Accounting firms in the US are under constant pressure to perform more with fewer resources, and it is not an easy job to accomplish. Deadlines are fixed, compliance expectations are strict, and client demands continue to increase. At the same time, hiring full-time in-house staff is becoming more expensive and harder to scale.
This is why many firms are now exploring how to hire a virtual assistant for accountants. This trend does not point to any trend of replacing licensed professionals, but to offloading execution-heavy tasks that do not require CPA-level judgment.
What is achieved with this strategy? Optimal use of available time to cater to customer requirements and close deals successfully at the same time.
When hired correctly, a virtual assistant (VA) helps accountants focus on review, advisory, and compliance. They do so by maintaining full control over data accuracy, upholding confidentiality, and taking accountability for business outcomes.
In this article, we will delve into the nitty-gritty of how to hire a virtual assistant for accountants, the skillset that the ideal VA should possess, the software proficiency they should ideally have, sourcing options and maintaining control over outsourced resources, and cost considerations in 2026.
Why US Accounting Firms Are Hiring Virtual Assistants
Most accounting workloads are not evenly distributed because it is not possible to design a universal workflow that works across all conditions. For instance, in peak seasons, such as tax filing or month-end closing, internal teams are often overburdened with accounting work, while quieter periods leave capacity underused.
In recent times, legal regulations have also entailed busier work hours for accountants, as 73% of them confess.
Virtual assistants help solve this imbalance by:
- Reducing administrative workload
- Supporting deadline-driven tasks
- Lowering fixed staffing costs
- Improving turnaround time
For many firms, learning how to hire a virtual assistant for accountants starts with understanding that VAs are not decision-makers. It is important to understand that they are execution partners working under defined supervision and approval frameworks.
Accounting Tasks You Can Safely Delegate to a Virtual Assistant
If you are a small or mid-sized business, you must ask yourself this question: Why do I need to hire a virtual assistant for my accounting team? The most pertinent answer is – because it is essential to define task boundaries clearly.
Common tasks that accounting VAs handle include:
- Bookkeeping and ledger maintenance – so that all transactions are accounted for, and no mismatch occurs during audits
- Invoice generation and follow-ups – to ensure trust between stakeholders and run daily operations smoothly
- Accounts payable and receivable tracking – to make sure that all accounts are updated for better financial decisions to follow
- Bank and credit card reconciliation – to keep all accounts up-to-date and reflect the most recent financial health of the business, which is a major green flag that draws investment
- Expense categorization – to ensure seamless tracking and categorization of expenditure
- Data entry into accounting software – so that accountants can focus on analysis and contribute on an advisory level to the upper management
- Preparing draft reports for review – so that accountants can identify errors early and ensure compliance, thus significantly reducing audit risks
All of these tasks, despite being extremely important, are governed by a rule-based structure and are thus repeatable without human intervention. While you can safely delegate these work processes, it is best to handle strategic decisions, compliance sign-offs, audits, and tax filings in-house by licensed professionals.
Skills to Look for When Hiring a Virtual Assistant for Accountants
Knowing how to hire a virtual assistant for accountants requires more than checking resumes. It is important to have an optimum skill mix so that the expenditure in the form of salaries is standardized while not compromising on accounting quality.
A reliable accounting VA should have:
- Basic understanding of accounting principles
- close attention to detail
- Strong written communication
- Comfort with deadlines and structured workflows
Equally important are professional habits. A good VA:
- Follows documentation strictly
- Flags discrepancies instead of guessing
- Maintains consistent reporting
During hiring, it’s recommended to test accuracy using small trial tasks rather than relying only on interviews.
Software and Tools Your Accounting VA Should Know
To work in tandem with the work standards set by US accounting firms, a virtual assistant must be comfortable using standard accounting and productivity tools. These tools ensure accuracy, transparency, and easy collaboration with in-house teams.
| Tool Category | Examples | How It’s Used by an Accounting VA |
| Accounting software | QuickBooks, Salesforce, Xero, NetSuite | For performing functions such as entering transactions, updating ledgers, and preparing drafts for review, potentially cutting overhead costs by 78% |
| Spreadsheets | Microsoft Excel, Google Sheets | Reconciliation, data validation, and custom reports |
| Expense & receipt tools | Dext, Hubdoc, Expensify | Capturing, organizing, and categorizing expenses – because it is important to keep track of accounts to avoid a potential failure, like 38% of US businesses |
| Practice management | Karbon, Canopy, Jetpack Workflow | Tracking tasks, deadlines, and client work |
| Document management | Google Drive, Dropbox, SharePoint | Secure file sharing and version control |
| Communication tools | Slack, Microsoft Teams, Email | Daily coordination and clarification with accountants |
Access to these tools should always be role-based. The virtual assistant works within defined permissions, while final review, approvals, and compliance remain with licensed professionals.
Options: Sourcing Virtual Assistants for Accountants in the US
Hiring the best of the best from among a competitive talent pool is not as easy as it seems. These are the three common VA sourcing options that businesses:
- Independent freelancers
- Offshore staffing agencies
- Managed VA service providers
Freelancers offer flexibility but require heavy oversight, and moreover, their working rates can vary substantially depending on location. Outsourcing agencies provide good scaling options but vary in quality.
If you are new to outsourcing, working with a provider experienced in accounting workflows reduces risk significantly. In 2026, opting for experienced market players like Atidiv could offer you a good mix of talent and technology, especially since our hiring rate is <5% of the total applications we receive.
How to Maintain Control and Confidentiality
Control is the top concern for businesses when they think of outsourcing a VA – and rightly so. The responsibility is too significant to let an external agent, however competent, work independently. Therefore, a stringent, logical architecture must be framed for VAs to work within.
To maintain control when hiring a VA:
- Define task ownership clearly
- Set approval thresholds
- Use checklists and SOPs
- Schedule regular reviews
- Limit system permissions
Confidentiality should be addressed contractually and operationally, enforceable through SLAs, NDAs, secure access protocols, and clear data-handling policies. Moreover, documenting processes before the outsourcing experience helps set expectations for smoother onboarding and fewer errors.
Cost Considerations for US Accounting Firms
Hiring a full-time in-house accounting assistant in the US involves salary, benefits, workspace, and training costs. In contrast, you could make considerable savings with VAs, because they typically operate on an hourly or monthly model, allowing firms to:
- Pay only for productive hours
- Scale up or down as needed
- Avoid long-term employment overhead
This cost flexibility is one of the main reasons firms explore how to hire a virtual assistant for accountants in the first place. However, there are a few caveats that need to be kept in mind:
- Even with reduced staffing expenses, accounting VAs still require onboarding, process documentation, and periodic review to maintain accuracy and compliance.
- VAs with experience in US accounting software, reconciliations, or firm workflows may cost more, but often reduce rework and supervision time.
- Assigning judgment-heavy or poorly documented tasks can increase correction costs, offsetting the financial benefits of hiring a virtual assistant.
The best choice, therefore, is to outsource to a reliable brand that has been serving the industry for 15+ years. Talk to us!
Atidiv: The Right Way to Get Started
For firms new to virtual assistants, it is easy to feel overwhelmed. It is only natural to worry about losing control, as they are letting an external agent handle their data and trusting them with brand image.
One way to build trust could be to begin with outsourcing the low risk works first. However, business does not run on the principle of trial and error, and time is the real currency in the market. The best way, then, is to trust in an outsourcing agency that has a proven track record of top-notch service delivery with 95% accuracy over 16+ years – Atidiv.
Choose us to get ahead of the competition with a solid framework of action-based strategies:
- Customized process designing for your business – whether you are a startup or an SME
- Implementation of the best industry practices to maximize efficiency at every turn
- Integration of your internal software with cutting-edge technology for more actionable insights every time
- Cash flow analysis to understand bottlenecks and the possible scope of improvement
- Ongoing training for your internal teams so that they can upskill quickly and contribute to your business in a meaningful way
Schedule your call with us today and make 2026 your turnaround year!
How to Hire a Virtual Assistant for Accountants FAQs
1. How do I know which tasks to assign to a virtual assistant in 2026?
If you have opted for outsourcing, you could begin with repetitive, rule-based tasks that already follow a documented process. It would significantly reduce the chances of the entire work process collapsing. Another viable way to go about this is to immediately collaborate with trusted outsourcing agencies with tons of experience, such as Atidiv.
2. Do virtual assistants need accounting certifications?
Not necessarily. Practical experience and accuracy matter more than formal credentials for support roles.
3. Is data security a risk when using virtual assistants?
It can be if access is unmanaged. Role-based permissions and NDAs mitigate most risks.
4. How much oversight is required after onboarding?
Once you establish processes with a logical architecture, oversight is then mostly limited to periodic reviews rather than daily supervision. Thus, businesses can focus on growth rather than fussing over imperfect work.
5. Can virtual assistants work US time zones?
Yes. The best outsourcing agencies offer VAs who align with US business hours so that work does not remain pending just because of time differences. Let’s talk!