Receipts, entries and invoices handled
AssistBPO's bookkeeping virtual assistant handles the daily entries, receipts, bills and invoicing that keep your books current, in QuickBooks Online or Xero, in your hours, with LedgerBPO, our accounting sister brand, doing the reconciliations, month-end and accountant's work behind them.
- Data & back office
- Employed, screened, managed
You get one named person who chases receipts, codes transactions to your rules and sends invoices on time.
What is a bookkeeping virtual assistant?
A bookkeeping virtual assistant is a remote, managed staff member who does the transactional side of bookkeeping: capturing receipts and bills, coding bank transactions to the chart of accounts, raising and sending invoices, chasing overdue ones and keeping the ledger current. The assistant works to rules set by your bookkeeper or accountant, who owns reconciliations, reporting and any tax filings.
· Reviewed by Issabela Masters
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Bookkeeping assistant: what we do and how it runs
A bookkeeping virtual assistant is a remote, managed staff member who does the transactional side of bookkeeping: capturing receipts and bills, coding bank transactions to the chart of accounts, raising and sending invoices, chasing overdue ones and keeping the ledger current. The assistant works to rules set by your bookkeeper or accountant, who owns reconciliations, reporting and any tax filings.
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What it is
A bookkeeping virtual assistant is a remote, managed staff member who does the transactional side of bookkeeping: capturing receipts and bills, coding bank transactions to the chart of accounts, raising and sending invoices, chasing overdue ones and keeping the ledger current. The assistant works to rules set by your bookkeeper or accountant, who owns reconciliations, reporting and any tax filings.
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What you get
Entries, receipts, bills and invoicing handled daily by a named assistant
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How it runs
QuickBooks Online and Xero, coded to your chart of accounts and rules
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Match
A 20-minute discovery call on your accounting platform, transaction volume, billing cycle and who your accountant is. Within 72 hours we propose a named bookkeeping assistant tested on QuickBooks Online or Xero, plus a trained backup.
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A named assistant, a backup and a team lead
In your hours, inside your tools, with a reply from a person within 1 business day. Call +1-657-777-0006 or ask for a staffing plan.
Get a staffing plan 06 / 06
Who is the bookkeeping assistant desk for?
- Owner-operators and small firms
- Receipts captured the day they arrive, bills entered, invoices out on the first of the month and chased on the fifteenth, so your accountant is not reconstructing the quarter from a shoebox.
- Accounting and bookkeeping firms
- A trained assistant per client group who does the coding, capture and chasing under your review, with LedgerBPO available for the full accounting function.
- Agencies, trades and contractors
- Job costs coded to projects, supplier bills matched to purchase orders, progress invoices raised on milestones and retainers billed on schedule.
- E-commerce sellers
- Marketplace payouts, fees and refunds entered and matched, sales tax and VAT data kept tidy for whoever files it, inventory purchases coded.
What does the bookkeeping assistant service include?
These 12 tasks are what AssistBPO's bookkeeping assistant desk handles as standard for an operations manager.
- Receipts and bills captured from email, apps and uploads and entered daily
- Bank and card transactions coded to your chart of accounts and rules
- Customer invoices raised from your job, order or timesheet data
- Invoices sent on schedule and payments matched when they land
- Overdue invoices chased with polite, scheduled reminders you approve
- Supplier statements checked against entered bills
- Expense claims collected, checked and entered for approval
- Purchase orders matched to bills and flagged on variance
- Uncoded and unclear transactions listed with questions, not guessed
- Payroll inputs prepared from approved timesheets for whoever runs payroll
- Month-end pack of open items handed to LedgerBPO or your accountant
- End-of-day report with entries made, invoices sent and items waiting on you
Deliverables and KPIs
AssistBPO reports 6 measures on the bookkeeping assistant desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Entries current | Uncoded transactions older than 3 business days, target zero | Daily, in the end-of-day report |
| Invoices sent | Invoices raised and sent on the agreed dates | Per billing cycle |
| Receivables chased | Overdue invoices contacted on schedule; days sales outstanding | Weekly review |
| Receipt capture | Transactions with a matched receipt or bill | Weekly |
| Query list | Open questions for the owner or accountant, resolved within the week | Weekly |
| QA scorecard | Coding accuracy, timeliness, completeness | Monthly, reviewed with LedgerBPO |
KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.
How does the bookkeeping assistant desk work?
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Match
A 20-minute discovery call on your accounting platform, transaction volume, billing cycle and who your accountant is. Within 72 hours we propose a named bookkeeping assistant tested on QuickBooks Online or Xero, plus a trained backup.
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Onboard
With you and your accountant or LedgerBPO, we set the coding rules, receipt capture channels, invoice templates, chase schedule and approval limits, get an appropriate user role in your accounting file and run a first week under close review.
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Daily rhythm
Your assistant captures receipts and bills, codes the bank feed, raises and sends invoices due that day, matches payments, sends scheduled reminders and closes with an end-of-day report of entries, invoices and anything needing your answer.
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Weekly review
20 minutes with the team lead: uncoded items, receivables ageing, open queries and next week's billing. Monthly, coding accuracy is scored on the QA scorecard and the open-item pack goes to LedgerBPO or your accountant for reconciliation and close.
Hours, coverage and models
AssistBPO staffs the bookkeeping assistant desk on 3 models. US, UK, Canadian and Australian business hours from the group's two offices. Bank feeds can be coded overnight so the ledger is current when you open it.
- Dedicated bookkeeping assistant, 80 or 160 hours a month, in your hours
- Part-time block for smaller ledgers, a few hours a day
- Agent plus accountant pairing with LedgerBPO for the full function
See what is staffed in your zone on the coverage clock.
What are the terms on the bookkeeping assistant desk?
The card, the contract terms and the bookkeeping assistant desk's own numbers, in one place.
| Specification | What you get |
|---|---|
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Evening, weekend or overnight cover | Tier rate plus 20 percent |
| Desk | Data & back-office desk |
| Standard schedule | Dedicated bookkeeping assistant, 80 or 160 hours a month, in your hours |
| Coverage | US, UK, Canadian and Australian business hours from the group's two offices. |
| Tools | 10 platforms, including QuickBooks Online, Xero, Google Workspace |
| KPIs reported | 6 measures: daily, weekly, monthly |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |
These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. The rate card carries the other currencies, the add-ons and the six things that move a plan off it.
How much does a bookkeeping assistant cost?
Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.
What moves the plan
- Hours a week and whether the desk is dedicated or shared
- Phones: live answering needs a receptionist profile and a backup
- Coverage zone: business hours, after-hours, weekends or 24/7
- Tools and access to set up
- One person or a pod with a lead
What the market publishes
Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.
| Market | Published range | Source |
|---|---|---|
| United States | Offshore managed assistants $7 to $15 an hour or $640 to $2,400 a month full-time; US virtual assistants average $19.45 an hour on PayScale | Wishup, Cherry Assistant, Zedtreeo and VantaStaff pricing roundups, 2026; PayScale via Wishup 2026 |
| Australia | Offshore managed staff A$8 to A$35 an hour, with DotVA publishing up to A$35 an hour for bookkeeping; onshore VAs A$39.90 to A$65 an hour | DotVA, Virtual Coworker and Australian agency pricing, 2026 |
| United Kingdom | UK-based VAs £25 to £45 an hour; offshore full-time £900 to £2,000 a month against £3,000 to £5,000 for a UK employee | SVA surveys, Virtalent and UK agency pricing pages, 2026 |
| Canada | Canadian VAs C$25 to C$60 an hour; managed offshore plans US$699 to US$899 a month | Virtual Gurus and VantaStaff published pricing, 2026 |
Security and compliance
- Background-checked, employed assistants under NDA; never freelancers
- A named user role in your QuickBooks Online or Xero file with no access to bank logins, payment approval or payroll release
- Card numbers and bank credentials are never held on the desk; payments are made by you inside your bank or portal
- Managed devices with MFA, no local storage and monitored access
- Financial data handled under GLBA-style safeguards in the US and UK GDPR, PIPEDA and Privacy Act terms elsewhere
Full control list on the security page and country rules for calls, texts and email on the compliance page. Certifications are listed only when held.
Country rules for this service
AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. Country rules.
- US: the assistant prepares records; sales tax and income tax filings are made by your CPA or LedgerBPO
- UK: VAT returns under Making Tax Digital are submitted by your accountant or agent from the records we keep current
- Australia and Canada: BAS-ready and GST or HST-ready records are handed to a registered agent or your accountant, who lodges them
Frequently asked questions
How much does a bookkeeping virtual assistant cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, offshore managed assistants are published at $7 to $15 an hour or $640 to $2,400 a month full-time, and Australian agencies publish up to A$35 an hour for offshore bookkeeping support (Wishup and DotVA, 2026). Most small ledgers need a part-time block; firms with several client files take a dedicated assistant per group.
Do you file taxes or lodge returns?
No. The assistant keeps the ledger current and hands a clean, coded file to your accountant or to LedgerBPO. Sales tax, VAT, GST and BAS returns, income tax filings and any signed submissions are done by a licensed or registered professional. Our job is to make sure the numbers they receive are complete, coded and backed by receipts.
What does LedgerBPO do and what does the assistant do?
The assistant does the daily transactional work: capture, coding, invoicing, chasing, matching. LedgerBPO, the group's accounting and billing brand, does the accountant's work: bank and balance-sheet reconciliations, adjustments, month-end close, management reports and liaison with your tax adviser. You can use the assistant with your own accountant or pair them with LedgerBPO for the whole function.
Which accounting platforms do you work in?
QuickBooks Online and Xero are the core, with the receipt-capture apps that feed them. We also work with the job, store and CRM systems the data comes from: Jobber, ServiceTitan, Shopify, Amazon Seller Central, HubSpot and others. Access is through a named user role you control, and you can change or revoke it at any time.
Can the assistant chase overdue invoices?
Yes, with reminder templates and a schedule you approve, sent from your domain in your name. The assistant is polite, persistent and records every contact. We do not act as a collection agency and do not pursue third-party debt; if an account needs formal action, it goes back to you.
How do you handle transactions you are not sure about?
They go on a query list with the date, amount, payee and the assistant's best guess, and never get coded by guesswork. You or your accountant answer in one pass, the assistant codes them and adds the answer to the rules so the same question does not come back. The list is part of the weekly review.
Can you prepare payroll?
The assistant prepares the inputs: approved timesheets, hours, rates, leave and expense claims, formatted for your payroll provider or accountant. Running payroll, approving payments and filing payroll returns stay with your provider or LedgerBPO, and we never hold bank credentials. See our HR admin desk for timesheet and onboarding files.
Is it the same person every day?
Yes. One named bookkeeping assistant learns your suppliers, your customers and your coding rules, so accuracy improves every month. A trained backup covers leave and is briefed on your file, and a team lead runs the weekly review. Continuity is what makes a ledger trustworthy at year-end. If your accountant changes, the assistant hands over the coding rules and open queries so the new firm starts with a clean file.
Is this suitable for accounting firms?
Yes. Firms use one assistant per client group for capture, coding and chasing under the firm's review, which frees qualified staff for reconciliations and advice. LedgerBPO can add outsourced accounting capacity for peaks. Client confidentiality, engagement scope and sign-off remain with the firm. Firms usually start with one client group, measure coding accuracy on the QA scorecard for a month, then add groups as confidence builds.
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Next step
Your desk, staffed. Wherever you are.
Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.
Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.
- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data