Instead of hiring locally, US businesses are now assigning routine bookkeeping work to trained VAs who operate remotely. These VAs record transactions, update accounts, and prepare basic reports using tools such as QuickBooks and Xero.
Bookkeeping is a time-consuming process! Yes, every receipt, reconciliation, and follow-up can slow your business down and consume your internal staff’s time. Don’t want that? In 2026, several D2C companies and consumer brands are now hiring “virtual bookkeepers”.
Studies show that such hiring improves workforce efficiency by 35% when routine tasks are outsourced. At the same time, 72% of businesses see a return on investment within just three months of hiring a VA.
But these benefits can be realized only when you know the right way to hire and use such VAs. Read this article to know how to use virtual assistants for bookkeeping tasks in 2026.
How to Use Virtual Assistants for Bookkeeping Tasks in 2026?
Studies show that VAs for bookkeeping tasks can reduce errors by up to 40%. Besides, US businesses achieve up to 78% savings in operational costs. But what to delegate? Several US D2C companies and consumer brands delegate routine + repetitive tasks to such remote professionals.
For your reference, below is a list of bookkeeping tasks that can be handled by VAs:
| Bookkeeping Task | What the VA Does |
| Data Entry | Records daily income and expenses in accounting software like QuickBooks or Xero. |
| Expense Tracking | Logs business expenses and matches them with receipts. |
| Invoice Creation | Prepares and sends invoices to customers. |
| Bank Reconciliation | Matches bank statements with recorded transactions on a weekly basis. |
| Transaction Categorization | Assigns income and expenses to correct categories. |
| Financial Reports | Prepares profit and loss statements and balance sheets. |
| Payroll Processing | Calculates wages, deductions, and payment amounts. |
| Payroll Records | Maintains employee payment and deduction records. |
| US Compliance Support | Follows US payroll rules and documentation standards. |
Okay, but where to hire them from? VPs or directors of D2C companies can prefer established VA agencies, like Atidiv. From us, you can get a dedicated resource within just 7 days, startingat only $15 per hour. Learn more!
The Onboarding Steps + Best Practices 2026!
Studies show that 72% of businesses hire VAs primarily to cut costs and achieve up to 70% savings on salary and overhead. Moreover, entrepreneurs even save 12 to 14 hours per week by delegating tasks to VAs. Want to achieve similar benefits? This can happen only when you follow these onboarding steps and best practices:
Step I: Build a Starting Manual (SOPs + Training Access)
Start by sharing:
- Written instructions (SOPs)
- Short training videos
- Login access to your accounting software, such as QuickBooks or Xero
SOPs explain how you want tasks done, such as how expenses are entered or how invoices are named. Whereas, training videos help the VA understand your workflow without repeated explanations. This step reduces confusion and allows the VA to follow your business rules from Day 1.
Step II: Set Communication Rules
When learning how to use virtual assistants for bookkeeping tasks, it is important to decide how and when you will communicate with your VA. Several growing US D2C companies (earning $5M+ revenue), use common tools, such as:
- Slack for messages
- Zoom for calls
- Email for documents
For the first month, it is recommended to schedule a short 10-minute weekly check-in. Use this time to review completed tasks, clarify doubts, and adjust priorities.
Step III: “Review Sample Work” to Confirm Compliance Alignment
Before giving full responsibility, ask the VA to complete sample tasks such as a:
- Bank reconciliation
- Expense categorization
- Preparing a fixed asset schedule
Next, review this work carefully to confirm it follows US rules, including IRS recordkeeping standards + audit trail requirements. For those unaware, an “audit trail” means every transaction can be traced back to a source like a bank entry or receipt.
Through early reviews, you can catch gaps in understanding and avoid repeated corrections later. This step also protects the integrity of your financial records before tax season or audits.
Step IV: Fix a “Reconciliation Schedule” and Use Reminders
When learning how to use virtual assistants for bookkeeping tasks, it is important to decide how often they should be done. Ideally, such tasks must be performed daily or weekly depending on transaction volume.
Bank reconciliations should follow this fixed schedule so records match bank statements regularly. The advantage? This step reduces missed entries and timing gaps, which can lower errors by up to 40%. Moreover, a fixed routine keeps records current and prevents large clean-ups at month-end or year-end.
Step V: Secure Document Storage and International Payment Records
As a VP or director of a D2C company, you must encourage your hired VAs to store receipts, invoices, and payroll files in “secure digital folders”. This can be done using tools like Google Drive or Dropbox with restricted access.
This protects financial data and supports audits. If your VA is based outside the US, ensure they understand documents such as:
- FIRC (Foreign Inward Remittance Certificate)
or
- TRC (Tax Residency Certificate) for international payments
These records support compliance during tax filings and cross-border payments. Proper document handling protects your business during regulatory reviews.
Step VI: Scale Gradually and Involve Experts When Needed
Small businesses (earning under $5 million in annual revenue), may begin with 10 to 20 hours per week of VA support. They can assign routine bookkeeping first, and then expand scope as trust builds. For complex tax matters, pair the VA’s work with a US CPA who reviews filings and tax calculations.
The business advantage? Your costs are controlled while maintaining accuracy + compliance. Also, gradual scaling avoids overcommitment and ensures “professional oversight” where required.
How to Ensure Your D2C Business is US Tax Compliant?
When learning “how to use virtual assistants for bookkeeping tasks”, realize that US businesses must meet the prevailing IRS rules + GAAP principles. These rules exist to ensure taxes are calculated correctly and to prevent penalties. If taxes are underpaid due to poor records, penalties can go up to 25% of the unpaid tax.
Let’s see how you can use a virtual bookkeeper to manage this work:
A) IRS Recordkeeping Requirements
Your hired VA can be instructed to keep proof of all business income and expenses. This includes:
- Receipts
- Invoices
- Bank statements
- Canceled checks
- Deposit slips
These records must be kept for at least 3 years. If the records relate to assets like equipment or vehicles that are depreciated over time, they must be kept for up to 7 years.
Moreover, all transactions should be recorded daily or weekly in accounting software. The system must show income sources, expenses, deductions, and tax credits. Digital records are allowed as long as they can be reproduced if requested by the IRS.
For employees, the VA must retain payroll + employment records such as W-4, I-9, wage details, and tax withholdings. These records must be kept for 4 years.
B) Tax Forms
If you pay contractors more than $600 in a year, a Form 1099-NEC must be issued. For rents or royalties, Form 1099-MISC may apply. These forms must be sent to the contractor and filed with the IRS by January 31.
For employees, Form W-2 must be issued by January 31 (it shows wages and tax deductions). These are filed with the Social Security Administration. Furthermore, if you sell goods or services across states, sales tax rules may apply based on where you operate or sell. Your virtual bookkeeper:
- Tracks this “nexus.”
and
- Prepares sales tax filings based on state rules.
C) Monthly and Quarterly Bookkeeping Responsibilities
Bank and credit card statements must be matched with accounting records on a regular schedule. This confirms that all transactions are recorded correctly. Expenses must be categorized using GAAP standards, such as separating business costs from personal spending.
Additionally, your virtual bookkeeper should also:
- Review records for unusual entries
and
- Update depreciation schedules using Form 4562
D) Annual Tax Preparation Support
At year-end, your virtual bookkeeper should prepare major reports such as the profit and loss statement and balance sheet. These support tax filings like Schedule C, Form 1120, or other business returns.
All records should be “archived digitally” with dates and clear labels. If you operate in multiple states:
- Sales tax exposure must be reviewed
and
- Exemption certificates must be renewed where required.
Want to Hire a Trained Virtual Bookkeeper? Get a VA from Atidiv in 2026 Starting Only $15 Per Hour!
So now you know how to use virtual assistants for bookkeeping tasks in 2026. They are remote professionals who manage your daily bookkeeping work from an offshore or remote location. When used correctly, they can maintain 100% accurate books + keep your business US tax compliant.
To gain the most value from virtual bookkeepers, you must follow these best practices:
- Document processes before onboarding
- Use a digital accounting software
- Review work during first month
- Track compliance deadlines
- Pair VAs with CPAs (in the initial months)
- Scale hours based on volume
If you are looking to hire a virtual assistant for accounting, you may consult Atidiv. We provide trained virtual assistants who work as an “extension” of your team. They are trained in bookkeeping, reporting, and compliance. T
So, want to stay audit-ready? Hire a virtual bookkeeper from Atidiv starting at just $15 per hour (minimum 168 hours). Book a free call to learn more.
How To Use Virtual Assistants For Bookkeeping Tasks FAQs
1. How to start using virtual assistants for bookkeeping tasks in 2026?
As a VP or director of a D2C company, first, you provide access of the following to your hired VA:
- Accounting software
- Bank statements
- Invoices
- Expense details
Next, the VA updates records and shares reports on a fixed schedule. You review the reports and make decisions based on them. This setup maintains the quality of accounting operations and saves your internal staff from daily + routine bookkeeping work.
2. What is my role in maintaining US tax compliance?
A virtual bookkeeper handles daily compliance work. However, still, you as a VP or director of a D2C company must:
- Review reports regularly
- Confirm records are stored for required periods
- Ensure deadlines are met
- Involve a CPA for tax filing + complex decisions
The benefit? You can outsource bookkeeping and at the same time meet IRS Publication 583 requirements. This protects your business from penalties.
3. Will I lose control over my finances if a VA handles bookkeeping?
No, you keep 100% control. The virtual assistant only records transactions and prepares reports. As a VP, you:
- Review the data
- Approve changes
- Make financial decisions
Additionally, you can even set “access permissions” + regular reporting requirements to ensure transparency at all times.
4. 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. The hired VAs:
- Maintain proper documentation
- Prepare required reports
- Support tax filings
Usually, final tax submissions are reviewed or filed by a CPA.
5. Is my financial data safe with a remote virtual assistant?
Data security depends on the process! Usually, reputed providers, like Atidiv:
- Use restricted system access
- Enter into confidentiality agreements
- Secure document storage
As a senior manager, you decide who gets access. Also, you can limit permissions to only the tools required for bookkeeping tasks.
6. How many hours of VA bookkeeping support does a small business need?
Most small businesses start with 10 to 20 hours per week. The exact number depends on your:
- Transaction volume
- Payroll size
- Financial reporting needs
Always remember that in the VA model you can make “usage based payments” on an hourly basis. Thus, hours can be easily increased during month-end, tax season, or periods of growth.