Geoff CuddHiring a virtual assistant for bookkeeping typically costs between $600 and $2,500 per month, depending on their location, experience level, and familiarity with accounting software like QuickBooks, Xero, and Excel.
If you’re behind on reconciling accounts, tracking expenses, or sending invoices, a skilled VA can help you catch up and stay organized, without hiring a full-time accountant.
This guide breaks down pricing by region and experience level so you can decide what’s worth outsourcing and when.
Hire a Full-Time Bookkeeping Assistant
From Just $900/month
- Keeps your books accurate and audit-ready
- Tracks expenses, reconciles, and reports
- Skilled in QuickBooks, Xero, and Excel
- Sets up clean books or fixes messy ones
Table of Contents
- Hire a Full-Time Bookkeeping Assistant
- Average Bookkeeping Virtual Assistant Rates by Region
- Skill-Based Pricing Tiers for Bookkeeping Vas
- What Impacts the Cost of a Bookkeeping VA?
- When Does It Make Sense to Hire a Bookkeeping Virtual Assistant?
- What You Can Get at Different Price Points
- How a Bookkeeping VA Saves You Money (and Stress)
- How to Get the Most Out of a Bookkeeping Virtual Assistant
- Example: $1,200/Month VA Who Cleaned Up a Year's Worth of Books
- Virtual Assistant vs. Freelancer vs. Accountant: Cost Comparison
- Final Thoughts: What Should You Really Pay a Bookkeeping Virtual Assistant?
- Hire a Full-Time Bookkeeping Assistant
- Frequently Asked Questions
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Average Bookkeeping Virtual Assistant Rates by Region
Region | Hourly Rate | Monthly Rate (Full-Time) |
|---|---|---|
| Philippines | ||
| Latin America | ||
| Eastern Europe | ||
| U.S. / Canada / U.K. |
VAs from the Philippines or Latin America often offer the best value for bookkeeping tasks like transaction categorization, monthly reconciliation, invoicing, and reporting.
Skill-Based Pricing Tiers for Bookkeeping Vas
Tier | Hourly Rate | Monthly Rate | Skills & Capabilities | Best For |
|---|---|---|---|---|
| Entry-Level | Data entry, categorisation, receipt tracking | Freelancers or solopreneurs | ||
| Mid-Level | QuickBooks/Xero, reconciliation, invoicing | Growing small businesses | ||
| Advanced | Financial reporting, cleanup, SOPs, audit readiness | Multi-entity or agency setups |
What Impacts the Cost of a Bookkeeping VA?
Tool Proficiency
VAs with experience in tools like QuickBooks, Xero, Gusto, or Excel tend to command higher rates.
Experience with Cleanup Work
If your books are a mess, you'll need someone with prior experience fixing and organizing accounts.
Reporting Skills
A VA who can generate monthly P&L, cash flow reports, and budgets provides added value.
Time Zone Availability
Needing overlap with your hours may raise the cost, especially for real-time support.
Tax Prep & Contractor Tracking
VAs who track 1099s or organize reports for CPAs can save you money come tax season.
When Does It Make Sense to Hire a Bookkeeping Virtual Assistant?
You're ready if:
- You spend more than 5 hours a week on financial admin
- Your invoicing or reconciliation is falling behind
- You have trouble preparing reports for your accountant
- You want to outsource bookkeeping without hiring full-time staff
What You Can Get at Different Price Points
Budget Range | Typical Output Per Month |
|---|---|
| $600–$900 | Weekly categorisation, reconciliation, invoice generation |
| $1,000–$1,800 | Monthly reports, payment follow-ups, 1099 prep, cleanup tasks |
| $2,000+ | Full-cycle bookkeeping, SOPs, multi-entity reporting |
💡 Pro Tip: Accurate books save you time, money, and stress, especially during tax season. A bookkeeping virtual assistant keeps you ahead of deadlines and out of trouble.
How a Bookkeeping VA Saves You Money (and Stress)
- No more late-night reconciliations
- Fewer invoicing errors and missed payments
- Better cash flow visibility and forecasting
- Cleaner records for your accountant or CPA
- Peace of mind come tax time
Activity or Expense | Monthly Cost Without VA | How a VA Saves You Money |
|---|---|---|
| Manual Bookkeeping (10 hrs) | $1,000+ in lost productivity | ✅ Done for under $1,500/month |
| Hiring an Accountant | $100–$250/hr | ✅ VA handles prep work at a lower hourly rate |
| Missed Invoices or Payments | Lost revenue, cash flow gaps | ✅ VAs ensure timely tracking and follow-up |
How to Get the Most Out of a Bookkeeping Virtual Assistant
- Share your current process or pain points
- Give sample reports or spreadsheets they’ll be working with
- Start small (like invoicing or reconciliation) and scale up
- Set weekly or monthly reporting expectations
- Use Looms or docs to explain your systems and accounts
Example: $1,200/Month VA Who Cleaned Up a Year's Worth of Books
A marketing agency hired a Filipino VA to catch up on over 12 months of uncategorised transactions and outdated invoices.
Within 30 days:
- All accounts reconciled and balanced in QuickBooks
- 60+ overdue invoices followed up with clear tracking
- Monthly P&L and cash flow reports delivered on time
- New SOP documented to maintain clean books moving forward
Now the business owner reviews a monthly dashboard in 10 minutes, instead of spending hours playing catch-up.
Virtual Assistant vs. Freelancer vs. Accountant: Cost Comparison
Option | Monthly Cost | Output | Pros | Cons |
|---|---|---|---|---|
| Bookkeeping VA | $700–$2,000 | Ongoing financial admin | Affordable, consistent help | Needs onboarding and review |
| Freelancer | $1,000–$3,000+ | One-off cleanup/reports | Easy for short-term projects | Less reliable long-term |
| Accountant / CPA | $3,000+/month | Tax prep, audits | Deep expertise | Higher cost, doesn’t handle admin |
Final Thoughts: What Should You Really Pay a Bookkeeping Virtual Assistant?
Most small businesses see the best ROI hiring a bookkeeping VA in the $1,000 to $1,800/month range.
At that level, you get:
- Weekly reconciliations and categorisation
- Monthly reports you can actually use
- Organized records ready for tax season
- Clean books and more time to focus on growth
Compared to hiring in-house or relying on an accountant for everything, a bookkeeping VA helps you stay current without overspending.
Hire a Full-Time Bookkeeping Assistant
From Just $900/month
- Keeps your books accurate and audit-ready
- Tracks expenses, reconciles, and reports
- Skilled in QuickBooks, Xero, and Excel
- Sets up clean books or fixes messy ones
Frequently Asked Questions
How much does a bookkeeping virtual assistant cost?
Typically between $7 and $25/hour, or $700 to $2,500/month full time.
Do they need to be a CPA?
No. Most bookkeeping VAs are not licensed accountants, but they are trained in QuickBooks, Xero, and standard bookkeeping practices.
Can they help with taxes?
They don’t file taxes, but they can organise everything your CPA needs—including 1099s, summaries, and clean records.
Can I hire one part-time?
Yes. Many businesses hire VAs for 10–20 hours/week for ongoing tasks.
Is it safe to share my financial data?
Yes, if you use secure access tools like LastPass, Google Workspace permissions, and QuickBooks user roles.
What’s the difference between a VA and an accountant?
An accountant handles tax strategy and filings. A VA handles daily and monthly bookkeeping tasks at a much lower cost.
