By: Jennifer Brazer
Jennifer is the author of From Cubicle to Cloud and Founder/CEO of Complete Controller, a pioneering financial services firm that helps entrepreneurs break free of traditional constraints and scale their businesses to new heights.
Fact Checked By: Brittany McMillen
Virtual Bookkeeping for Brick-and-Mortar Stores: Transform Your Business with Efficiency
Virtual bookkeeping isn’t just a passing trend or a buzzword slapped on modern solutions. It’s a practical and affordable way to hand off your financial tedium, freeing up your time and energy for what truly matters—growing your business. Imagine hiring a team of number-savvy experts without worrying about redesigning your office space or even offering them coffee. Virtual bookkeeping allows you to do just that, and I’m here to show you how this shift can revolutionize the way you manage your finances.
Why Your Business Needs Virtual Bookkeeping
Running a brick-and-mortar store is no small feat. Between keeping your inventory straight, managing employees, and interacting with customers, it’s easy to let bookkeeping slide down your list of priorities. However, neglecting this crucial aspect of your business can lead to delayed tax filings, accounting errors, and added stress. That’s where virtual bookkeeping comes in.
Having spent over 15 years helping small businesses like yours streamline their financial processes, I’ve seen how transformative this shift can be. Virtual bookkeeping lets you focus on doing what you love—running your business—while leaving the number-crunching to the pros. You no longer have to be financially savvy or hire a costly in-house bookkeeper to keep your financials in tip-top shape.
Key Takeaways
Here’s what makes virtual bookkeeping such a smart choice:
- Save Time: Automating financial tasks can reclaim up to 10 hours per week, according to Intuit’s 2020 study.
- Avoid Stress: Outsource complex financial tasks to avoid burnout.
- Increase Accuracy: With professional oversight and cutting-edge tools, businesses can improve accuracy by up to 90%, as reported by Accounting Today.
- Save Money: Gartner found that virtual bookkeeping reduces costs by as much as 30% compared to hiring a full-time bookkeeper.
- Focus Better: Shed the administrative burden and zero in on what you excel at.
What Is Virtual Bookkeeping?
Think of virtual bookkeeping like this: instead of hiring someone to physically manage your books on-site, you’re outsourcing this work to a remote professional or team that utilizes cloud-based tools. Using platforms like QuickBooks Online, Xero, or FreshBooks, virtual bookkeepers handle everything from expense management and invoicing to payroll, all while granting you real-time access to your financial dashboard.
As the CEO of Complete Controller, I’ve always approached virtual bookkeeping as a way to not only simplify businesses’ financial management but also offer owners the mobility to review their books whenever and wherever they choose. Whether you’re working from your store or relaxing at home, your finances can be just a few clicks away.
The Benefits of Virtual Bookkeeping
Cost savings
Hiring an in-house bookkeeper isn’t cheap. You’re not just footing their salary—you’re also paying for office space, benefits, and training. Virtual bookkeeping, on the other hand, eliminates these overhead costs. This is especially appealing for small businesses that operate on tight budgets. If you’re curious about how much you can save, check out how our service delivers cost savings through virtual bookkeeping.
Expertise on demand
When you go the virtual route, you’re not just hiring someone who dabbles in bookkeeping—you’re gaining access to seasoned professionals certified in platforms such as QuickBooks Online or Xero. These experts know the ins and outs of tax laws, compliance, and reporting, giving you peace of mind that your financials are in skilled hands. Interested in what certifications say about a virtual bookkeeper? Learn more about the importance of reconciling accounting statements.
Flexibility and accessibility
Whether you’re managing your store, traveling, or working from home, virtual bookkeepers ensure you’re never without access to your financial information. Thanks to secure, cloud-based systems, you can monitor your cash flow, review reports, and even tackle questions in real time with your financial partner.
Understanding Security
I get it—handing off sensitive data can sound risky. But with the right precautions, virtual bookkeeping is as secure as locking your books in a vault. Your bookkeeper should use encrypted tools, establish regular backups, and update their systems frequently to protect your data. Familiarize yourself with data security best practices, and you’ll have confidence in the process.
How to Choose the Right Virtual Bookkeeper
Check credentials
Certifications like QuickBooks Certified User or Xero Advisor are marks of a well-trained bookkeeper. Make sure your candidate understands your industry-specific needs and has certified bookkeeping professionals ready to assist. Past client testimonials are also a must for verifying their skills.
Investigate their tools
A strong tech stack isn’t negotiable. Virtual bookkeepers should work with platforms like QuickBooks Online or Xero while employing top-notch, efficient business finance management practices to organize and protect your data.
Assess communication
Your bookkeeper should feel like an extension of your team, not a faceless service. Ensure their work hours overlap with yours for timely communication, and use collaboration tools like Slack or Zoom to keep your discussions on track.
Real-Life Success Story: Green Earth Landscaping
Let me share a real example of how virtual bookkeeping transformed a business. Green Earth Landscaping, a small brick-and-mortar operation, was bogged down by inefficient accounting processes. When they partnered with our remote bookkeeping team, they:
- Cut administrative tasks by over 10 hours weekly.
- Increased data accuracy and drastically reduced errors.
- Saved 30% by outsourcing instead of hiring in-house staff.
Read their full story here.
Best Practices for Virtual Bookkeeping
To make the most of virtual bookkeeping, I recommend:
- Frequent Backups: Safeguard all financial data to avoid potential catastrophes.
- Update Your Tools: Keep your bookkeeping software current to maximize efficiency and minimize downtime.
- Stay Tax Compliant: Ensure your bookkeeper understands applicable tax laws to dodge hefty penalties.
How to Get Started
If you’re ready to jump into virtual bookkeeping, here’s how to begin:
- Identify Your Needs: Determine whether you require simple data entry, financial analysis, or a mix of everything.
- Choose the Right Software: Look for platforms that suit your business’s needs and read guides on choosing the right accounting software.
- Hire Smart: Use platforms like Upwork or explore dedicated services like Complete Controller.
- Set Reporting Standards: Discuss regular check-ins with your bookkeeper to stay aligned on financial goals.
Final Thoughts
Virtual bookkeeping has paved a new way for brick-and-mortar businesses to streamline operations, save money, and reclaim their focus. Whether you’re just launching or managing an established store, the benefits—from accurate record-keeping to cost-effective expertise—are undeniable.
If you’re ready to stop juggling receipts and start managing finances strategically, connect with us at Complete Controller. Let’s make your financial management as seamless as the rest of your business.
Visit Complete Controller—the next step toward simplifying your business starts here.
FAQ
What is virtual bookkeeping?
Virtual bookkeeping allows professionals to manage your financial records using cloud-based tools, eliminating the need for on-site staff.
How do I ensure data security?
Work with bookkeepers employing encrypted tools, regular backups, and secure login protocols.
Is it a good fit for small startups?
Absolutely. Virtual bookkeeping is scalable and cost-effective, ideal for businesses of all sizes.
What’s the cost difference between in-house and virtual services?
Virtual options can save businesses up to 30% when compared to a full-time bookkeeper.
Can virtual bookkeepers handle tax preparation?
Many virtual services include tax prep or partner with tax professionals to streamline the process.
Sources
- Complete Controller. Case Study: Green Earth Landscaping.
- Intuit. The Benefits of Virtual Bookkeeping for Small Businesses.
- Gartner. Virtual Bookkeeping: A Cost-Effective Solution for Small Businesses.
- Accounting Today. The Benefits of Virtual Bookkeeping.
- Harvard Business Review. The Early Adopters of Technology.
- Entrepreneur. The Benefits of Virtual Bookkeeping for Small Business Owners.
- Digital Journal. Digital Revolutions: From Internet to Social Media.

