Finance Virtual Assistant
Growing businesses reach the same point. An outside bookkeeper does the books once a month, but the daily finance admin falls to the owner: bills waiting to be entered, invoices sent late, receipts missing and payroll changes buried in email.
A finance virtual assistant is a dedicated remote team member who runs that daily work in your systems, so your bookkeeper, accountant or fractional CFO gets clean inputs. They prepare and chase; you approve and pay.
What your VA takes on
- Accounts payable: entering bills, matching them to purchase orders or receipts, routing them for your approval and preparing payment runs for you to release.
- Invoicing and collections: raising invoices on time, sending statements and polite reminders, and recording payments against invoices.
- Expenses: collecting receipts, matching card transactions and chasing the team for missing ones.
- Payroll prep: collecting timesheets, leave and pay changes for your payroll provider or accountant to process.
- Supplier admin: new supplier forms, tax forms such as W-9s, and bank detail changes checked against your verification rules.
- Month-end pack: reports from your ledger with notes on anything unusual, ready for your review or your accountant's.
- Budget and cash: your budget-versus-actual sheet kept current, plus a weekly cash snapshot.
A typical week
- Daily: bills in, invoices out, receipts matched.
- Monday: cash snapshot and overdue invoices.
- Wednesday: payment run prepared for your approval.
- Friday: missing receipts chased.
- Month end: pack ready for review.
Tools they work in
- Ledgers: QuickBooks Online, Xero, Sage, NetSuite
- Payables and spend: BILL, Ramp, Brex, Expensify, Dext
- Payroll: Gusto, ADP, Deel or your accountant's payroll service
- Billing: Stripe, your invoicing tool, Excel or Google Sheets
The bright line
Your VA doesn't approve or release payments, sign anything, give tax or investment advice, or change bank details without your verification step. They prepare, match and chase; you approve. They get their own logins with the permissions you choose, and confidentiality is agreed with you before access.
Finance VA, bookkeeper, accountant or CFO?
| Role | What they own |
|---|---|
| Finance VA | Daily finance admin: bills, invoices, receipts, payroll inputs |
| Bookkeeper | The ledger: reconciliations, coding and month-end close |
| Accountant | Tax, compliance, year-end accounts and advice |
| Fractional CFO | Forecasts, funding and financial strategy |
Compare it with a local hire using our free virtual assistant cost calculator.
Signs it is time
- Bills are paid late or entered in a rush at month end.
- Invoices go out days after the work is done.
- Your bookkeeper chases you for receipts.
- Payroll changes live in your inbox.
- You can't see this week's cash position without logging in to three systems.
What it costs
Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.
Most small businesses start on Essentials at $899 a month for 20 hours a week. Executive (full time) suits companies with high bill or invoice volume.
Your first 30 days
- Week one: access, approval rules, supplier verification steps and your month-end date.
- Week two: payables and receipts.
- Week three: invoicing and collections.
- Week four: payroll inputs, the cash snapshot and the first month-end pack.
Related
- Virtual bookkeeper
- Accounts receivable virtual assistant
- Accountant virtual assistant
- Financial advisor virtual assistant
- All industries we support
FAQ
What does a finance virtual assistant do? Daily finance admin: bills, invoices and reminders, receipts, payroll inputs, supplier forms and a month-end pack for review.
Is a finance VA the same as a bookkeeper? No. A bookkeeper keeps the ledger and closes the month. A finance VA handles the daily admin that feeds it, and many businesses use both.
Can a finance VA pay our bills? They prepare payment runs. You approve and release every payment.
Can a virtual assistant handle accounts payable? Yes: bill entry, matching, approval routing and payment run preparation.
Do you work with businesses outside the US? Yes, in the US, Canada, Australia, New Zealand, Europe and the UK, in your currency and your ledger.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.