Summary
This is the perfect guide for certified public accountant to find help with their everyday tasks through virtual assistants. From what it is to, why they are necessary, and how to hire one, we discuss everything in one place.
An extensive study by CABA shows that about 56% accountants deal with burnout at workplace. Surprisingly it’s not even the technical work that’s causing these. It’s usually everything else around the technical work that clogs their schedule. Such as endless emails, client follow-ups, reconciliations, onboarding tasks, and the “quick fixes” that never stay quick.
That’s where virtual assistants have become game-changers for accounting firms. These remote professionals handle everything from data entry to client scheduling, freeing CPAs to focus on strategic financial advisory rather than drowning in administrative tasks.
This guide will cover what an accounting virtual assistant does, the benefits they bring, and the essential skills needed to succeed. It also shared actionable steps for both CPAs looking to hire and VAs looking to specialize. So, if you are a Certified Public Accountant indecisive about whether to hire a VA or not, this is perfect for you.
What is a Virtual Assistant for CPAs?
A virtual assistant tailored for CPAs can be a total game-changer. Basically, it’s a remote pro who jumps in with specialized admin help, tech-savvy, and even some entry-level accounting chops for individual Certified Public Accountants or whole firms.
VAs really get the ins and outs of the finance game. Such as those nail-biting tax deadlines, why data privacy is non-negotiable, and the everyday rhythms of an accounting setup. They are the perfect add-on to your team, pitching in on stuff from getting new clients up to speed to wrangling accounting programs.
Why Do CPAs Need Virtual Assistants?
Being a CPA these days is no joke. We’re all caught in this endless loop of tight deadlines, more clients than we can count, and a mountain of admin work. That’s exactly where a virtual assistant steps in and makes all the difference. Here’s how they do it –
- Time Saving and Task Delegation: Buried in routine stuff can easily eat up your days. So, instead of doing those yourself, simply pass them on to a VA to save up some time.
- Cost-Effective Staffing: Bringing on a full-time in-house hire? That’s salaries, benefits, desk space, and all the gear adds up fast. But with an affordable virtual assistant tailored for accounting pros, you’re only paying for the hours that count. No extras, just pure savings on overhead that let you run leaner.
- Improved Client Service: When VAs manage follow-ups and communication, clients get faster responses. No more waiting days for a callback about a simple question. This responsiveness builds trust and keeps clients satisfied.
- Scalable Workflows: These remote pros are pros at cloud tools and streamlining workflows from afar. They make sure your firm is getting the most out of the latest accounting software, so you’re not just keeping up, you’re ahead of the game.
- Leveraging Technology for Greater Productivity: Virtual assistants are adept at utilizing cloud-based platforms and optimizing remote processes. They help ensure your firm maximizes the capabilities of contemporary accounting software, allowing you to operate more effectively and stay competitive in an evolving industry.
- Time Zone Advantage & Extended Availability: A great thing about having a virtual assistant is that they can be available at times when you can’t. They can handle admin tasks from a different time zone outside your business hours. It means you can offer client support outside your working hours, leading to more progress.
What Tasks Virtual Assistants Handle for CPAs
A good CPA VA can manage both front-end and back-end operations. The client interactions you’re too busy for and the internal tasks that eat up billable hours. Below is a list of virtual assistant services for CPAs.
- Bookkeeping and Data Entry: We’ve found that a good VA keeps your books in tip-top shape by logging daily transactions and double-checking records for accuracy. They are like having an extra set of eyes to prevent pesky errors from creeping in.
- Accounts Payable and Receivable Tracking: They manage the ins and outs of your finances, paying vendors promptly and chasing down late payments from clients, which smooths out cash flow and cuts down on those nagging worries.
- Tax Preparation Assistance: During crunch time, a VA organizes all those source docs, plugs data into your tax software, and sets up files for your review. Eventually, saving you hours so you can focus on the strategy side.
- Expense Categorization: A virtual assistant sifts through bank statements and receipt dumps to tag everything correctly. So your reports don’t have mystery entries eating away at your profits.
- Client Communication and Scheduling: There’s something so relieving about VAs handling client chats, setting up calls, dispatching invites, and answering quick queries. It syncs everyone up and keeps your schedule from turning into a mess.
- Document Management and Filing: They organize and secure all those files, like client tax forms, internal docs in cloud systems, so everything’s easy to find and protected.
- Report Generation: Creating financial reports, summaries, and dashboards from existing data. These reports help clients understand their financial position without requiring deep accounting expertise to generate.
- Software Management (QuickBooks, Xero, Zoho Books): Whether it’s QuickBooks, Xero, or Zoho Books, they’re in there reconciling accounts, fixing glitches, and keeping data flowing smoothly.
- CRM and Email Management: Keeping your client database fresh and sorting through emails to flag the urgent ones is the VA’s sweet spot. All you have to worry about is being responsive to the emails, and that’s it.
- Follow-ups and Deadline Tracking: We’ve all missed a deadline or two in the chaos, but a VA steps in with polite reminders about missing documents or approvals. They do it while watching key dates like a hawk.
Essential Skills of a Virtual Assistant for CPAs
The best virtual assistants aren’t just super organized; they’ve got this perfect mix of solid accounting basics and the savvy to thrive in a remote setup. If you’re on the hunt to hire one or thinking about stepping into this role yourself, here’s what really stands out as must-haves in our book.
- Accounting and Bookkeeping: Understanding the fundamentals is more than enough to become a virtual assistant for CPAs. Knowledge of debits and credits, how general ledgers work, and how to put together basic financial statements is key. It’s all about speaking the same language as the pros you’re supporting.
- Proficiency in Accounting Software: We’re talking real hands-on experience with the big players like QuickBooks Online, Xero, and similar tools. In this line of work, being able to navigate these platforms without a hitch is absolutely essential.
- Confidentiality and Data Security: Handling sensitive client data is par for the course in accounting, and with all those privacy regs in play, a VA has to be rock-solid on compliance.
- Communication and Management: Clear emails, professional calls, and smooth task handoffs make all the difference when dealing with clients or teaming up with CPAs. It helps out in avoiding mixups and keeps everyone in the loop.
- Time Management and Workflow Organization: Juggling deadlines for multiple clients? A great VA knows how to prioritize, stay on top of tasks, and keep digital workflows neat and efficient—it’s what keeps the chaos at bay.
- Attention to Detail: In accounting, one tiny slip, like a decimal out of place, can snowball into major issues. The best VAs come with that innate precision; it’s not something you can easily teach, and it makes all the difference in maintaining accuracy across the board
How CPAs Can Hire the Right Virtual Assistant?
Snagging the right virtual assistant for your accounting practice isn’t just about throwing up a job ad and crossing your fingers. You have to approach it with strategies and the right techniques. These include –
Clearly Define Job Roles and Responsibilities
Say something like “chase down accounts receivable and send reminders” instead of a vague “assist with books” in your job description for clarity. Get a head start with our guide on questions to ask a virtual assistant before hiring.
Prioritize Accounting and Software Proficiency
This is non-negotiable in our book. Dig into their background with the tools you use every day, like asking for real examples of how they’ve handled similar gigs. A VA who’s already juggled bookkeeping for other CPAs? They’ll hit the ground running.
Interviews and Skill Assessment
Resumes are fine, but they’re just the start. We always throw in a hands-on assessment, like having them sort through a mock expense list or catch mistakes in a dummy ledger. It shows you what they can really do, way better than hypotheticals.
Ensure Communication and Availability
Right from the jump, lay out the basics: time zones, your expected hours, and how quickly you need responses. If mornings are your prime time or you can’t wait for certain tasks, spell it out. Aligning with this keeps things smooth and matches your firm’s flow.
Onboard and Training
No matter how seasoned they are, every VA needs a proper intro to your world. Put together process docs, ease them into the systems, and book weekly touchpoints in those first few weeks. It builds trust and turns what could be a short stint into a reliable partnership that sticks around.
Get a more detailed breakdown of the virtual assistant hiring process with our guide.
Conclusion
The evolution of the Certified Public Accountant’s role demands a change in operational strategy. No longer can a CPA afford to be buried under the burden of administrative and rudimentary bookkeeping tasks. Bringing in a virtual assistant for CPA’s takes that heavy load away and simplifies everything.
However, the real challenge here lies in finding the right person for the job. That’s where Green Feather Technologies comes in handy with their vetted pool of virtual assistants. Give them a try and see for yourself.
FAQs
What is the typical turnaround time for tasks completed by a virtual assistant in a CPA firm?
This varies widely based on the complexity and urgency, but for routine tasks like data entry or expense categorization. In most cases, VAs often aim for a 24- to 48-hour turnaround.
How do virtual assistants integrate with CPA firms’ existing accounting systems?
These days, most accounting tools are all in the cloud, so hooking up remotely is pretty painless. Firms just grant VA the right level of access in systems like QuickBooks or Xero, nothing more than what they actually need. You can keep the teamwork flowing with apps like Slack, email, or even project boards.
How does a CPA firm measure the ROI of hiring a virtual assistant?
Track the hours the CPA or senior staff saves by delegating and compare the cost of the VA to the revenue generated by the now-available senior time.
What’s the best way to find a reliable virtual assistant for a CPA firm?
Right off the bat, look for agencies providing virtual assistant services with an accounting specialty. Most of the time, they have folks who are vetted and come with solid experience in it.
How can CPA firms maintain data security with remote assistants?
On the tech side, insist on VPNs for system access, roll out two-factor authentication, and use solid password tools. Only share the exact data they need, no handing over the whole client vault. For sharing files, stick to secure platforms instead of plain old email. Keep things sharp with regular audits and quick training on best practices.
