Karbon Virtual Assistant for Accounting Firms
Karbon is a practice management platform that brings email, work and client requests together for accounting firms. Most of its value depends on discipline: emails need triaging, work needs a status, and clients need chasing. In tax season that discipline is usually the first thing to slip.
A Karbon virtual assistant takes on the admin layer, so accountants can stay on client work. Virtual Assistant Capital is independent and is not affiliated with Karbon. Your VA works in your own account, with the access you choose to give.
What your VA takes on
- Triage: sorting incoming email, attaching it to the right client or job, and turning requests into tasks.
- Client requests: sending document requests and following up on overdue items.
- Work templates: setting up recurring jobs from your templates and checking owners and due dates.
- Status upkeep: keeping job status current and flagging what's stuck.
- Onboarding: new client paperwork, letters of engagement for your approval, and record setup.
A typical week
- Daily: shared inbox triage and new client tasks.
- Monday: work due this week and blocked jobs.
- Wednesday: overdue client requests.
- Friday: capacity and status report for the partners.
Tools they work in
- Practice management: Karbon, with Xero, QuickBooks or your ledger
- Documents: your client portal and e-signature tool
- Email: Gmail or Outlook connected to Karbon
The bright line
Your VA doesn't give tax or accounting advice, doesn't review or sign off returns, and doesn't file with the IRS, CRA, ATO, IRD or HMRC. A qualified person at your firm reviews the work. Client data access is agreed with you first.
Compare it with a local hire using our free virtual assistant cost calculator.
Signs it is time
- Your Triage inbox never empties.
- Staff spend hours chasing client documents.
- Nobody trusts the job status.
- Partners do admin at night.
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.
Small firms start on Essentials at $899 a month. In tax season, many firms need the full-time Executive plan.
Your first 30 days
- Week one: Karbon role, templates and email rules.
- Week two: Triage.
- Week three: client request follow-up.
- Week four: status reports.
Related
FAQ
Can a VA work in Karbon's Triage? Yes. Give them the access you'd give junior admin staff, and agree rules for what gets escalated.
Can they prepare tax returns? No. They collect and organise what your qualified staff need.
What about client confidentiality? Your professional rules apply. Agree access, NDAs and data handling before work starts.
Do you support other tools? Yes, including Canopy, TaxDome, Xero Practice Manager and Financial Cents.
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.