By role

Accounting preparation: a virtual worker

Before a bookkeeper can post, someone has to collect the invoices, sort them by month, copy the basic data and see what is missing. That part is usually done by the owner or by administration, against a deadline, and often late and incompletely.

A virtual worker takes over the preparation: it collects, sorts and reads documents and assembles a folder for the bookkeeper. Posting, returns and advice are done by the bookkeeper or the accounting service.

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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

  • Collecting invoices and papers

    Gathers invoices and documents from the shared inbox and scans in one place and sorts them by month and type.

  • Reading data from invoices

    Reads the supplier, number, date, amount and other agreed data from invoices and enters them in a spreadsheet. It flags doubtful values instead of guessing them.

  • Matching with the bank statement

    Compares bank statement lines with the invoices delivered and suggests matches, and lists transactions that have no document.

  • List of what is missing

    Tells you what is missing to close the month and prepares a reminder for the person who holds the document.

  • Folder for the bookkeeper

    At the end of the period, assembles a neatly named folder with a spreadsheet of the data, which the bookkeeper picks up without further questions.

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 one month

    The worker prepares one past month and you compare it with what was prepared by hand. That shows straight away where it goes wrong.

  2. 2

    We agree the format with the bookkeeper

    How they want to receive documents and data: folder structure, spreadsheet columns, labels. The worker adapts to the bookkeeper, not the other way round.

  3. 3

    Checking with the bookkeeper

    For the first few periods the bookkeeper reviews everything the worker prepares and reports corrections.

  4. 4

    Regular running

    Once preparation passes without major corrections, the worker takes it over for current periods, with samples for checking.

What we need from you

  • access to the mailbox or folder where invoices are collected
  • bank statements (a bank export or PDF)
  • the bookkeeper's instructions on the format of the folder and the spreadsheet
  • a person who answers questions about doubtful documents
  • access to the accounting software only if the bookkeeper and you approve it

What a virtual worker does not do

  • It does not make final postings and does not file tax returns or forms.
  • It does not give tax or accounting advice.
  • It does not change data in the accounting software without approval.
  • It does not replace the bookkeeper or the accounting service.

Frequently asked questions

What is accounting preparation?

It is the work before posting: collecting and sorting invoices, copying the basic data, matching with bank statements and listing what is missing. A virtual worker can take over that part, and the bookkeeper does the posting.

Does the virtual worker do the bookkeeping?

No. It prepares documents and data for the bookkeeper. Posting, returns and advice are done by the bookkeeper or the accounting service.

How accurate is the reading of invoices?

Accuracy depends on the quality of the documents and the agreed rules, which is why everything is checked in the first periods. The worker flags values it is unsure about instead of guessing them.

What about paper invoices?

The worker can read scans and photos of invoices, with a somewhat higher chance of error than with digital documents. It flags such documents for checking.

Does the worker need access to our accounting software?

Not necessarily. It can work with the files and spreadsheets that the bookkeeper picks up. Direct access to the software is agreed separately, with the approval of you and the bookkeeper.

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.