By industry

A virtual worker for accounting firms and finance teams

An accounting firm waits for documents. Clients send them late, incomplete or to the wrong address, and someone has to organise folders, copy data from invoices and send reminders. That part needs no accounting knowledge, but it eats up hours every month.

A virtual worker takes over collecting, sorting and first-pass data entry, while bookkeepers deal with what clients pay them for: posting, advice and control.

Start the assessment

You see the savings range straight after the questions; we only ask for contact details for the full summary. No obligation. After the assessment you can request a 30-minute meeting.

What a virtual worker takes over

  • Reminders to clients for documents

    Tracks what each client has delivered and prepares a reminder listing what is missing. Sending is with your permission.

  • Intake and sorting

    Sorts documents from email by client and period, names them according to an agreed rule and files them in a folder.

  • Entering data from invoices

    Reads the supplier, date, amount and other agreed data from invoices and enters them in a spreadsheet or template. The bookkeeper checks before posting.

  • List of what is missing per client

    Compares bank statements with the documents delivered and lists transactions that have no matching document.

  • Replies to recurring client questions

    Answers questions about deadlines and what needs to be delivered from your instructions, and passes anything that needs a professional opinion to the bookkeeper.

What getting started looks like

This is the order of the steps. We agree the exact schedule and timings at the meeting, once we know your work.

  1. 1

    We start with a few clients

    We pick a few clients with typical documents, so the rules are visible before they are extended to the whole firm.

  2. 2

    We agree naming and entry rules

    We write down how your firm names files, which data it copies and what it marks as suspicious.

  3. 3

    Checking every entry

    At the beginning the bookkeeper reviews everything the worker prepares. Errors are recorded and the rules are refined.

  4. 4

    We add clients and reminders

    Once data entry passes without major corrections, we bring in more clients and the reminders.

What we need from you

  • access to the email inbox or mailbox where client documents arrive
  • a list of clients and what each one regularly delivers
  • file naming rules and the folder structure
  • the spreadsheet or template that the data is copied into
  • a person who checks entries before posting

What a virtual worker does not do

  • It does not make final postings and does not file returns or forms.
  • It does not give tax or accounting advice to clients.
  • It does not change data in the accounting software without your approval.
  • It does not send clients anything you have not allowed.

Frequently asked questions

Can a virtual worker post invoices?

Not as a final posting. It prepares the data for posting, and the bookkeeper checks and posts it. Responsibility for the posting stays with your firm.

How reliable is reading data from invoices?

It depends on the quality of the documents and the agreed rules. That is why every entry is checked at the start, and the worker sets aside doubtful values instead of guessing them.

What about clients' personal data?

The scope of access and the place of processing are agreed before we start and aligned with the GDPR. Client data stays in your systems as far as possible.

Does the worker work in our accounting software?

It depends on the software and on whether it allows an export or an interface. Until then it works with spreadsheets and files. We check this at the meeting.

Will clients know that a virtual worker is writing to them?

Reminders go out from your firm's address and with your approval. How you label that a virtual worker prepares them, we agree before we start, in line with the rules that apply.

An estimate now, a clear figure for management.

The assessment shows the range of hours and money your company could get back. If it makes sense, the next step is a 30-minute meeting. You get the price and timeline there, once we know your work.

Start the assessment

Updated 6 November 2026.