Bookkeeping Virtual Assistant
Outsource the reconciling and receipt chasing while keeping the final say.
Inside your software
Your VA works in Xero, MYOB or QuickBooks. They use the platform you already run and report to you or your accountant.
BAS-ready records
Your VA prepares BAS and IAS working papers for your review. Records stay organised to support your GST and PAYG lodgements.
Month-end support
Your VA reconciles finances and resolves discrepancies., draft profit and loss, balance sheet and cash flow reports.
Dedicated Bookkeeping Virtual Assistants for Australian Practices and Businesses
Get your evenings back with a bookkeeping virtual assistant to do the account reconciliations and invoices for you.
A bookkeeping virtual assistant is a remote team member who handles the repeatable parts of your bookkeeping.
They code transactions, reconcile bank feeds, process bills and invoices, and keep your records BAS-ready in Xero, MYOB or QuickBooks.
Every hour spent chasing a missing receipt is an hour your client’s files fall further behind. But with a virtual bookkeeper assistant, you can take control of your backlogs. You submit reports on time, and your BAS is finally on time. Now imagine this across your full client list. Nice right?
What this gets you:
- A dedicated assistant who learns each client’s chart of accounts, bank rules and coding habits before working on a live file
- Bank feeds reconciled on schedule, making month-end duties less frantic.
- Missing receipts and coding questions followed up on before the BAS deadline, rather than on the same day
- BAS-ready records that are sent to your registered agent clean and on time
- Take on new clients without the need to increase your headcount.
What Your Virtual Assistant Bookkeeper Can Handle
Books follow a rhythm, regardless of who owns them.
Your bookkeeping VA maintains that rhythm, from the weekly reconciliation to the EOFY handover. No detailed instructions required.
Every week
- Codes bank and credit card transactions and applies each client’s bank rules
- Reconciles feeds and clears suspense items before they age
- Captures and matches supplier bills, then prepares payment batches for your approval
- Chases missing receipts and unanswered coding queries. No more sending the third “friendly reminder” yourself.
Every pay run
- Enters hours and prepares the pay run for your approval
- Checks super payment timing against current ATO rules
- Keeps employee records and leave balances tidy
Every month
- Reconciles credit cards, loans and clearing accounts
- Prepares a reconciliation pack and flags anything that needs a decision
- Drafts management reports from clean, reconciled data. No more discovering that a bank feed dropped out three weeks ago.
Every BAS quarter
- Reconciles GST and PAYG withholding accounts and stages workpapers for your agent
- Chases missing documents before the deadline instead of on the day
- Hands over BAS-ready records. Your agent reviews and lodges.
Every year
- Prepares payroll records for STP finalisation so your review is quick
- Books year-end accruals, prepayments and adjustments for your review
- Assembles the accountant handover file with reconciled accounts, supporting documents and open queries
- Runs the tax time document chase so year-end is a handover, not a hunt
Every new client
- Sets up the ledger with bank feeds, a reviewed chart of accounts and bank rules
- Cleans up historical coding and clears old suspense balances
- Builds a document capture routine so receipts arrive without a fight
As a finance manager, you can delegate weekly reconciliations and bill processing to a VA that’s well-versed in the Australian finance sector. Whether you require assistance with reports, preparing BAS workpapers, or EOFY accounting, you’ll have a VA who can keep up with the demands of your industry.
Virtual Assistant Bookkeeping Services We Offer
Each service below can run solo or as part of a full bookkeeping handover. You call the shots.
Payroll support
Leave it to VAs to enter hours, prepare pay runs and check super payment timing against current ATO rules. You or your registered agent will only have to approve the pay run and lodge it. This way, employee records stay accurate between pay cycles, and you have one less thing to worry about.
Bills and accounts payable
Supplier bills get captured, matched and filed as they arrive. Bookkeeper VAs prepare payment batches and hand them over for approval. All you have to do is release the payments. This way, the bill queue never grows into a Friday afternoon problem.
Invoicing and debtor follow-up
Your invoices go out on your schedule, any overdue accounts get a polite and consistent nudge, and you get an aged debtors view you can act on. Your VAs will provide cash flow improvement support without you sending the reminder yourself.
Transaction coding and reconciliation
Your VA works inside each client's Xero, MYOB or QuickBooks file and codes transactions to the right account charts. They apply your bank rules, clear suspense items, and flag anything unusual for your review. All in all, the feeds stay current, so nothing sits unreconciled until quarter end.
BAS-ready records and workpapers
Virtual Assistants can reconcile GST and PAYG withholding accounts and prepare all paperwork well before the deadline. Expect your registered agent to receive clean (and timely) records to review and lodge at their convenience. In a nutshell, your VAs handle the preparation, and your agent handles the sign-off.
Client onboarding, clean-ups and month-end packs
Your VAs prepare ledgers with connected bank feeds for new clients, a reviewed chart of accounts, and cleared balances. Receipts and invoices? They’re processed and filed according to your naming conventions. Each month, you get a reconciliation pack and a draft management report on time.
Need more than one bookkeeping virtual assistant for your firm? We can build a small team split across processing, payroll support and client onboarding. Just let us know your requirements.
Why Australian Bookkeepers & Firms Choose We Do VAs
There’s more to our bookkeeper VAs than just numbers and reports. We Do Virtual Assistants ensure you’re successfully supported from start to finish. Actually, that’s what we aim for.
One VA who learns every client file
Your VA learns each client’s chart of accounts, bank rules and naming conventions once. Then they keep applying them. You never have to re-brief ever again.
Room to say yes to new clients
Never turn away clients because of full capacity again. Your VAs lift the load so you can take those clients on. Then scale hours as your clients grow.
Flexible Capacity in BAS and EOFY
Add hours when deadlines pile up, or reduce them when things calm down. Avoid paying for overtime, temporary workers, or, worse, panic.
Backlog first, then steady state
Behind on reconciliations? Your virtual assistant bookkeeper can help clear backlogs and keep the feeds current so all reports are up to date.
Hire a Bookkeeping Virtual Assistant in Five Steps with WeDoVAs
- Talk to our Success Manager: Begin by discussing your current backlog, including unreconciled feeds, unpaid bills, missing receipts, or a BAS quarter that is approaching. Don’t forget to mention which accounting software you use and the volume of work you handle.
- We find your VA: You will be matched with a bookkeeping virtual assistant who is already familiar with your accounting software, whether it is Xero, MYOB, or QuickBooks. They will also be trained in GST coding, bank rules, and suspense accounts before working with your files. Our goal is to pair you with an assistant who aligns with your bookkeeping methods.
- Set up in your systems: Your virtual assistant will familiarise themselves with your chart of accounts, bank rules, naming conventions, and month-end checklist. We will ensure they are set up in your accounting software and document tools with limited access appropriate for the tasks at hand.
- Delegate in stages: We’ll conduct regular check-ins to ensure the work progresses according to your expectations. The initial hand-off typically involves addressing the backlog, including reconciliations, bills, and missing receipts. Once the feeds are current, you can gradually add payroll support, BAS-ready workpapers, and month-end packs at a pace that feels comfortable for you.
- Scale as you grow: Add hours when a BAS quarter or EOFY stacks up the workload. You also have the option to add a second virtual bookkeeping assistant as your client list grows. Then scale back when things quiet.
Platforms and Software Our Virtual Assistant Bookkeeping Experts Use Daily
Your VA trains on the systems you already run in your firm. If your platform is not on the list, we tailor our onboarding to your setup, so you won’t have to change how you work.
Our Bookkeeping Virtual Assistants Protect Your Financial Data From Day One
Client financials are sensitive, so security is built in.
Before every VA starts, they sign a confidentiality agreement, complete security training and are set up to work inside access-controlled systems.
While your VA prepare the records and your BAS and tax agent handles the lodging, returns, and tax provisioning, you can rest easy knowing your confidential data stays secure. Your VA will follow strict standard operating procedures, especially regarding payments.
We will never release payments without proper approval.
To maintain security, we ensure that every action can be traced back to a specific user, and client information stays where it belongs: with you.
Bookkeeping Virtual Assistant vs. In-House Hire
Bookkeeping VA
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Bookkeeper VA matched and working within weeks
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Adjust VA working hours as needed.
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No desk, laptop or software seat to buy
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Add hours during BAS and EOFY peaks then dial back after
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One dedicated VA to keep the feeds current
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VAs trained to your platform and workflow
In-House Hire
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Weeks to months to advertise, interview and onboard
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Ongoing salary and notice commitments
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Desk, equipment, licences and training time
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Fixed hours, overtime or a temp
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Trial and error on the job
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One resignation or sick week and the reconciliations pile up
Every Backlog Is a Deadline in Disguise. Hire a Bookkeeping Virtual Assistant That Fits Your Practice
Leave backlogs in the past.
Hire a flexible bookkeeping VA for the books in front of you right now.
Let us know whether you need part-time or full-time support and what software your ledger runs on: Xero, MYOB, QuickBooks, or something unique.
We will connect you with a professional who is already familiar with your chosen platform. For example, a sole bookkeeper might start with a QuickBooks specialist to handle weekly reconciliations and bill runs. In contrast, a growing practice might need a full-time Xero VA to take ownership of the processing queue.
Your needs may also change over time, and so can your arrangement with us. You can add hours for the quarterly BAS crunch, the EOFY close and STP finalisation. And simply scale down once GST reconciliations, PAYG withholding checks, year-end accruals and accountant handover files are all done for the season.
If your firm needs more than one bookkeeper VA, we can build a team and stagger shifts to cover extended or even around-the-clock hours. You can always dial it back once your processes are in order.
When we say we’re a flexible VA agency, we mean it.
Got Questions About Our Virtual Assistant Bookkeeping Services?
What is a mortgage broker virtual assistant?
A bookkeeping virtual assistant is a remote team member who handles the routine tasks of your bookkeeping responsibilities.
These routine (yet essential) tasks include coding transactions, reconciling bank feeds, processing bills and invoices, and preparing BAS-ready records in your accounting software.
Although the VA prepares the records, a registered BAS agent or accountant still reviews, lodges and advises before submissions. The idea is to outsource this routine task to an experienced professional to open up more time for you to take up more pressing work.
Can a bookkeeper VA lodge my BAS or give tax advice?
The responsibility for BAS lodgement and tax advice belongs to a registered BAS agent or tax agent.
Your virtual assistant will ensure that your records are prepared and organised for BAS readiness, but it is your agent who will review and submit the documents.
This task division keeps you compliant with regulations and allows for a quicker review by your agent.
Can your bookkeeping VA work inside Xero, MYOB or QuickBooks?
Yes!
Our virtual assistants for bookkeeping are experienced with the platforms you already use, such as Xero, MYOB, and QuickBooks Online. They are also trained on Dext, Hubdoc, and other common payroll systems.
Our onboarding process is customised to fit your existing setup, so you won’t need to alter your current processes. You’ll simply welcome a new team member who can start contributing from day one.
What's the difference between a bookkeeping VA and a virtual bookkeeper?
A bookkeeping VA, sometimes called a virtual bookkeeping assistant, handles repetitive tasks within your processes and systems. A virtual bookkeeper, on the other hand, provides bookkeeping services through established processes.
If you’re trying to decide between the two, choose a VA if you already have a system in place and just need additional support. Opt for a virtual bookkeeper if you want to transfer the entire bookkeeping function to someone else.
Can a bookkeeper virtual assistant onboard new clients and clean up messy files?
Yes. Your virtual assistant can set up the ledger with bank feeds, a reviewed chart of accounts, and bank rules. They will also clean up historical coding and clear old suspense balances.
After that, your registered agent or accountant will review anything related to lodged returns. New clients will arrive in an organised file rather than a backlog.
Can bookkeeper virtual assistants help during BAS quarters and EOFY?
Yes, they can.
Much of the work at this time involves reconciliations, document collection, and preparation of workpapers, all of which a virtual assistant can handle.
You can allocate additional hours for them to work before the quarter closes and then reduce their hours after the lodgement is completed. But it’s still up to your registered agent to review and submit the necessary documents and ensure everything is in order before the deadline.
What happens if my VA makes a mistake?
Bookkeeping requires a high level of accuracy, which is why at We Do VAs, we regularly review our work and maintain open communication with you.
If an error occurs, we address it immediately and identify the root cause to prevent it from happening again. Additionally, your registered agent performs a second check before any documents are submitted to ensure everything is accurate.
How do you protect my financial data?
All VAs employed by We Do Virtual Assistants sign a confidentiality agreement, complete security training, and work within access-controlled systems.
As part of our standard operating procedures, your VA will prepare payment batches but will never release payments or have access to your online banking login. Moreover, we ensure that every change made can be traced back to a specific user, allowing us to track progress effectively.
Ultimately, we handle your data with the same level of care that you’d expect from an in-house hire.
How much does a bookkeeping virtual assistant cost in Australia?
The total cost will depend on the number of hours, the tasks required, and the experience level you need.
Fill out the form below to speak with our Success Manager, who will provide a quote based on your workload.
How quickly can I hire a bookkeeping virtual assistant, and what should I hand over first?
Most clients find their virtual assistant matched and working within 2 to 4 weeks following their initial consultation with our Success Manager.
In the first few weeks, you can start assigning repetitive tasks that do not require client interaction, such as reconciliations, bill processing, and data entry. Then gradually add payroll support, Business Activity Statement (BAS)-ready records, and month-end reports once you are confident in the output quality.
But if you are behind on reconciliations, prioritise clearing that backlog first.
Every Unreconciled Feed Is a BAS Deadline Waiting to Happen. Connect with a Bookkeeping Virtual Assistant today!
Never let your backlogs hold you down again.
Book a free consultation with our Success Manager and expect to be up and running within 2 to 4 weeks!
