Bookkeeping support
Bookkeeping Virtual Assistant Support
Financial admin is the work that quietly piles up: receipts in an inbox, invoices unsent, a reconciliation nobody has touched. A bookkeeping support virtual assistant from The Peak Hire keeps that day-to-day record keeping current inside your own software. This is administrative support, not licensed accounting, tax, audit, or financial advice.
What your assistant handles
Concrete examples of work clients delegate. Your scope is set on the discovery call and can change as priorities shift.
Invoicing and receivables
- Raising and sending invoices from your templates
- Tracking what is outstanding and by how long
- Polite payment reminders on your escalation ladder
- Applying payments received against invoices
- Maintaining an aged receivables view for your review
Payables and expenses
- Collecting and filing supplier bills
- Coding expenses to the categories you define
- Receipt capture and matching in Dext, Hubdoc, or Drive
- Preparing payment runs for your approval
- Flagging duplicate or unexpected charges
Reconciliation preparation
- Matching bank and card transactions to records
- Building a queries list for anything unclear
- Preparing month-end packs for your accountant
- Keeping the chart of accounts tidy as agreed with you
- Filing documentation so it is findable later
Reporting and admin
- Weekly cash-in and cash-out summary from your software
- Simple budget-versus-actual views you define
- Subscription and recurring-cost tracking
- Client or project cost tracking
- Handover notes so your accountant is not chasing you
A sample weekly handoff
An illustrative example of the end-of-week summary an assistant can send you, not a client case study or a report of past results. The exact fields are set with you during onboarding.
Receipts awaiting documentation
- Card transactions with no receipt attached yet
- Who the assistant has asked for the missing paperwork
- Items chased more than once, listed for your attention
Invoices awaiting owner approval
- Drafted invoices ready for you to review and send
- Supplier bills prepared for a payment run
- Anything the assistant flagged as unexpected or duplicated
Overdue invoices for approved reminders
- Outstanding invoices grouped by how late they are
- The reminder step your escalation ladder allows next
- Accounts where you asked the assistant to pause chasing
Unreconciled items for accountant review
- Transactions the assistant could not match with confidence
- Coding questions written up as a queries list
- Items held back for your accountant to decide
Approvals, payments, and any decision about how a transaction should be treated stay with you and your accountant. Your assistant prepares and records; it never signs off accounts, files tax, or gives financial advice.
Who this is for
- Owner-managed businesses doing the books at the weekend
- Agencies and consultancies invoicing per project or retainer
- Trades and clinics with high receipt and invoice volume
- Businesses whose accountant keeps asking for missing paperwork
- Teams that need clean records without a full-time finance hire
How matching works
- Step 01
Scope and boundaries
We agree what the assistant records and prepares, and what only your accountant decides.
- Step 02
Match on bookkeeping admin experience
We shortlist assistants who have worked in your software with this kind of volume.
- Step 03
You interview
You review their experience and agree how queries and approvals will be handled.
- Step 04
Onboard with least access
Restricted software access, a written monthly rhythm, and approvals kept with you.
Questions people ask
Are your assistants accountants?
No. This is administrative bookkeeping support only. Your assistant prepares, records, and organises the day-to-day financial admin. Accounting sign-off, tax filing, audit work, and financial or legal advice stay with your qualified accountant or licensed professional.
What exactly stays with my accountant?
Year-end accounts, tax returns and planning, statutory filings, payroll compliance, and any advice on how to treat a transaction. Your assistant prepares clean records so that work is faster, and escalates anything unclear rather than deciding.
Which bookkeeping software can they use?
QuickBooks Online, Xero, FreshBooks, Wave, Zoho Books, and spreadsheet-based systems, plus receipt tools such as Dext or Hubdoc. Licences and seats stay on your subscription.
How do you handle access to financial data?
You grant the narrowest access that lets the work happen, usually a restricted user role in your accounting software rather than banking credentials. Payment approvals stay with you.
Can they chase unpaid invoices?
Yes, using your templates, your escalation ladder, and your tone. Decisions about write-offs, payment plans, or debt collection remain yours.
Should I start at 40, 80, or 160 hours a month?
Work it out from task volume rather than a formula. Count how many invoices you raise, bills you receive, and receipts you file in a typical month, and how long that admin takes you now. Lighter monthly cycles usually start at the 40-hour monthly allowance, businesses invoicing weekly with steady supplier bills often start at 80 hours, and high-volume operations with daily transactions and receivables chasing tend to need 160 hours a month. Prices are in US dollars and the working schedule inside the allowance is agreed during onboarding. We review the actual workload in the first weeks and you can move plans month-to-month. We do not claim a guaranteed transaction capacity for any plan, because volume and complexity vary.
Ready to hand this off?
Tell us the tasks and the hours you need. Plans are month-to-month with a 14-day match guarantee, and after we understand your needs we'll explain the matching timeline and next steps.