How to Become a Virtual Bookkeeper

Alright, let’s kick things off. In this detailed guide, you'll learn how to become a Virtual Bookkeeper and a lot more!

Table of Contents

So, what exactly is virtual bookkeeping? Simply put, it’s all about managing financial records, balancing books, and ensuring that everything is in tip-top shape – but the twist is you do it all remotely. You’re your own boss, working from anywhere – be it your couch, coffee shop, or beachside (no judgments). This job has been gaining serious traction as businesses big and small realize they can save a ton of cash by hiring remote bookkeepers instead of having someone sit in-house.

Virtual bookkeeping is not just a trend; it’s the future of the industry. With more people working from home and needing financial help, the demand for skilled virtual bookkeepers is growing fast. Stats show that virtual bookkeeping is one of the top remote jobs, with a projected market size of over $2 billion by 2027. The gig economy is booming, and virtual bookkeepers are right at the heart of it, making a pretty solid living.

You might be wondering, "Why should I get into bookkeeping?" Well, if you love numbers, have an eye for detail, and want a career that gives you the freedom to work from anywhere, then this might just be your golden ticket. Plus, it’s low-key lucrative side gig if you play your cards right.

Essential Skills You Need to Rock the Virtual Bookkeeping Game

So, let’s talk skills. What does it take to be a killer virtual bookkeeper? First, you’ve gotta have solid knowledge of accounting principles – we’re talking basic stuff like balancing books, handling accounts payable/receivable, and preparing financial statements. You don’t have to be an accounting genius, but you need a good grasp on the basics.

Core Skills You’ll Need

Accounting Knowledge: You’ll need to be familiar with terms like debits, credits, P&L, and balance sheets.
Tech Savvy: Let’s be real – bookkeeping today isn’t done with a pen and paper. You need to be comfortable using software like QuickBooks, FreshBooks, Xero, and other accounting tools.
Attention to Detail: If you miss a number, your client’s financials go off track, and nobody wants that.
Time Management: You’ll be juggling multiple clients and deadlines. Being organized is key.
Communication: Whether it’s via email, video calls, or messaging apps, being able to explain financial info clearly is crucial.

Graphic illustration of Virtual bookkeeper's skills

How to Get Started as a Virtual Bookkeeper

Getting into the virtual bookkeeping game isn’t as complicated as it might sound. Here’s the breakdown of the steps you’ll want to follow to get rolling:

Get the Right Education: You don’t need a fancy degree, but having a solid foundation in bookkeeping is a must. Some people start with basic high school knowledge, while others take specific bookkeeping courses from QuickBooks or Xero. You can easily find online courses, too, which are both affordable and flexible.
Gain Some Experience: Sure, you can learn the ropes through education, but hands-on experience is where the magic happens. Try offering your services to family or friends, or take up small freelance gigs. Even volunteering can give you that first taste of real-world bookkeeping.
Certify Yourself: A certification can definitely give you an edge. Consider getting certified by QuickBooks, Xero, or another recognized accounting tool. This can boost your credibility and let clients know you’re the real deal.
Create a Solid Online Presence: You’ve got to put yourself out there, right? Set up a professional website or a LinkedIn profile to market yourself. A portfolio that highlights your skills and experience, along with client testimonials, can go a long way.
Set Up Your Home Office: You don’t need a whole office space, but you’ll need a reliable computer, accounting software, and a quiet place to work (stay at home moms will need to tackle this carefully). Good lighting for video calls, a decent headset, and fast internet are key too.

Popular US Certifications To Help You Become a Virtual Bookkeeper

By obtaining one or more of these certifications, you can increase your expertise, improve your earning potential, and prove to clients that you’re serious about virtual bookkeeping. The more certifications you acquire, the more clients you’ll attract, and the better your job security will be in this fast-growing field!

1. QuickBooks Certification

QuickBooks is one of the most widely used accounting software programs for small businesses, so being certified in it is a game-changer. Becoming a QuickBooks ProAdvisor gives you a significant advantage, showing clients that you know the ins and outs of the software. It also provides access to resources, exclusive discounts, and tools that will help you grow your business.

Requirements: You’ll need to pass a certification exam, which covers basic bookkeeping, accounting principles, and QuickBooks software usage.
Duration: You can complete it online at your own pace. It’s typically about 20-40 hours of study.
Cost: Around $150–$200 for the exam, with additional fees for exam retakes.

Why it’s beneficial: QuickBooks is often the first software most small businesses use, so being certified helps you land clients who need help setting up, maintaining, and troubleshooting their accounts.

2. Xero Certification

Xero is another popular accounting software, especially for larger businesses. As a Xero Certified Advisor, you'll have the skills to handle bookkeeping, bank reconciliation, and invoicing within the platform. It’s a great option if you’re looking to work with companies that need more advanced accounting features than QuickBooks.

Requirements: You must complete online learning modules and pass an exam to become certified.
Duration: Xero’s certification can be done in just a few hours, but there’s a learning curve if you’re new to the software.
Cost: Free, but access to their paid plan might be required to get the full benefit.

Why it’s beneficial: Xero is used by businesses globally, especially in industries that have complex financial needs. Being certified helps you stand out in a competitive market.

3. Certified Bookkeeper (CB) from the American Institute of Professional Bookkeepers (AIPB)

If you're serious about bookkeeping and want to prove your expertise, the Certified Bookkeeper (CB) certification is a great choice. It shows that you have a strong understanding of bookkeeping principles, from preparing financial statements to managing payroll and reconciling accounts.

Requirements: You’ll need to pass an exam that covers topics such as accounting principles, adjustments, and reporting.
Duration: The study process typically takes a few months to complete.
Cost: Exam fees are around $450 for non-members of AIPB.

Why it’s beneficial: This certification is well-respected in the industry and shows potential clients that you are a professional who understands the nitty-gritty of bookkeeping.

4. Certified Public Accountant (CPA)

If you're aiming for the top and want to handle tax filings or larger corporate accounts, a Certified Public Accountant (CPA) license may be the ultimate certification. While CPAs typically work in tax or auditing, having the CPA credential allows you to perform high-level bookkeeping tasks and gives you significant credibility.

Requirements: Becoming a CPA requires a degree in accounting, passing the CPA exam, and meeting your state’s experience requirements.
Duration: It takes several years to complete the required education and experience.
Cost: The CPA exam and application costs can total $1,000 or more.

Why it’s beneficial: A CPA certification is the gold standard in accounting and bookkeeping. If you plan to work with businesses that need comprehensive financial services, this is a big asset.

5. Intuit QuickBooks Online Certification

This is a slightly more specialized QuickBooks certification, tailored specifically to those working with QuickBooks Online (the cloud-based version). If you’re planning to be a virtual bookkeeper and want to use QuickBooks Online to manage your clients’ finances, this is a no-brainer.

Requirements: The certification is based on an online exam covering QuickBooks Online features, tax-related tasks, and reports.
Duration: You can complete the course in a few hours.
Cost: Free.

Why it’s beneficial: The certification demonstrates proficiency in QuickBooks Online, a software that many virtual bookkeepers use for remote work, making you a highly marketable candidate.

6. Bookkeeping Essentials Certification from Penn Foster

The Bookkeeping Essentials Certification from Penn Foster is designed for those who are just getting started with bookkeeping. It offers a comprehensive understanding of accounting principles, which will help you handle day-to-day bookkeeping tasks for your clients.

Requirements: Completion of an online course and passing a final exam.
Duration: Typically takes around 6-12 months to complete, depending on your pace.
Cost: Around $700–$1,200 depending on the package.

Why it’s beneficial: This is a great option for beginners who want to build a strong foundation in bookkeeping and gain credentials early in their careers.

7. Fundamentals of Bookkeeping Certificate from the National Association of Certified Public Bookkeepers (NACPB)

This certification is ideal for those who want a professional credential from a recognized body. The Fundamentals of Bookkeeping Certificate covers everything from payroll to taxes and year-end financials.

Requirements: You’ll need to pass an exam that demonstrates proficiency in accounting principles and bookkeeping practices.
Duration: Most people complete this certification in a few weeks to months.
Cost: The exam costs around $300, with additional fees for study materials.

Why it’s beneficial: The NACPB is widely recognized, and this certification gives you credibility, especially when dealing with more complex bookkeeping tasks.

The Tools You’ll Need For Virtual Bookkeeping

Alright, so you’ve got the skills, the knowledge, and the setup. But what about the tools? Virtual bookkeeping isn’t just about number crunching – it’s about using the right tools to make your job easier and more efficient. You’ll need to be familiar with a few software programs that are basically essential in this field.

Screenshots of tools that Virtual bookkeepers use

QuickBooks: This is the most popular accounting software out there. It’s perfect for small businesses, and the online version is great for virtual bookkeepers who need to access files from anywhere.
Xero: Another solid option, especially for businesses that require a little more complexity. It’s great for larger companies with multiple users.
FreshBooks: Perfect for freelancers or small businesses that need invoicing and expense tracking.
Trello or Asana: These project management tools are awesome for keeping track of deadlines, clients, and tasks.
Zoom or Google Meet: You’ll need video call platforms for client meetings or consultations.
Google Drive/Dropbox: Cloud storage options that allow you to securely store and share files with clients.

What Can You Earn as a Virtual Bookkeeper?

Now, let’s talk money. How much can you actually earn as a virtual bookkeeper? Well, it’s all over the place. When you’re just starting out, you can expect to earn between $15 and $25 an hour. Not too bad, right? But as you get more experience, you can easily bump up those rates to $40 or even $50 an hour, especially if you have certifications and a solid portfolio.

Starting Rate: Around $15–$25 per hour.
Mid-Level Experience: Can push up to $30–$45 per hour.
Experienced/Certified Bookkeepers: Can charge $50+ per hour, with some charging even higher rates based on specialization.

The key to higher earnings is building a client base, offering specialized services (like tax prep or financial analysis), and having a steady flow of work. Full-time virtual bookkeepers can easily make $50,000–$70,000 annually, and experienced pros can hit six figures.

The Pros and Cons of Being a Virtual Bookkeeper

Like any gig, virtual bookkeeping comes with its ups and downs. Here’s the lowdown on the good and the bad:

Pros

Work from Anywhere: Set your own schedule and work from home or wherever you want.
Great Earning Potential: The more experience and clients you have, the more you can charge.
Flexibility: You get to decide when and how much you work.
Demand is Growing: Businesses are always looking for reliable virtual bookkeepers.
Job Security: People always need their books kept in check – it’s a stable gig.
Diverse Clientele: Work with different businesses, from startups to larger companies.
No Commuting: Save time and money by working from your home office.
Work-Life Balance: You get to control your schedule and work at your own pace.

Cons

Client Management: Juggling multiple clients and deadlines can get stressful.
Starting Slow: It may take a while to build up your client base and reputation.
Long Hours at Times: Especially when you’re busy with multiple clients or tax season hits.

Legal and Ethical Considerations

When you’re working as a virtual bookkeeper, you have to keep things legit. It’s important to understand tax laws, data privacy regulations, and confidentiality standards. You’ll need to sign NDAs and make sure all client data is protected. For example, if you’re handling sensitive financial information, secure file-sharing platforms like Google Drive or Dropbox with encryption are a must.

Also, always stay updated with bookkeeping best practices and tax laws – you don’t want to get caught out by outdated knowledge or accidentally mishandle a client's finances.

What Real-life Virtual Bookkeepers Have To Say

"When I first started as a virtual bookkeeper, I didn’t realize how much time I would spend communicating with clients. It’s not just about doing the numbers. I spend a good chunk of my day answering emails, jumping on calls, and explaining things in layman’s terms. Especially at the beginning, clients want reassurance that they’re in good hands. But once they trust you, the relationship is pretty smooth. Most of my clients are small businesses, so I get a variety of tasks—everything from reconciling accounts to preparing financial statements. It's not all glamorous, but it's definitely rewarding. And don’t get me started on the flexibility—it’s nice to work from home and set my own hours.” — T.M.

"I thought getting into virtual bookkeeping would be straightforward, but honestly, you need to be good at multitasking. There are so many software platforms that businesses use for different things, and you’ve got to be proficient in all of them. QuickBooks, Xero, FreshBooks… you name it, I've had to learn it. A big part of being successful is knowing which tools to use for which task. It’s not just about keeping books balanced; it’s about managing time effectively and making sure everything gets done on time, every time.” — C.B.

"As a virtual bookkeeper, one of the most surprising aspects for me was dealing with tax prep. A lot of my clients need assistance at the end of the year, and they expect me to handle their tax filings. This means I have to stay up to date with tax laws, which isn’t always fun. But, the extra effort can really pay off. It's one of those areas that can make a huge difference for your clients, and when they see that you’ve saved them money or helped them avoid mistakes, they’re more likely to keep you around long term.” — R.H.

"You’ve got to have strong organizational skills in this job. As a virtual bookkeeper, I’m often handling multiple accounts, and I need to be organized to keep track of everything. I use software like Trello and Asana to stay on top of deadlines, and I keep detailed notes about client preferences. Honestly, without these tools, it would be much harder to keep everything running smoothly. I’ve learned that the key to staying organized is being proactive, not reactive. If you don’t plan ahead, things will slip through the cracks.” — J.L.

"I started my virtual bookkeeping business about a year ago, and I’ve found that networking is key to getting clients. At first, I thought I’d just set up a website and wait for the clients to come to me. But I quickly learned that it takes more than that. I started reaching out on LinkedIn, attending virtual networking events, and offering my services on platforms like Upwork and Fiverr. That’s how I landed my first few gigs. Word-of-mouth referrals have also been huge for me. The more people you connect with, the better your chances of getting clients.” — K.S.

"I’ll be honest, the pay can vary a lot. When I first started, I was charging pretty low rates just to build up my portfolio and get clients. But now that I have more experience, I’ve raised my rates. On average, I make about $40 per hour now, but I know other virtual bookkeepers who charge anywhere from $25 to $75 per hour depending on their expertise. It really depends on the niche you serve—tax preparation clients might pay more than those just needing basic bookkeeping.” — A.W.

"One thing I didn’t expect was how much emotional labor is involved in being a virtual bookkeeper. You’re not just working with numbers—you’re working with people who are stressed about money. Some clients are really laid back, but others, especially those with struggling businesses, are under a lot of pressure. A lot of the job involves reassuring them, answering questions about their financial health, and explaining things in a way they understand. You need to be empathetic and patient, which can be draining, but it’s part of the job.” — L.J.

"Another challenge I’ve faced is maintaining client confidentiality. As a virtual bookkeeper, I handle sensitive information, so I make sure to use secure software like QuickBooks Online and implement multi-factor authentication for everything. I also make sure to back up all of my work regularly to avoid any potential data loss. Clients expect you to handle their financial information with the utmost confidentiality, so it’s important to take this seriously and follow best practices for data security.” — P.F.

"I honestly think a big part of success in this role is having a good work-life balance. At first, I was working all the time—late nights and weekends—just trying to get ahead. But that’s not sustainable in the long run. After some burnout, I started setting clear boundaries. I now stick to set hours and schedule in breaks to keep my productivity high. It’s a balancing act, but I’ve found that being strict about my hours actually helps me get more done in less time.” — N.E.

"One of the biggest perks of being a virtual bookkeeper is the ability to scale your business. You’re not limited by geography, so you can work with clients from all over the country (or even the world). This gives you a lot of opportunities to grow your client base. And if you get overwhelmed, you can hire other bookkeepers to help, which allows you to grow even further. The key is having systems in place that allow you to easily scale up when you’re ready.” — D.B.

And that’s the lowdown on becoming a virtual bookkeeper! It’s a career that’s only getting bigger, and if you’re into numbers, want flexibility, and enjoy working with different clients, this could be your next big hustle.

How To Become a Virtual Bookkeeper FAQs

1. What is a Virtual Bookkeeper?

A virtual bookkeeper manages financial records remotely for businesses. They handle tasks like data entry, bank reconciliations, and financial reporting without being on-site.

2. What Are the Core Responsibilities of a Virtual Bookkeeper?

Virtual bookkeepers are responsible for entering financial data, reconciling bank statements, preparing monthly reports, and assisting with budgeting and forecasting. They also advise on suitable accounting software and may train staff on bookkeeping best practices.

3. How Do Virtual Bookkeepers Ensure Data Security?

Virtual bookkeepers use secure accounting software, implement multi-factor authentication, and regularly back up data to protect sensitive financial information. They adhere to best practices for data security to maintain client confidentiality.

4. What Skills Are Essential for a Virtual Bookkeeper?

Key skills include proficiency in accounting software, strong organizational abilities, attention to detail, and effective communication. Virtual bookkeepers should also be adaptable and proactive in managing multiple tasks.

5. How Do Virtual Bookkeepers Charge for Their Services?

Pricing varies based on experience, services offered, and client needs. Some charge hourly rates, while others offer fixed monthly fees. It's important to discuss and agree upon pricing structures before starting a contract.