You can outsource bookkeeping for sole traders by handing off receipts, transaction categories, invoices and the monthly bank reconciliation. Your tax return and tax advice stay with you or your accountant. This guide shows the tasks, a monthly routine and the cost.
Written by the MyRemoteVA team. Prices and facts are checked before publishing. How we write and update guides.
You can outsource bookkeeping for sole traders without handing over your tax affairs. The assistant keeps the records tidy, and you or your accountant file the return. This guide shows when to outsource, which tasks to hand off, a simple monthly routine, and what it costs.
When to outsource bookkeeping for sole traders
Run a one-month time test. Write down every hour you spend on receipts, invoices and bank lines. Then compare that time with what an hour of your own work earns. If bookkeeping keeps slipping, or you rush it before a deadline, it is a good hand-off task.
The task repeats every month, follows clear steps, and is easy to review. Those are the three signs of a task worth handing off.
Why monthly bookkeeping beats a yearly scramble
Small jobs done every month stay small. Receipts get lost when you wait. Bank lines are harder to explain after six months. Clean records for your tax return are easier to build one month at a time.
When you outsource bookkeeping for sole traders, the monthly habit comes with it. You answer a few questions and the books stay current.
Tasks you can hand off
| Task | What the assistant does |
|---|---|
| Receipts | Matches receipts to bank lines and flags anything missing |
| Transaction categories | Sorts bank transactions using rules you set and asks about exceptions |
| Invoices | Sends invoices and polite payment reminders on your schedule |
| Bank reconciliation | Reconciles each month against your statements |
| Monthly summary | Builds a one-page income and expense summary |
| Records folder | Keeps a tidy folder your accountant can use |
Every task is reviewed by a team lead before it reaches you. Humans do the work, with AI tools used to speed it up.
What stays with you or your accountant
- Your tax return and any tax advice.
- Decisions on deductions that are not clear cut.
- Final sign-off on the monthly summary.
Bookkeeping support is not tax or accounting advice. Check the record rules for your country: GOV.UK on records for the self-employed, the IRS on recordkeeping and the Canada Revenue Agency on keeping records.
A simple monthly routine
- Pick a fixed day each month to send receipts and bank statements.
- The assistant matches receipts, sorts transactions and flags questions.
- You answer the questions in one short reply.
- You review the one-page summary and approve it.
- Your accountant gets a tidy folder at year end.
The month-end bookkeeping checklist lists every step. Share logins through a password manager with a staff account, never in chat. The security checklist shows how.
What it costs
| Plan | Price | Per hour |
|---|---|---|
| 3-hour block | $33 | $11.00 |
| 6-hour block | $63 | $10.50 |
| Pay-as-you-go | $12 an hour | $12.00 |
| Part-time, 80 hours a month | $500 | $6.25 |
Prices are in US dollars. A sole trader with 4 hours of bookkeeping a month pays about $48 pay-as-you-go. Unused hours roll over while your account is active. Use the cost calculator for your own numbers.
How to start
- Track your bookkeeping hours for one month.
- Start small, or try the 3-hour free trial. The trial runs for 2 days, then the plan you choose starts.
- Send the first month of receipts and statements with a short brief.
Helpful next steps
- Outsourced bookkeeping for startups
- Virtual assistant for photographers
- Bookkeeping services
- Pricing
Frequently asked questions
When should a sole trader outsource bookkeeping?
When bookkeeping keeps slipping, takes hours you could spend earning, or leaves you rushing before a tax deadline. Track your hours for one month, then compare them with what an hour of your work earns.
Is bookkeeping the same as accounting or tax advice?
No. Bookkeeping means keeping records tidy. Tax returns, tax advice and deductions in grey areas stay with you or your accountant.
How much does outsourced bookkeeping cost for a sole trader?
If your bookkeeping takes 4 hours a month, pay-as-you-go at $12 an hour is about $48. A 6-hour block is $63, and unused hours roll over while your account is active.
Which software can the assistant use?
Our assistants work in common tools such as QuickBooks and Xero when you give them a staff login. Share only the access each task needs.
What is doing this yourself costing you?
Doing it yourself: $2,165 a month of your time.
The same hours at our $12/hr pay-as-you-go rate: $520. Dedicated plans start at $5.62/hr.
Simple maths from the numbers you enter. It assumes a VA can take on those hours.
Try 3 hours freeWritten by the MyRemoteVA team. Search-trend figures come from Google Trends. Prices shown are our current plans. Last updated October 23, 2026. Questions or corrections? Contact us.