For many UK business owners and senior decision makers, accounting is one of those functions that is essential but rarely the best use of their time. Between managing staff, driving growth, and dealing with clients, financial admin often becomes a bottleneck rather than a strategic asset.
This is why more UK companies are turning to virtual assistants who are experienced with digital accounting tools. Not just for basic data entry, but for reliable, day to day financial support that integrates seamlessly into existing systems.
At our company, Teambuild Consultancy, we work closely with UK businesses that want dependable accounting support without the cost and rigidity of hiring locally. In this guide, we will walk through how to hire the right virtual assistant for accounting, what to look for, and how to avoid the common mistakes we see businesses make.
Why Digital Accounting Skills Matter More Than Ever
Accounting has changed dramatically over the last decade. UK businesses have largely moved away from desktop software and paper ledgers toward cloud based systems that allow real time collaboration.
According to industry data from Accounting Today and Sage, over 90 percent of small and medium sized businesses in the UK now use cloud accounting software in some form. Tools like QuickBooks Online, Xero, Sage Cloud Accounting, and FreeAgent dominate the market.
This shift has two important implications:
- Accounting work no longer needs to be done in the same physical location
- Software proficiency is often more important than traditional office presence
A virtual assistant who understands these platforms can handle tasks just as effectively as an in house hire, sometimes more efficiently due to their focused role.
What UK Businesses Typically Delegate to Accounting Virtual Assistants
Before hiring, it is important to be clear about what you actually want to delegate. Many UK companies start too vaguely, which leads to mismatched expectations.
In practice, accounting virtual assistants commonly support with:
- Daily transaction entry and categorisation
- Bank statement reconciliations
- Accounts payable and receivable tracking
- Invoice creation and follow ups
- Expense management and receipt processing
- Payroll preparation support
- Preparing reports for accountants or directors
- Cleaning up historical bookkeeping backlogs
A growing number of our UK clients also ask us to help them outsource bank statement reconciliations to a virtual assistant, especially when transaction volumes grow and manual checking becomes time consuming.
The Cost Reality of Hiring Locally Versus Remotely in the UK
One of the biggest drivers behind virtual accounting support is cost. Hiring an in house accounts assistant in the UK typically costs between £28,000 and £35,000 per year before pension contributions, NI, software licences, and office costs.
In contrast, virtual assistants based overseas, particularly in the Philippines, offer a very different cost structure.
Industry benchmarks show that skilled accounting virtual assistants in the Philippines often earn the equivalent of £600 to £1,000 per month for full time roles. This is not due to lower skill levels, but rather differences in cost of living.
This is why many UK firms explore offshore accounting Philippines solutions as a way to scale without compromising quality.
At our company, Teambuild Consultancy, our pricing is slightly different, but it is ideal for people who need predictable monthly costs:
- Part time support at £500 per month for 4 hours per day, 5 days a week
- Full time support at £900 per month for 8 hours per day, 5 days a week
UK businesses appreciate the transparency because there are no hidden recruitment fees, hourly rate fluctuations, or long term lock ins.
The Key Digital Accounting Tools Your Virtual Assistant Should Know
Not all accounting experience is equal. A strong virtual assistant should already be comfortable working inside the tools you use.
In the UK market, the most commonly requested platforms include:
- QuickBooks Online
- Xero
- Sage Business Cloud
- FreeAgent
- Excel and Google Sheets
- Dext or Hubdoc for receipts
- Payroll systems such as BrightPay or Xero Payroll
When we screen candidates at our company, Teambuild Consultancy, we place heavy emphasis on real platform experience rather than theoretical knowledge. Knowing where to click, how to reconcile discrepancies, and how to generate reports matters more than certifications alone.
Soft Skills Are Just as Important as Technical Skills
One of the biggest gaps we see in competitor content is the lack of focus on soft skills. Accounting accuracy is essential, but without strong communication and reliability, even the most skilled VA can become a liability.
When hiring, look closely at:
- Written and spoken English clarity
- Ability to follow UK business instructions
- Attention to detail
- Comfort with deadlines
- Willingness to ask questions when unsure
- Respect for data confidentiality
From our experience supporting UK clients across accounting, property, and executive roles, communication issues cause more problems than technical ones.
Where UK Businesses Go Wrong When Hiring Accounting Virtual Assistants
Many UK companies come to us after a failed attempt at hiring independently. The most common mistakes include:
- Hiring purely on lowest hourly rate
- Not testing software skills properly
- Vague job descriptions
- No onboarding process
- No clear KPIs or reporting expectations
Another frequent issue is hiring freelancers who juggle multiple clients without structure. This often leads to inconsistent availability and missed deadlines.
At Teambuild Consultancy, we intentionally avoid this by providing dedicated virtual accountant who work exclusively with one client during agreed hours.
Agency Versus Freelance Hiring: What UK Decision Makers Should Know
There is no single correct approach, but understanding the trade offs matters.
Hiring freelancers directly can work well if:
- You have time to recruit and vet candidates
- You are comfortable managing performance
- You can handle replacements if things go wrong
However, agencies reduce operational risk. When UK businesses work with us at Teambuild Consultancy, they benefit from:
- Pre screened candidates
- Ongoing performance monitoring
- Replacement support if needed
- HR and payroll handled externally
- A single monthly invoice
This structure is especially attractive for busy executives who want results without management overhead.
Industry Use Cases From Our UK Clients
We support clients across multiple industries, and accounting needs vary by sector.
Property and Real Estate
- Rent tracking
- Service charge reconciliations
- Expense allocation by property
- Monthly landlord reports
Professional Services
- Invoice management
- Client billing
- Expense reimbursements
- Financial reporting support
Medical and Healthcare
- Payroll support
- Expense tracking
- Supplier payments
- Report preparation for accountants
Tech and Engineering
- Project based cost tracking
- SaaS expense management
- Financial dashboards
- Contractor payment tracking
The common thread is the need for accuracy, consistency, and digital tool proficiency.
How We Approach Hiring at Teambuild Consultancy
While this article is not about our hiring process in detail, it is worth noting why our UK clients trust us.
At Teambuild Consultancy, we focus on skill validation, communication assessment, and cultural alignment. Our virtual assistants are trained to work with UK businesses, UK accountants, and UK expectations.
We also maintain talent pools across accounting, admin, executive support, and specialist roles, which allows us to match clients quickly without compromising quality.
Onboarding Your Accounting Virtual Assistant for Success
Even the best VA will struggle without proper onboarding. UK businesses that succeed typically:
- Share clear process documentation
- Provide access to tools early
- Set weekly reporting expectations
- Schedule regular check ins
- Introduce the VA to accountants or managers
We always encourage our clients to treat virtual assistants as part of the team, not external vendors. This approach improves accountability and retention significantly.
Data Security and Compliance Considerations for UK Businesses
One concern we often hear is data security. This is valid, especially with financial information.
Best practices include:
- NDAs and confidentiality agreements
- Role based access controls
- Secure password sharing tools
- Clear data handling policies
At our company, Teambuild Consultancy, we reinforce these standards as part of onboarding to ensure our UK clients feel confident delegating sensitive work.
Why UK Businesses Continue to Scale With Virtual Accounting Support
The UK outsourcing market continues to grow. According to Statista, the UK business process outsourcing market is projected to exceed £40 billion annually, with finance and accounting among the fastest growing segments.
The reason is simple. Virtual accounting support offers:
- Flexibility
- Cost control
- Access to global talent
- Faster scaling
- Reduced administrative burden
For many UK business owners, hiring a virtual assistant is no longer an experiment. It is part of a long term operational strategy.
Final Thoughts for UK Decision Makers
Hiring a virtual assistant experienced with digital accounting tools is not just about saving money. It is about freeing leadership time, improving financial accuracy, and building scalable systems.
Whether you are a property director, medical practice owner, or managing director of a growing SME, the right virtual assistant can transform how your business handles accounting.
At Teambuild Consultancy, we work with UK businesses every day who want reliable, skilled, and transparent virtual support. If you approach hiring with clarity, structure, and realistic expectations, the results can be genuinely transformative.
The key is not where your virtual assistant sits, but how well they integrate into your systems, tools, and business culture.
