Books That Are Always
Closed. Clean.
And Current.
An AI-accelerated Bookkeeping Virtual Assistant who handles invoicing, reconciliation, accounts payable & receivable, expense tracking, and a structured month-end close — so your books are review-ready before your accountant even asks.
Closing the Books,
Week by Week
No more scrambling on the 30th. Your VA runs a steady, predictable close all month long — here's the rhythm.
Capture everything
- ✓Import bank & card feeds
- ✓Enter bills & invoices
- ✓Log expenses + receipts
- ✓Code new transactions
Make it match
- ✓Reconcile all accounts
- ✓Clear uncategorized items
- ✓Chase missing receipts
- ✓Flag discrepancies to you
Check & tidy
- ✓AR / AP aging review
- ✓Vendor & client follow-ups
- ✓Adjusting entries
- ✓Draft P&L + balance sheet
Books, buttoned up
- ✓Final reconciliation
- ✓Month-end reports package
- ✓Hand-off to your accountant
- ✓Reconciliation summary to you
By the time month-end arrives, there's nothing left to scramble for — the close is already done.
Every Entry, Every Reconcile,
Every Month — Handled
From the first invoice to the month-end report package, your VA owns the day-to-day books so your accountant can focus on strategy and taxes.
Invoicing & Billing
- Create & send invoices
- Recurring billing setup
- Payment reminders
- Late-fee tracking
Accounts Payable
- Bill entry & coding
- Payment scheduling
- Vendor management
- Bill.com / approval flows
Accounts Receivable
- Payment application
- A/R aging & follow-up
- Collections outreach
- Customer statements
Reconciliation
- Bank & card reconciliation
- Clear uncategorized items
- Match feeds to records
- Discrepancy resolution
Expense Management
- Receipt capture (Dext, Expensify)
- Transaction categorization
- Employee reimbursements
- Card-feed cleanup
Reporting
- P&L + balance sheet
- Cash-flow statements
- Custom KPI dashboards
- Board / investor packages
Month-End Close
- Structured close checklist
- Adjusting journal entries
- Accountant-ready package
- Reconciliation summary
Payroll Support
- Gusto / ADP entry
- Hours & PTO tracking
- Contractor tax paperwork (1099s, W-8BENs, and equivalents)
- Payroll reconciliation
Every entry, every reconcile — your Bookkeeping VA balances it.
Faster Books.
Same Audit-Grade Accuracy.
AI handles the matching and data entry; your VA owns the judgment and the review. The result is a faster close without a single shortcut on accuracy.
- ✓ AI receipt & bill capture via Dext, Hubdoc, AutoEntry
- ✓ Smart transaction matching & categorization
- ✓ Anomaly detection flags odd transactions early
- ✓ Auto-reconciliation rules in QuickBooks / Xero
- ✓ AI report summaries in plain English
It's Your Money.
We Treat It That Way.
Nothing matters more in bookkeeping than accuracy and trust. Here's how we protect both.
NDA + Limited Access
Every VA signs an NDA before access. Credentials live in encrypted vaults, scoped to view/limited roles where possible — revocable instantly.
Full Audit Trail
Every entry and adjustment is logged. You can trace any number back to its source — no silent changes, ever.
Discrepancies Flagged
Odd transactions and mismatches are surfaced to you immediately with context — never adjusted away quietly.
Works With Your CPA
Your VA keeps the daily books clean and hands your accountant a review-ready package — they file taxes; we keep it tidy.
Businesses That Need
Clean Books, Not a Full Hire
From Messy Books to
Month-End Ready
Books Audit
30-minute call. Share your accounting platform (read-only). We assess the state of your books and scope any catch-up.
Meet Your Bookkeeping VA
Within 24 hours, matched with a VA fluent in your software. They learn your chart of accounts and workflow in week one.
Books Stay Closed
Steady monthly cadence. Reconciled accounts. Faster closes. A clean package waiting for your accountant every month.
What Owners Say
About Their Books
We were 4 months behind on our books. My VA caught us up in three weeks and we've closed on time every month since. My accountant actually thanked me.
Our month-end close went from 11 days to 4. The weekly cadence means there's never a pile-up. Cheaper than a part-time bookkeeper and twice as reliable.
The audit trail and discrepancy flags give me total peace of mind. I can see exactly what changed and why. For a law firm handling client funds, that's everything.
Clean Books for Less
Than a Part-Time Hire
Most bookkeeping clients run on one of these three. Same transparent rates as every DedicatAide plan.
Starter
10 hrs · $13/hr extra
- Low transaction volume
- Invoicing + reconciliation
- Dedicated VA
- 3-hour free trial
Growth
20 hrs · $12/hr extra
- Full AP / AR + reconciliation
- Monthly close + reports
- Expense management
- 3-hour free trial
Professional
40 hrs · $11/hr extra
- High volume + payroll
- Multi-entity support
- Up to 10 hr rollover
- 3-hour free trial
Multi-entity or heavy volume? Plans range up to $1,120/mo (160 hours). Compare all 6 plans →
Bookkeeping VA
FAQ
Is a bookkeeping VA the same as an accountant or CPA?
No — and that distinction matters. A bookkeeping VA handles the day-to-day recording: invoicing, reconciliation, accounts payable/receivable, expense categorization, and month-end close prep. They keep your books clean and current so your CPA or accountant can file taxes and give strategic advice without untangling a mess first. We work alongside your accountant, not in place of them.
Which accounting platforms do you work with?
QuickBooks Online, QuickBooks Desktop, Xero, FreshBooks, Wave, Zoho Books, Sage, and NetSuite. We also handle Bill.com, Expensify, Dext, Gusto, Stripe, PayPal, and bank/credit-card feeds. If you use it, your VA likely already knows it — or learns it during the trial.
How do you keep our financial data secure?
Every VA signs a strict NDA before access. Credentials are shared through encrypted vaults (1Password / Bitwarden) — never plain text. We use view/limited-access roles wherever possible, you control every permission, and access is revoked instantly on offboarding. Background checks available for sensitive accounts.
Will you handle our month-end close?
Yes. Your VA runs a structured month-end close: reconcile all accounts, chase outstanding items, categorize transactions, prepare draft P&L and balance sheet, and hand your accountant a clean, review-ready package. Most clients close 5–7 days faster after onboarding.
Can you catch up months of backlogged books?
Absolutely — catch-up and clean-up work is one of our most common projects. Your VA reconstructs missing months, reconciles back-dated accounts, and gets you current, then keeps you there with a steady monthly cadence. We scope the catch-up hours upfront so there are no surprises.
What if there is a discrepancy or error?
Discrepancies are flagged to you immediately with full context — never silently adjusted. Your VA keeps an audit trail of every change, submits a short reconciliation summary each cycle, and recurring issues trigger a free quality review. Accuracy is the whole job; we treat it that way.