I’ve been asked about virtual assistants many times.
- “Ryan, how do you use VAs?”
- “What tasks do you give them?”
- “Should I hire a generalist or a specialist?”
The truth?
I’ve screwed up VA hiring more times than I’d like to admit.
But over several years of building the Future Firm team, I’ve learned what actually works.
And now, virtual assistants in the company can handle:
- Content creation (blog posts, member resources, newsletters)
- Customer support for our Future Firm Accelerate members
- Technology troubleshooting on our platform
- Social media management
- Administrative work that used to consume my entire day
Without this support, Future Firm wouldn’t exist in its current form.
For your firm, finding the right accounting virtual assistant can transform how you operate.
And if you’re considering adding VAs to your firm, there are some things you need to know before you start.
Let’s begin.
What Is a Virtual Assistant for Certified Public Accountants?
A virtual assistant (VA) provides administrative tasks and various services remotely.
They are also known as a remote personal assistant that is often used by small business owners to offload tasks that take up too much time.
In my previous firm, I never had a VA to help me out, but I would definitely hire one had I known about the benefits they bring and what they could do.
Virtual assistant services help solve problems that traditional hiring can’t.
In my opinion, every firm owner needs at least 1 remote assistant to take some recurring and time-consuming tasks off their plate.
Right now in Future Firm, I have 4 VAs on the team and each of them is handling different duties, but they are very diverse in what they can handle.
Why You Should Consider Hiring a Virtual Assistant
My first VA hire was a disaster.
I hired a generalist who could do everything “OK” but nothing great.
The quality wasn’t there, so I stayed involved in all the work anyway.
The error was on me — I’d hired the wrong person.
But after that, I took a different approach.
I hired 2 VAs at once, trained them simultaneously, and let their natural strengths emerge.
That’s when I realized what I’d been missing.
When you hire the right VAs and deploy them properly, they bring real advantages to your firm:
1) They’re Flexible
VAs are flexible and willing to work outside of typical business hours to fit your schedule, which can be particularly helpful if you have clients or customers in different time zones.
Personally, I don’t want people working hours that they don’t want to be working, but that option does exist.
Virtual bookkeepers also offer on-demand services, allowing companies to scale up or down as needed, which is cost-effective and avoids full-time commitments.
They use advanced digital tools for seamless collaboration and can easily integrate into existing systems.
This flexibility makes any virtual bookkeeper a valuable asset for businesses seeking adaptable financial management.
2) They’re Affordable
You can find VAs from all over the world with most of them charging lower rates than ones who are based in North America or Europe.
I have a preference for VAs in the Philippines.
They are a cost-effective solution for businesses looking to streamline their financial management. By working remotely, they eliminate the expenses associated with physical office space and equipment.
Their on-demand services mean you only pay for what you need, avoiding the commitment of full-time salaries or long-term contracts.
These professionals also leverage digital tools and cloud-based accounting software to work efficiently, saving time and effort.
3) They Can Handle Most Tasks
As long as you provide clear instructions, a skilled VA can handle various tasks such as bookkeeping, appointment scheduling, or even complex administrative duties.
A virtual assistant for bookkeeping is highly versatile and can adeptly handle a wide range of tasks within the accounting and financial realm.
These tasks encompass, but are not limited to:
- Data entry
- Tracking expenses
- Invoice management
- Financial reporting
- Payroll processing
- Provide support for tax preparation
These tasks encompass but are not limited to, data entry, expense tracking, invoice management, financial reporting, payroll processing, and even tax preparation.
With a virtual bookkeeping assistant, CPAs can significantly enhance their operational efficiency and accuracy, while also maintaining the flexibility to focus on strategic planning and offering more personalized services to their clients.
4) They Free Up Your Time
Achieving a better work-life balance involves delegating the stuff that drains your time and energy without adding real value.
Unfortunately, too many CPAs and firm owners have a whole host of tasks they’re handling that are eating up their precious time.
Too many CPAs and firm owners have a whole host of tasks they’re handling that are eating up their precious time.
A virtual accounting assistant saves you time by automating routine financial tasks like data entry and invoice processing.
By delegating the tasks that you don’t have time for, they can help you free up your time so that you can focus on revenue-generating activities.
How Can Virtual Assistants Help in Accounting Firms?
When I was running everything solo here at Future Firm, I’d spend hours each week on tasks like:
- Formatting newsletters
- Troubleshooting tech issues on our platform
- Responding to member support emails
- Creating blog content
- Managing our social media accounts
These routine tasks were important, but they didn’t need me specifically.
They were eating up time I should’ve been spending on coaching members or developing new training.
Now?
My VAs handle all of that.
One manages our content creation and member resources.
Another handles customer support and platform troubleshooting.
I also have people who do administrative support that used to consume my entire day.
The result:
I get to focus on the high-value work only I can do.
For accounting firms, a VA can take on various accounting tasks like:
- Handling administrative tasks
- Preparing financial statements
- Digital marketing and data entry
- Processing and tracking financial transactions
- Email and client support
- Researching potential clients or leads
- Basic bookkeeping tasks
- Scheduling meetings
- Answering phone calls
- Keeping financial records accurate and up-to-date
- Managing social media accounts
- Marketing tasks
- Send invoices
- Payroll management
- Maintaining financial data
…and more.
This frees up time for acquiring new clients and focusing on strategy.
They are also well-equipped to use the latest cloud accounting software.
Hiring a VA can save a lot of time in the long run.
Virtual assistants for CPAs can also handle invoicing and billing, oversee deadlines, and are capable of creating documents and spreadsheets.
You can pretty much offload a lot of your daily tasks as long as you are able to hire and train them according to company standards.
How to Find Virtual Assistants for Your CPA Firm
Now that we know what VAs can do and how they can help CPAs, it’s time to find a virtual assistant for your firm.
There are many websites that connect businesses with virtual assistants and here are a few of them:
- You can use the services on sites like the following:
TeamUp (affiliate link)
- You can search for VAs on social media platforms like LinkedIn and Facebook
- You can also ask for referrals from other CPAs who have already hired VAs
To ensure you find the best candidate, thoroughly vet potential hires by checking references, administering an assessment test, and conducting a virtual interview.
On websites like Upwork, you can filter for experienced professionals or novice VAs.
Keep in mind that experienced CPA VAs may have additional skills, such as tax preparation, but may charge a higher rate.
Before beginning the hiring process, make a list of the qualities you want in a virtual assistant.
It could be the following:
Excellent Written and Verbal Communication Skills
When hiring a virtual assistant overseas, it’s important to find someone who can effectively communicate with you and understand instructions for both simple and complex tasks.
Detail-Oriented
You want a virtual assistant who is detail-oriented in order to ensure quality work for your business.
Someone who gives each project their full attention and quick when it comes to catching errors.
Strong Organizational Skills and Ability to Multitask
People with this skill effectively manage their time and energy in order to complete tasks. Spending their time and resources in an efficient manner indicates that they value their work.
Resourcefulness
This is one of the essential qualities to look for when hiring your first VA.
Accounting firm owners are always pressed for time, especially during the busy season, so it’s best to have someone to find accurate solutions for you.
Knowing how to perform hard tasks and find ways to solve a problem is always valued by employers.
Tech-Savviness
A virtual assistant for a CPA firm should be proficient in using accounting software or project management software, as well as other relevant technology.
This includes having the necessary skills and knowledge to use modern gadgets and apps.
Over to You
With the right virtual assistant on your team, you can grow your firm without breaking the bank.
And because they can take on various types of tasks, you can forget about laborious tasks and concentrate on things that matter the most.
Virtual accountants offer substantial benefits for your business. They’re cost-effective, as you can avoid full-time hires and access talent globally.
Their expertise in digital tools and accounting software improves efficiency and accuracy.
They handle various tasks, from data entry to tax preparation, and easily integrate with your existing processes, ultimately enhancing your financial management and helping your business thrive.
And with their help, you can focus on work that grows your work and stay ahead in a competitive market.
If you’re thinking of hiring one in the future, be sure to check out the websites above.
With a little bit of searching, you’re sure to find the perfect fit for your firm.
Do you have a virtual assistant? How has your experience been?
Let me know in the comments below!
