, a lot of work can go into connecting to this platform. A QuickBooks virtual assistant can definitely take a load off your shoulders. 

In this article, we will be discussing:

  • What Is a QuickBooks Virtual Assistant (VA)?
  • 5 Reasons to Hire a QuickBooks VA
  • 10 Tasks to Assign to a QuickBooks Virtual Assistant
  • How Much Does a QuickBooks Virtual Assistant Cost?
  • Where Can You Hire a QuickBooks Virtual Assistant Online?
  • How Do I Know If I Can Trust a QuickBooks VA w/ My Financials?

What Is a Quickbooks Virtual Assistant (VA)?

A QuickBooks virtual assistant is someone that has a working knowledge of the QuickBooks software. This person will most likely be a bookkeeper or an accountant who knows the platform inside and out and is well-versed in all the services that QuickBooks offers. 

5 Reasons to Hire a Quickbooks VA

1. Saves Time

There’s a lot that can go into setting up bookkeeping software. When you consider everything from getting all your accounts connected to navigating the dashboard, filling in the right fields, learning and selecting the right options, and in general figuring out how you can get the most out of your subscription tier, you’re already potentially spending hours. Those hours could be better spent on other more important things. 

Hiring a QuickBooks VA means hiring someone who has already spent those hours learning all about how this software works. They’ve been through the process so many times that they can get you set up in no time. 

2. Saves Money 

Time is money. By getting you set up quickly, they can get you started quickly. The earlier you can get a view of your financial health, the earlier you can get valuable information on your business, and the sooner you can make money-saving decisions. 

Additionally, outsourcing to a VA is less costly and also takes less time than training an in-house worker. 

3. Frees Up Your Time and Team 

One of the most popular reasons to outsource is the fact that it can free up your resources from lesser core functions and lets you focus on business growth. By hiring someone you can trust to keep an eye on accounts and books and make sure they are up to date, you can fully concentrate on product development, marketing, customer relations, and other important key areas of business. 

4. Increases Productivity

As a business owner, you can’t be dragged away from other areas of business where you are more needed. Don’t let your engine get cold because you’re too busy dealing with busywork. No need to slow down operations because you need to run reports, review transactions, or because tax season is rolling around and you need to consolidate paperwork. An accounting and bookkeeping QuickBooks VA can help you take care of that. Let them manage their area of expertise, and you, yours.  

Sure, you will have to take some time to get your VA up to speed, but in the long run, that’s a worthwhile exchange if it means you can get back in the driver’s seat and back on track. 

5. Increased Profitability/Enables Better Business Moves

Naturally, when you can focus on what you do best, you can improve what made your business successful in the first place. When you pair that with a capable VA keeping your books in order, running reports for you, and providing you with crucial insights, you can make wiser business decisions. When you know where to allocate your budget, lessen unnecessary spending in certain areas, and save money,  you are better positioned to scale your business efforts and increase your profit margins.

10 Tasks to Assign to a Quickbooks Virtual Assistant

There are a lot of tasks you can outsource to a virtual assistant. Here are 10 that a QuickBooks VA is most likely familiar with. 

Setting Up Your Account – This includes connecting your cards and banks to QuickBooks and integrating your old books into the new software from other places like Excel. 

Data Entry – This includes filling out necessary fields within the software about company information, inputting manual bookkeeping data into the software, etc.  

Reviewing Transactions – QuickBooks can automatically reconcile transactions, but some need to be categorized manually. 

Creating and Sending Invoices – Bill customers on time and get paid on time. Customize invoices for each customer. 

Creating and Running Reports – Set up regular reporting and customize reports to fit the needs of the business. 

Set Up Payment Schedules – They can fill out the fields for recurring billing and set non-regular payment schedules for you. 

Following Up With Customers – If customers have missed payments, your QuickBooks virtual assistant can send follow-up emails. 

Bookkeeping – Your VA can track transactions and manage your books for you. 

Interpreting Financial Statements – Your bookkeeping VA can help you make sense of the numbers and assist you in making financial decisions based on reports. 

Tax prep and filing – Some virtual assistants can help you with compiling your documents and getting them ready for submission.  

How Much Does a Quickbooks Virtual Assistant Cost?

quickbooks virtual assistant

There are a few factors that go into calculating the cost of a QuickBooks virtual assistant. You need to account for the fact that they are offering specialized knowledge. Also, if you want them to also handle your bookkeeping for you, that will cost a lot more – at least a few hundred dollars a month. 

In general, the hourly rate of a virtual assistant in the U.S. is between $15 and $22. 

In the Philippines, you can probably find a VA for around $10-$12/hr. One factor that influences this number is the lower cost of living in the Philippines. 

Where Can You Hire a Quickbooks Virtual Assistant Online?

quickbooks virtual assistant

1. Upwork 

Upwork, “the world’s work marketplace” is one of the most popular and easy-to-use marketplaces out there for finding freelancers. They have three methods of finding the skills you’re looking for, namely the Project Catalog™, Talent Marketplace™, and Talent Scout™. 

2. FreeUp

FreeUp is another freelancer marketplace that offers a wide range of talent categories. Their hiring and vetting practices ensure you only get the top candidates for the job. Their “No Turnover Guarantee”  ensures you are protected even in the event the freelancer quits unexpectedly. 

3. Fiverr

As the name suggests, Fiverr is a great place to hire at any price point starting at $5. This makes it a very flexible option. Fiverr Pro is the site version that allows you access to qualified, verified, and pre-vetted freelancers. 

4. 24/7 Virtual Assistants 

They are a US-based virtual assistant business that offers services from web design to admin work and bookkeeping. Their services are cost-effective; their personnel are skilled, and they are available round the clock to help you.  

5. Zirtual

Zirtual is a team of virtual assistants that can help you manage different everyday tasks from social media management to bookkeeping. Their VA matching process entails getting to know your business and pairing you up with a person that’s the best fit for your needs. 

How Do I Know If I Can Trust a Quickbooks VA w/ My Financials?

Some people are already hesitant about outsourcing, this skepticism can get worse when finances get involved. The most common fears involve account security and security of data within QuickBooks and out. How can you be so sure the VA you hire won’t take your financial data and use it to compromise or hack other accounts? Well, fear not, because two things can prevent that from happening. 

First, QuickBooks itself has safeguards to restrict access to certain users from seeing or changing certain information. 

Second, reputable freelance marketplaces have in-depth vetting processes that ensure candidates are screened appropriately. Some of these sites also have data security guarantees. 

What Is Outsource School?

outsource school

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 


It can be tempting to try and do all of it yourself to stay involved in all areas of business. You may also think that you can save a quick buck by refusing to delegate. However, a QuickBooks VA has several benefits that we hope has you reconsidering outsourcing this work so you can grow your business. 

Want help outsourcing & hiring virtual assistants? We make it easy! Learn More, Speak w/ an Expert, or Request a Callback



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