Virtual Accounting Team on Subscription
Real-time online bookkeeping, payroll, and tax for small businesses with proactive support and transparent pricing.
About Our Virtual Accounting Team
We unite experienced bookkeepers, payroll specialists, and tax professionals into a coordinated subscription service for small businesses, delivering accurate numbers, compliant filings, and proactive insights without the cost of hiring in-house.
How Subscription Accounting Works
A simple, structured process that delivers accurate books, payroll, and taxes without hiring in-house.
Contact usOnboarding Workflow
We map your chart of accounts, inventory methods, and payroll classifications, collect bank, card, and sales channel connections, agree on a cutover date, and define monthly deliverables. A lead accountant coordinates tasks, sets milestones, documents procedures, and verifies responsibilities so your transition is orderly, auditable, and minimally disruptive.
Secure Data Connections
We connect read-only bank feeds, payment processors, point of sale systems, ecommerce platforms, and payroll tools through encrypted integrations. Two-factor authentication, least-privilege roles, and monitored syncs reduce manual entry, prevent unauthorized changes, and preserve data integrity, enabling timely reconciliations and dependable reporting every day.
Real-Time Dashboard
Your dashboard shows real-time cash position, cleared and pending transactions, unreconciled items, payroll run status, tax deadlines, and outstanding questions. Metrics update continuously, while alerts highlight exceptions, approvals, and cutoff risks, helping you prioritize actions and delegate tasks confidently before they impact customers or cash flow.
Real-Time Bookkeeping
Accurate, daily bookkeeping that turns raw transactions into decision-ready financials.
Automated Transaction Capture
Bank and card feeds import transactions within minutes, preserving vendor names, memos, and attachments. Categorization rules apply consistent coding, while outliers route to your accountant with context. This reduces rework, speeds reconciliations, and maintains accurate accruals that reflect economic reality across periods and channels.
Reconciliations and Close Cadence
We reconcile cash, payouts, loans, inventory, sales tax, deferred revenue, and clearing accounts weekly, then execute a documented monthly close. Checklists, peer review, tie-outs, and variance analysis identify anomalies early. Stakeholder notes capture assumptions and pending items, improving continuity and reducing surprises during audits or financing.
Management Reports and KPIs
Receive timely income statements, balance sheets, and cash flow statements enhanced with trend lines, common-size ratios, and budget comparisons. Tailored KPIs track gross margin, burn, runway, cohort health, revenue recognition, pipeline coverage, or project profitability, aligned to your goals and board expectations for actionable insights.
Payroll Done Right
Compliance-focused payroll setup, processing, and reporting for employees and contractors.
Taxes Without Surprises
Proactive tax planning and accurate filings to minimize penalties and preserve cash.
Subscription Services
Choose a plan that fits your stage; every subscription includes secure systems, proactive communication, and dependable delivery.
Real-Time Bookkeeping
Daily transaction processing, weekly reconciliations, and a documented month-end close produce reliable financials and actionable KPIs. Integrations pull data from banks, payment processors, and sales platforms, reducing manual work and ensuring consistency across periods for lenders, investors, and internal decision makers.
From 9/month
Payroll Management
Full-service payroll setup and processing with compliance monitoring, benefit deductions, garnishments, filings, and year-end forms. We manage calendars, approvals, and exception workflows, delivering accurate pay runs, timely deposits, and clear reporting for employees, contractors, and management.
From 9/month + per employee
Tax Preparation and Filing
Business return preparation with book-to-tax adjustments, multi-state considerations, and e-file confirmations. We also handle quarterly estimates, sales tax filings, and proactive planning to reduce penalties and improve cash predictability throughout the year.
From ,250 per annual business return
Industry-Specific Solutions
Tailored processes and reports for the way your business actually operates.
Software Stack and Integrations
Modern, flexible systems that fit your existing tools.
Accounting Ledgers Supported
We support QuickBooks Online and Xero, with standardized charts, custom fields, and lock dates. Migration toolkits import vendors, customers, and opening balances without breaking history. Add-ons for reporting, AP, AR, and expense management are recommended based on volume, complexity, and your team's comfort with workflows.
Payments, Banks, and POS
We connect major banks, Stripe, Square, Shopify Payments, and common POS systems using secure APIs. Payout timing, fees, disputes, and settlements are mapped to clearing accounts. Automated matching rules reconcile deposits to orders, minimizing suspense balances and manual interventions that slow closings and obscure true performance.
Project and Inventory Systems
Integrations with project tools and inventory platforms synchronize items, locations, costs, and fulfillment status. We design data flows that avoid double counting and capture adjustments. The result is cleaner margins by job or product line, fewer surprises during counts, and dependable forecasting inputs for operations leaders.
Controls, Security, and Compliance
Internal controls and security practices that protect your data and reputation.
- Access Management and Audit Trails We implement least-privilege roles, single sign-on, and multifactor authentication. Change logs, approvals, and reconciliations create robust audit trails. Vendor onboarding, payment approvals, and payroll changes require documented authorization, reducing fraud risk and satisfying investor, lender, or auditor scrutiny without sacrificing speed in daily operations.
- Data Retention and Encryption Encrypted storage safeguards documents, statements, and payroll records. Retention schedules meet legal requirements while keeping retrieval simple for audits or financing. Regular backups, secure sharing links, and restricted export permissions protect sensitive information and support continuity planning if systems are unavailable or staff changes occur unexpectedly.
- Regulatory Standards Adherence Our practices align with relevant financial regulations and privacy requirements, including SOC 2 inspired controls and GDPR considerations where applicable. We document procedures, train staff, and test controls periodically. Evidence is available for partners who need assurance regarding reliability, confidentiality, and integrity of financial information.
Pricing and Plans
Clear, predictable pricing with no long-term lock-ins.
Starter Plan Features
Designed for early-stage teams, this plan covers up to two bank accounts, monthly close, essential payroll, and baseline compliance. It includes standardized reports, core integrations, and email support. Predictable scope keeps costs controlled while delivering clean books and timely filings that unlock lender and investor conversations.
Growth Plan Features
Built for expanding businesses, Growth adds weekly reconciliations, advanced reporting, multi-channel sales support, and proactive tax planning. Dedicated Slack, quarterly reviews, and workflow automations reduce bottlenecks. You get deeper visibility and stronger controls without building an internal finance department before it is truly necessary.
Scale Plan Features
Scale supports higher transaction volumes, multiple entities, consolidations, and specialized revenue recognition. We introduce approvals, role-based access, custom KPIs, and enhanced close checklists. Priority response times, integration engineering, and fractional CFO sessions ensure your finance function grows as quickly and reliably as your operations.
Service Level and Communication
Reliable response times and clear communication create trust and momentum.
Response Times and Escalations
We commit to same-business-day acknowledgment and defined response windows by request type. Urgent issues escalate to a manager with authority to resolve blockers. Service metrics are tracked transparently, letting you see volume, turnaround, and satisfaction trends that drive continuous improvement across the engagement.
Monthly Reviews and Planning
Every month, we walk through results, variances, cash needs, and upcoming deadlines. We align on priorities, risks, and opportunities, then update the 90-day plan. Decisions are captured as action items with owners and dates, ensuring accountability and progress between meetings without endless email threads.
Collaboration Channels and Tools
We communicate through your preferred channels, including Slack, email, and scheduled calls, complemented by a shared task board. Secure portals collect documents and track requests. Threaded discussions keep context with the numbers, reducing confusion and enabling faster, better decisions by everyone involved in the workflow.
Migration and Cleanup
Catch-up work and system redesigns handled with care.
Historical Catch-Up Bookkeeping
We bring prior months current by importing statements, reconstructing missing details, and documenting assumptions. We separate true errors from timing differences, so the story is consistent. Deliverables include reconciled balances, supporting workpapers, and a clean starting point you can trust for forecasting and tax.
Chart of Accounts Redesign
We streamline and standardize your chart to reflect how the business operates, enabling clean reports without manual exports. Naming conventions, numbering, and mapping rules support automation. We train your team on coding guidelines, reducing misclassifications and the rework that delays close and clouds decision making.
Opening Balances and Adjustments
We verify opening balances against bank, loan, payroll, and tax sources, then post adjusting entries with references. Old suspense items are resolved or documented. This eliminates lingering noise that distorts gross margin, cash flow, and equity, establishing reliable baselines for lenders, investors, and management.
Advisory and CFO Support
Forward-looking guidance that connects numbers to strategy.
Support for Global Teams
Capabilities for distributed operations across currencies, entities, and jurisdictions.
Multi-Entity and Consolidation
We manage intercompany transactions, eliminations, and consistent policies across entities. Consolidated reports roll up currency, tax, and accounting differences cleanly. Permissions and workflows keep local autonomy while maintaining group visibility, enabling leadership to compare performance and make coordinated decisions across the organization.
Multi-Currency and FX
We maintain multi-currency ledgers, apply appropriate exchange rates, and reconcile realized and unrealized gains or losses. Policies define functional currency, remeasurement, and translation. Reporting highlights FX effects on margin and cash, supporting pricing, hedging, and treasury decisions in volatile markets.
Contractor Payments and Compliance
We onboard domestic and international contractors with proper tax paperwork, verify banking details, and schedule payments through secure systems. We track thresholds for forms, maintain documentation, and manage year-end reporting. Consistent processes reduce risk, fees, and delays while keeping freelancers happy and productive.
