Accounting Virtual Assistant for Day-to-Day Bookkeeping
An accounting virtual assistant takes the day-to-day bookkeeping admin off your plate: entering transactions, collecting receipts, sending invoices, following up on unpaid bills, and preparing clean records for your accountant. KUYA Solutions places dedicated Filipino VAs who work inside your existing accounting software, on your hours, at a flat monthly rate.
A bookkeeping VA supports your books. They aren't a CPA, don't prepare or file tax returns, and don't give tax, legal, or financial advice. Your accountant or CPA stays responsible for tax work, the financial statements you rely on, and any advice.
What a bookkeeping VA handles
Most small business books fall behind because of the small, constant tasks.
Most small business books fall behind because of the small, constant tasks, not the hard ones. A VA keeps those current and leaves review and decisions with you:
| Task | What the VA does | What stays with you or your accountant |
|---|---|---|
| Transaction entry | Enters and categorizes transactions using your chart of accounts and rules | Setting up the chart and reviewing anything uncertain |
| Receipts and documents | Collects receipts and bills, matches them to transactions, and files them | — |
| Invoicing | Creates and sends invoices for completed work or approved orders | Pricing, discounts, and credit terms |
| Receivables follow-up | Sends polite payment reminders and notes what customers say | Collections decisions and write-offs |
| Bills | Enters vendor bills and queues them for your approval | Approving and releasing payments |
| Reconciliation prep | Matches bank and card activity to your records and flags differences | Final review and sign-off |
| Month-end prep | Gathers the files, reports, and open questions your accountant needs | Adjusting entries, financial statements, and tax work |
A month with a bookkeeping VA
The real routine is set to your business and your accountant's calendar.
Here's an example of how the seat can run. The real routine is set to your business and your accountant's calendar:
- Daily: enter and categorize new transactions, file receipts, and answer vendor or customer billing emails.
- Weekly: send invoices, follow up on overdue payments, and queue bills for your approval.
- Month-end: prepare reconciliation matches, list open questions, and send your accountant a tidy package.
- Anytime: flag anything unusual, like a duplicate charge or a payment that doesn't match an invoice.
Keep control of your money and data
The VA can do the work without being able to move money.
Giving someone access to your books calls for clear limits. We recommend setting up the seat so the VA can do the work without being able to move money:
- Separate logins for the VA in your accounting software, bank feeds, and inbox, never your own credentials.
- The lowest access level that covers the tasks, like entering bills without the ability to pay them.
- Approvals stay with you for payments, refunds, and new vendors.
- A password manager for shared tools, so access can be removed quickly if the seat changes.
- Written rules for what the VA can categorize alone and what comes to you or your accountant.
We walk through access and permissions during the mapping session so the seat is set up once and set up right.
Outsource bookkeeping support to the Philippines
Filipino professionals, placed by a US-based team with Houston–Galveston roots.
KUYA's assistants are Filipino professionals trained through Kuya Academy in Dumaguete, Philippines, and placed by a US-based team with Houston–Galveston roots. Each VA is onboarded against your bookkeeping rules and SOPs, and hours are aligned to your business day, including Central Time for Texas businesses. Learn more about Filipino virtual assistants, how our remote staffing agency model works, and the difference between outsourcing and offshoring.
For accounting and bookkeeping firms
The admin work around client files.
We also staff VAs for accounting and bookkeeping firms, for the admin work around client files: requesting and organizing client documents, entering data for staff review, scheduling client meetings, and keeping the inbox moving. Your credentialed staff keep review, sign-off, and every client conversation that involves advice.
Bookkeeping plus automation
A bookkeeping VA gets more done when the repetitive steps are automated.
A bookkeeping VA gets more done when the repetitive steps are automated. KUYA builds that layer through workflow automation and AI workflows:
- Receipt and document intake that files uploads and emailed bills in the right folder for the VA to process.
- Payment reminders that go out on a schedule, with a person following up on accounts past your threshold.
- Exception alerts when something doesn't match, so the VA looks at problems instead of every line.
See more ideas in our workflow automation examples. Package details are on the pricing page.
Need broader admin help too? A virtual secretary covers calls, calendar, and documents, and our virtual assistant for small business page shows how owners split the work across one or more seats.
Bookkeeping virtual assistant rates
Each role is a one-time setup fee plus a flat monthly rate.
Each role is a one-time setup fee (see pricing) plus a flat monthly rate:
| Seat | Hours | Monthly | Best for |
|---|---|---|---|
| Dedicated Assistant | 20 hrs/wk | $1,697 | Weekly entry, invoicing, and month-end prep for a smaller business |
| Dedicated Assistant | 40 hrs/wk | $2,797 | Daily bookkeeping admin plus billing and vendor communication |
Final fit depends on role complexity, hours, and coverage windows, and is confirmed after the Workflow Mapping Session. Accounting software and other third-party subscriptions are billed separately. To compare with an in-house hire, read our virtual assistant cost guide and virtual assistant vs. employee.
Checklist before you hire a bookkeeping VA
- Ask your accountant which tasks they want handled in-house and how they want records delivered.
- Confirm your chart of accounts and write rules for common transactions.
- Decide who approves payments, refunds, and new vendors.
- Set up separate, limited logins for the VA in each tool.
- Pick a weekly routine and a month-end deadline.
- List what the VA should always bring to you.
Want a wider view of what to delegate? Read what a virtual assistant does.
FAQ
Frequently asked questions.
- What does an accounting virtual assistant do?
- An accounting VA handles bookkeeping admin: entering and categorizing transactions, filing receipts, sending invoices, following up on payments, entering bills for approval, preparing reconciliation matches, and gathering month-end files for your accountant.
- Is a bookkeeping VA the same as a CPA or accountant?
- No. A bookkeeping VA keeps your records current and organized. They don't prepare or file taxes, issue financial statements you rely on, or give tax, legal, or financial advice. Your accountant or CPA stays responsible for that work.
- Which accounting software can a bookkeeping VA use?
- The VA works in the accounting software and tools you already use, with their own login. We confirm which tools, access levels, and permissions the seat needs during the mapping session.
- How much does a bookkeeping virtual assistant cost?
- Through KUYA, a Dedicated Assistant is $1,697 per month for 20 hours a week or $2,797 per month for 40 hours, plus a one-time setup fee listed on the pricing page. Software subscriptions are billed separately.
- How do I keep my financial data safe with a VA?
- Give the VA a separate login with the lowest access that covers the work, keep payment approvals with you, and share tools through a password manager so access can be removed quickly. We walk through access during the mapping session.
- Can I outsource bookkeeping to the Philippines through KUYA?
- Yes. KUYA places Filipino VAs trained through Kuya Academy in Dumaguete, Philippines, with a US-based team handling placement and support. Hours are aligned to your business day, and your accountant stays in charge of review and tax work.
- What if the VA isn't a good fit?
- KUYA's VA staffing includes a replacement guarantee. We address mismatches directly and work to re-place the seat, and written bookkeeping rules make the next placement faster because the role is already defined.
Keep your books current every week
Map your bookkeeping workflow and define the VA seat.
Book MapFlow, the $497 / 60-minute Workflow Mapping Session, to map your bookkeeping workflow and define the VA seat, or request a staffing quote on the same page. Explore VA staffing, see every package on the pricing page, or call (956) 828-4672.
About KUYA Solutions
KUYA Solutions LLC was founded by Slade Jones and is based in the Houston–Galveston area, serving small businesses across the US. We place pre-vetted Filipino virtual assistants and build AI workflows into the tools you already use, starting with a mapped workflow instead of a guess.
Let's map the workflow that runs your business without you.
A focused 1:1 session to identify what to delegate, automate, and systemize — so growth stops depending on your hours.