How Does a Virtual Bookkeeper Work?
A virtual bookkeeper performs the same essential bookkeeping tasks as an in-house employee – but does it remotely using secure cloud-based tools. From categorizing expenses to generating monthly reports, a virtual bookkeeper helps small businesses stay organized, accurate, and prepared for tax season without the need to hire full time.
If you are new to the idea of remote financial help, here is a step-by-step look at how it works.
Step by Step: How Virtual Bookkeeping Works
- Secure Account Setup
After signing up, you securely connect your bank and credit card accounts using read-only access. Some services also allow you to upload statements manually. - Bookkeeper Review
A professional bookkeeper reviews your accounts, checks for gaps or backlogs, and begins categorizing transactions. - Ongoing Monthly Bookkeeping
Each month, your bookkeeper records income and expenses, reconciles accounts, and prepares standard financial reports. - Catch-Up Services if Needed
If you are behind, many services include catch-up bookkeeping to get your records current. - Monthly Reporting
You receive a clean profit and loss statement, balance sheet, and cash flow report every month. - CPA-Ready at Year End
All records are formatted and organized to be shared directly with your tax preparer or CPA — no cleanup required. - Communication and Support
You can reach your virtual bookkeeper via email, phone, or secure portal. Some offer monthly review calls or shared dashboards.
What Does a Virtual Bookkeeper Handle?
- Recording transactions
- Reconciling bank and credit card accounts
- Tracking A/P and A/R
- Categorizing expenses correctly
- Creating monthly financial statements
- Sales tax tracking (if applicable)
- Organizing year-end data for your accountant
What Do You Need to Do?
Very little. Most clients only need to:
- Connect their accounts
- Answer an occasional question
- Upload one-off receipts or documents if requested
Everything else is handled by the bookkeeper.
Test Case Example
A real estate agent had never used a bookkeeper before and had three years of disorganized bank statements. After signing up with RemoteBooksOnline, their virtual bookkeeper handled full catch-up work, set up a proper chart of accounts, and now sends clean monthly reports. The agent now focuses fully on clients without worrying about tax prep.
Benefits of Virtual Bookkeeping
- No employee management or payroll
- Affordable flat monthly pricing
- Access to experts without overhead
- Easy to scale with business growth
- Secure and cloud based
- Always tax ready
FAQs
Do I need special software?
No. The bookkeeper uses QuickBooks Online or similar software and manages the backend for you.
What if I’m behind on my books?
Most services offer full catch-up bookkeeping, even for multiple years.
How do I communicate with my bookkeeper?
Most offer email, phone, portal messaging, and some include monthly calls.
Will I still control my finances?
Yes. You have full access to your reports, data, and books – the virtual bookkeeper just handles the work.
Final Thoughts
Virtual bookkeepers work quietly in the background, keeping your finances organized and your reports clean. The process is simple, secure, and designed to free up your time so you can focus on what matters most – running your business. Whether you need catch-up help or ongoing support, a virtual bookkeeper can make a big difference.
Start your free month of professional virtual bookkeeping with RemoteBooksOnline today.
Want to know what virtual bookkeepers handle? This virtual bookkeeping services guide outlines everything from transaction management to monthly reporting.
Discover the advantages of virtual bookkeeping-our guide to virtual bookkeeping services highlights top benefits like cost savings, expert support, real-time reporting, and scalable solutions.
Looking to streamline your finances? Check out our online accounting & bookkeeping services guide to see how digital tools and remote expertise simplify everything from data entry to financial reporting.
