What Is a Virtual Bookkeeper? Here’s What You Need to Know
Hiring a full-time, in-house bookkeeper doesn’t always make sense, especially if you're running a lean operation or managing a remote team.
That’s where a virtual bookkeeper comes in. Virtual bookkeeping is a modern, flexible solution that allows business owners to get expert financial support without the overhead or location constraints of traditional staffing.
What Does a Virtual Bookkeeper Do?
A virtual bookkeeper provides professional bookkeeping services remotely using cloud-based accounting software like QuickBooks Online. Just like a traditional bookkeeper, they help track your income and expenses, reconcile bank and credit card accounts, categorize transactions, and generate reports that help you understand your financial health.
The difference? They don’t sit in your office, you aren’t managing additional employees, and you don’t pay salary and benefits. Instead, you outsource their services and they work independently, providing support via secure portals, email, and video calls. This makes it a cost-effective and scalable option for small businesses.
Common services a virtual bookkeeper may offer:
Transaction entry and categorization
Bank and credit card reconciliations
Accounts receivable and payable tracking
Payroll support and reporting
Monthly income statements and balance sheets
Financial reporting for taxes, lenders, or planning
Historical clean-up and catch-up work
Customized financial reports for decision-making
How Virtual Bookkeeping Works
Virtual bookkeeping works through cloud-based platforms that allow secure, real-time access to your financial data. Most services start with an onboarding phase where your bank accounts, credit cards, payment processors (e.g., Stripe or PayPal), and payroll systems (like Gusto) are connected to your bookkeeping software.
Once connected, your bookkeeper can:
Categorize transactions
Reconcile your accounts
Flag issues for your review
Prepare monthly financial statements
All meetings and communications happen remotely through Zoom, secure messaging, email or phone calls so you get timely updates without needing to be in the same room.
5 Benefits of Hiring a Virtual Bookkeeper
1. Lower Overhead with Professional Support
Hiring an in-house employee comes with salaries, benefits, and overhead. A virtual bookkeeper delivers the same expertise without the expense of full-time staffing making it ideal for growing businesses with lean budgets.
2. Real-Time Access to Financials
Because everything is cloud-based, you can view your books anytime from any device. This level of transparency helps you stay on top of cash flow, expenses, and profitability without waiting for month-end reports.
3. Flexible, Remote Communication
Need to review financials before payroll runs? Want to talk through cash flow projections on your lunch break? Virtual bookkeeping gives you access to on-demand support via email, Zoom, or secure portal on your schedule.
4. Scalable Support That Grows With You
As your business grows, your needs will too. Virtual bookkeeping makes it easy to scale your support whether that means adding payroll, advanced reporting, or advisory services. You get the right-fit solution at every stage.
5. Better Work-Life Balance for Business Owners
Bookkeeping isn’t just time-consuming, it can be a major source of stress. Outsourcing to a virtual professional frees up your evenings, weekends, and mental energy to focus on what you do best.
Is a Virtual Bookkeeper Right for Your Business?
You might benefit from a virtual bookkeeper if you:
Are spending too much time on bookkeeping and not enough on growth
Aren’t confident in the accuracy of your financial records
Need to prepare for tax season, funding, or strategic planning
Run a remote or hybrid business yourself and want to outsource to someone who understands the business model
Why Work with The Hazel Group?
At The Hazel Group, we specialize in virtual bookkeeping for small businesses. Whether you need monthly reconciliation, catch-up services, or strategic reporting, we offer right-sized support tailored to your stage of growth.
We use QuickBooks Online, encrypted tools for document sharing, and flexible scheduling to keep your financials clean, secure, and easy to access. You'll work with a certified, experienced team that understands the challenges of small business ownership—and how to build systems that support long-term success.
Ready to simplify your bookkeeping?
Let’s talk. Reach out today to learn more about our services.