If you run an accounting or bookkeeping firm, you’re probably no stranger to the question: “Why am I doing this myself?”

The month ends. The quarter closes. The year turns over. And despite your best intentions, you find yourself reviewing intake forms, formatting engagement letters, and triple-checking calendar invites — while also managing clients, tax deadlines, and your team.

In a firm that’s grown past solo practice but isn’t quite at full operational scale, it’s easy to get stuck in the middle. You need more time — but hiring a full-time ops lead or admin manager may feel premature (or too expensive).

That’s where VA support fits in. But not all tasks should be handed off — and not all VAs are equipped to support firms with strict compliance needs and high client expectations.

This guide helps you identify the best tasks to offload, what to keep, and how to think about time differently as a founder.

The Core Tension: Client Delivery vs. Business Operations

Founders in professional services, especially accounting, deal with a tricky double-bind:

• You’re responsible for high-stakes client work (compliance, reporting, payroll, taxes)

• You’re also expected to run the business — manage people, processes, and revenue

  
  

And the “in-between” work — onboarding clients, sending reminders, updating logs — eats more time than anyone admits.

Most firm owners we work with say:

• “My inbox is a mess. I miss client questions or key emails.”

• “I’m the only one who knows where everything lives.”

• “I spend 5 hours a week formatting documents.”

• “I’m always answering the same questions — clients, team, or both.”

• “I don’t have time to follow up on sales leads.”

  
  

These aren’t problems that get solved with more hustle. They require structure — and delegation.

What to Offload to a VA (and How It Helps)

A VA can’t file taxes or give financial advice. But they can handle everything around your delivery that keeps the business running smoothly.

Here’s where VAs are most effective for accounting firm founders:

1. Client Onboarding and Intake

• Sending and tracking onboarding forms (via Ignition, GSheet, or your portal)

• Sending welcome emails and pre-scheduling intro calls

• Confirming receipt of key documents and ID verifications

• Logging information in your CRM or project tracker

Why it matters: It keeps clients engaged and reduces your no-show or drop-off rates in the first 2 weeks.

2. Calendar and Deadline Management

• Booking client check-ins and quarterly reviews

• Blocking time for strategic planning, tax deadlines, or prep

• Flagging calendar conflicts and adjusting as needed

• Sending confirmations and follow-ups

Why it matters: Keeps your time aligned with what’s urgent — not just what’s loud.

3. Document Prep and Formatting

• Formatting proposals, engagement letters, or scopes

• Sending e-signature requests via platforms like PandaDoc or Ignition

• Updating and organizing client folders in Drive, Dropbox, or your portal

• Following up on unsigned or incomplete documents

Why it matters: Ensures consistency and professionalism without burning your time.

4. Admin and Internal Ops

• Managing your team task list in ClickUp, Karbon, or Asana

• Sending internal reminders or recaps after team meetings

• Compiling light reports for internal KPIs or team check-ins

• Maintaining contact databases and email templates

Why it matters: Keeps the business running even when you're deep in client work.

5. Light Sales and Marketing Support

• Logging inquiries and sending pre-discovery questionnaires

• Following up on leads who’ve gone cold

• Drafting or scheduling LinkedIn posts or newsletters

• Coordinating webinars or virtual meetups

Why it matters: Sustains your pipeline and presence — especially during busy seasons.

What NOT to Offload

Not everything should be delegated. Especially in a compliance-heavy industry like accounting, we recommend founders keep ownership of:

• Client financial strategy, tax filings, or personalized advice

• Final review of financial statements, returns, or payroll filings

• Sensitive client conversations (especially around scope or pricing)

• Oversight of audit-related work or legal communications

  
  

Think of your VA as the engine room — keeping everything humming, so you can captain the ship.

Real Impact: A Week with a VA vs. Without

Without a VA:

• You spend 6 hours per week formatting and sending docs

• You fall behind on 2 client emails because they weren’t flagged

• You miss a sales follow-up that would have closed a $5K/month retainer

• Your team Slack is full of unanswered tool access or SOP questions

• You start Monday already behind

With a VA:

• You review a prep email with the 3 emails that need your reply — everything else is handled

• Your calendar has protected blocks for deep work and review

• All new client forms are prepped and ready for your sign-off

• Your weekly team meeting is recapped, with next steps assigned

• You spend more time thinking — and less time reacting

  
  

How We Support Accounting Firms

At EVAWorks, we train VAs to support accounting founders specifically — meaning:

• Familiarity with tools like Ignition, Karbon, QuickBooks Online, Airtable, Gusto, and GDrive

• Clear understanding of boundaries around financial advice

• Systematic approach to SOPs, client communication, and internal task flow

• Flexible weekly support (usually 10–20 hours/month to start)

  
  

We also help you build the structure before you offload — documenting tasks, tools, and workflows so your VA can start fast and improve over time.

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Further Reading

• Getting Started with a VA: The First 30 Days

• Managing a VA: Tools, Routines, and Boundaries That Work

• Behind the Scenes Support: How Family Offices Use VAs to Create Order in Complex Operations