How to start using virtual assistants for bookkeeping tasks in 2026?

Start by giving your virtual assistant access to accounting software, bank statements, invoices, and expense details. The VA updates records and shares reports on a fixed schedule, while you review the reports and make decisions. This setup maintains bookkeeping accuracy and reduces routine workload for internal teams.

What is my role in maintaining US tax compliance?

Your virtual bookkeeper handles daily compliance work, but you remain responsible for reviewing reports, confirming records are stored for required periods, ensuring deadlines are met, and involving a CPA for tax filing and complex decisions. This approach helps meet IRS recordkeeping requirements while outsourcing bookkeeping tasks.

Will I lose control over my finances if a virtual assistant handles bookkeeping?

No. You retain full control. The virtual assistant records transactions and prepares reports, while you review data, approve changes, and make all financial decisions. Access permissions and regular reporting ensure transparency at all times.

Are virtual bookkeepers familiar with US tax and compliance rules?

Yes. Trained virtual bookkeepers work with US standards such as GAAP and IRS recordkeeping rules. They maintain documentation, prepare required reports, and support tax filings, while final submissions are usually reviewed or filed by a CPA.

Is my financial data safe with a remote virtual assistant?

Data security depends on the process. Reputed providers use restricted system access, confidentiality agreements, and secure document storage. You control who gets access and can limit permissions to only the tools required for bookkeeping tasks.

How many hours of virtual assistant bookkeeping support does a small business need?

Most small businesses start with 10 to 20 hours per week. The exact number depends on transaction volume, payroll size, and financial reporting needs. Hours can be scaled during month-end, tax season, or periods of growth.

Maximilian Straub, Author at Atidiv

About the Author

Maximilian Straub is the Chief Operating Officer at Guild Capital, where he leads strategic operations and drives portfolio-level performance across global markets. He also serves as a Board Member at Atidiv, a leading outsourcing solutions company based in Pune, India, where he supports growth and operational scale initiatives.

Prior to this, Maximilian was the COO & CFO at Spring Place in New York, overseeing business transformation and financial operations. His earlier career was shaped by a 7-year tenure at McKinsey & Company in Zurich, where he rose through the ranks from Senior Associate to Associate Partner. During his time at McKinsey, he advised global clients on strategy, operations, and organizational transformation across various industries.

With deep expertise in operational excellence, finance, and strategic scaling, Maximilian combines consulting rigor with executional depth to build and grow high-performing businesses.