Why Every CPA Needs a Virtual Assistant (And How to Set Them Up for Success)
With a constant barrage of client work and administrative tasks, you’ve decided you need help – and virtual assistants (VAs) seem like the most cost-effective solution.
So far, so good. But are you setting your VAs up for success… or failure?
Hiring a virtual assistant for CPAs isn’t as simple as conducting a virtual interview and sending a few emails. It requires a commitment to establishing and documenting your workflows so the VA can effectively do their job.
In this guide, we’ll explain how to onboard virtual bookkeeping assistants – in a way that maximizes their productivity for your business.
The Growing Virtual Assistant Trend in Accounting
Thanks to the rise of remote work, VAs are more accessible than ever before – for both small CPA firms and solo CPAs.
A virtual assistant is defined as a remote worker or freelancer who provides support with day-to-day tasks. Many accountants use virtual assistant services, including Somewhere, OnlineJobs, and Magic, to find and onboard qualified VAs.
These assistants can help with practically every aspect of running your business, including data entry, financial reporting, tax preparation, and managing communications.
Why Your Practice Needs a Virtual Assistant
Looking to scale your solo practice or small accounting firm? Then hiring a virtual assistant is often a no-brainer.
Here are some advantages that the “virtual assistant” model provides:
Flexibility
VAs often excel at a wide range of tasks, and they’ll adapt to the work schedule you need from them.
Affordability
You can leverage virtual assistant support from around the world, including many places where the pay is lower than in North America or Western Europe. This gives you the benefits of a larger workforce, but with fewer expenses.
Time-saving
With a VA handling data entry, invoices, and other administrative duties, you’ll have more time to focus on higher-level accounting tasks and responsibilities.
Poor VA Onboarding – A Costly Mistake for CPAs
Hiring a VA or executive assistant is supposed to make your life easier. But without the right onboarding process, the plan can backfire – and in a major way.
Let’s imagine the worst-case scenario:
After getting hired, the VA spends hours trying to decipher your client preferences. Since they don’t really understand what your clients want (and you have no standardized procedures), they produce inconsistent or low-quality work. Next thing you know, your clients are complaining about communication gaps or missed details.
Your brilliant move, designed to make your life easier, has turned into a total nightmare.
And what caused the plan to go off the rails?
It’s not because of poor training, but an even deeper issue. Usually, it’s because the CPA expected their “spreadsheet and sticky note” workflow system to scale up with new team members.
Here’s what CPAs need to remember: No matter their skills, VAs are only as effective as the workflows and procedures you provide for them.
What Your Virtual Assistant Needs: Standardized Workflows
A VA can absolutely step in and immediately serve as an effective virtual bookkeeping assistant – but for that to happen, you need to do some legwork in advance.
The goal is simple: Standardize workflows so your VA knows exactly what to do.
Here’s what that entails.
Provide Clear Workflows for Each Accounting Service You Offer
This should include step-by-step procedures for client intake and onboarding. If your VA has access to a process library, they won’t need to rely on constant meetings or verbal instructions.
Create Standardized Templates for Common Tasks
By “templates,” we mean tax prep checklists, monthly close procedures, and other documents that spell out common workflows. Not sure how to create them on your own? Jetpack Workflow has a library of free accounting workflow templates – and they’re totally free to use.
Define Quality Control Checkpoints
You can’t be looking over your VA’s shoulder every moment – but you to ensure they’re meeting your standards. The simplest solution is to build reviews and checkpoints into your standardized workflows, allowing for accountability and seamless collaboration.
With these structures in place, your personal assistant will seem like a seasoned pro – not a new hire – in just a matter of hours.
Pro tip: Workflow management software makes standardizing workflows easier. With Jetpack Workflow, you can track client work and create workflow templates – simplifying day-to-day tasks for VAs (and yourself!).
Why Proper Procedures Pay Off When Hiring Executive Assistants
Let’s say you’ve worked with a VA before, and without proper procedures in place.
If you try it again now, but with standardized workflows, you’ll notice the difference – and quickly.
For one thing, the VA will handle client intake work with competence and confidence. This means they’ll require less supervision – leaving you free to work on other tasks. Just for context, accounting firms that use Jetpack Workflow to standardize procedures save 4+ hours of supervision each week.
Having procedures in place also makes it easier to scale. Gaining three new clients doesn’t have to involve three new meetings with your VA. With the proper workflows in place, the VA can simply onboard the client the way they already know how.
Another benefit: Clients will appreciate the consistent workflows, which will make calendar management a whole lot easier for them.
Checklist: Common VA Tasks That Require Documented Workflows
Not sure what tasks your virtual accounting assistant will need to have documented? No worries – we’ve created a checklist for you.
VA Workflows to Standardize:
- Client onboarding and intake procedures
- Monthly bookkeeping close processes
- Tax preparation support and document collection
- Payroll processing
- Client communication templates and timing
Pro tip: Start by documenting procedures for your most repetitive tasks, such as bookkeeping data entry or invoice management. This will give you immediate virtual assistant support exactly where you most need it.
ROI for CPA Firms: Happier Clients, Increased Revenue
Hiring a virtual assistant (with established workflows) won’t just make your life easier – although that’s certainly a main benefit. It will also have tangible effects on the value of your accounting practice.
First of all, a high-performing VA will save you serious time. You can say goodbye to these boring Wednesday mornings wasted on dull admin tasks – and focus on high-value advisory work, instead.
Basically, it gives you a way to optimize your scheduling around your areas of expertise. This, in turn, will allow you to take on more clients without burning out – which ultimately results in more revenue.
Of course, keeping your current clients is just as important as adding new ones – and an effective VA can help with that, too. Your clients will come to appreciate the consistent, professional service you’re providing on their behalf.
To put it simply: Documented workflows = increased revenue + peace of mind.
Not a bad equation, right?
Getting Started: Your Next Steps (as You Hire Bookkeeping VAs)
Ready to start the virtual assistant hiring process – and have it actually pay dividends for your accounting business? Then start by taking these simple steps:
- Step 1: Audit the documents outlining your current procedures (or lack thereof)
- Step 2: Create a priority list, deciding which processes your VA will need to have documented first.
- Step 3: Use Jetpack Workflow to build a procedure library for your VA.
When you’re building and standardizing your workflows, you might be tempted to lament the additional overhead. Don’t! This is an investment that public accountants need to be making. You’re laying the foundation for seamless collaboration with remote professionals who can provide quality accounting support.
Launch a free trial with Jetpack Workflow – and start documenting your procedures today.
Conclusion: VA Success Depends on Your Systems
Even the best virtual assistant can’t provide adequate administrative support without the proper procedures.
Don’t set them up for failure, or ask them to manage chaos. Give them the workflow stability they need – and watch them execute excellence every day!
Sign up for the Growing Your Firm Newsletter – and gain weekly insights on accounting practice management.
https://jetpackworkflow.com/newsletter/
Looking for more? Here are some related articles you may like.
Share this article
