NerdNumbers

What Should Your Accounting Firm Outsource to a VA?

A practical guide to the tasks that work well with offshore virtual assistants — and the ones you should keep in-house.

Bookkeeping & Data Entry

Good to Outsource

  • Bank reconciliation for routine transactions
  • Receipt and invoice processing (via Dext or HubDoc)
  • Supplier invoice entry and coding
  • Credit card reconciliation
  • Month-end journals from templates

Keep In-House

  • Client relationship decisions
  • Unusual or complex transactions
  • Year-end adjustments and accruals
  • Management review and sign-off

Tools Your VA Will Need

  • Cloud accounting software (Xero, QuickBooks Online, or FreeAgent)
  • Dext or HubDoc for receipt capture
  • Practice management software for task tracking

Client Onboarding Admin

Good to Outsource

  • Sending and chasing document requests
  • Data entry into practice management software
  • Software setup (Xero invites, bank feed connections)
  • Engagement letter administration
  • Filing and organising client documents

Keep In-House

  • AML/KYC verification and sign-off
  • Fee negotiations and proposals
  • Initial client meetings and relationship building
  • Complex or bespoke engagement terms

Tools Your VA Will Need

  • Client portal or secure file sharing
  • Practice management software
  • Document templates and checklists

Payroll Processing

Good to Outsource

  • Running monthly payroll calculations
  • RTI submissions to HMRC
  • Pension upload preparation
  • Payslip generation and distribution
  • Starter and leaver processing (admin parts)

Keep In-House

  • Pay rate and benefit decisions
  • Employee disputes and sensitive queries
  • HMRC correspondence and investigations
  • Director payroll planning

Tools Your VA Will Need

  • Cloud payroll software (BrightPay Cloud, Sage Payroll)
  • Secure access with appropriate permission levels
  • Documented payroll procedures per client

Tax Return Preparation

Good to Outsource

  • Data gathering and source document organisation
  • Initial SA100 preparation from source documents
  • MTD VAT return preparation
  • Corporation tax computation drafts
  • Capital allowances schedules from templates

Keep In-House

  • Review and sign-off on all returns
  • Complex tax planning and advisory
  • HMRC queries and correspondence
  • Client communication about tax positions

Tools Your VA Will Need

  • Cloud tax software (TaxCalc, CCH, Xero Tax)
  • Secure document sharing for source materials
  • Clear review checklists and sign-off procedures

Management Accounts & Reporting

Good to Outsource

  • Template-based monthly management accounts
  • Data extraction and formatting
  • Variance analysis preparation
  • Report formatting and presentation
  • KPI dashboard updates

Keep In-House

  • Commentary and narrative
  • Advisory conversations with clients
  • Client presentations and meetings
  • Strategic recommendations

Tools Your VA Will Need

  • Accounting software with reporting templates
  • Reporting tools (Spotlight, Futrli, or Power BI)
  • Standard report templates per client

General Admin & Communication

Good to Outsource

  • Email triage and initial responses
  • Appointment scheduling and follow-ups
  • Chasing outstanding information from clients
  • CRM data entry and updates
  • Filing and document management

Keep In-House

  • Anything requiring professional judgement
  • Sensitive client communications
  • Business development and networking
  • Staff management and supervision

Tools Your VA Will Need

  • Shared email access or delegation
  • Calendar and scheduling tools
  • CRM or practice management system
  • Task management with clear assignment

Before You Hire a VA

Make sure these are in place first — they are the difference between a VA who is productive from week one and one who struggles.

  • Cloud-based accounting software (not desktop-only)
  • Documented procedures for each task you want to outsource
  • Secure file sharing (not email attachments for sensitive data)
  • Task management tool with clear assignment and deadlines
  • Video calling setup for training and regular check-ins
  • Role-based access controls so VAs only see what they need
  • A clear escalation path for questions and exceptions
Take the Outsourcing Readiness Assessment →

Recommended Offshoring Partners

Some links on this page are affiliate links. We only recommend providers we have vetted and trust.

TOA Global

The largest offshoring provider for accounting firms. Based in the Philippines with dedicated training academies and a strong track record in the UK market.

Best for: Firms wanting experienced, accounting-trained staff with structured onboarding

Typical roles: Bookkeepers, tax preparers, payroll processors, accounts managers

Pricing: Approx. $1,500–$2,500/month per full-time staff

Learn More

Waymaker

Australian-founded with a growing UK presence. Focus on quality, culture fit, and a more managed experience. Formerly known as Bstar.

Best for: Firms wanting a white-glove, managed offshoring experience

Typical roles: Accountants, bookkeepers, admin support

Pricing: Custom quoted based on role and experience level

Learn More

Fathom Staffing

Smaller, boutique provider focused entirely on the accounting niche. Personal service and careful matching for each firm.

Best for: Smaller firms hiring their first VA who want hands-on support

Typical roles: Bookkeepers, admin assistants, junior accountants

Pricing: Competitive, transparent pricing

Learn More

Need help getting VA-ready?

We set up the tools, processes, and documentation your VA needs to be productive from day one. Book a free call to get started.

Book a Free Call →
Best Tasks to Outsource to a VA — Guide for Accounting Firms | NerdNumbers