Can a Virtual Bookkeeper Replace an In-House One? Pros & Cons

June 11, 2025

As businesses evolve and more services move online, many business owners are asking the same question:
Can a virtual bookkeeper truly replace an in-house one?

If you’re weighing your options, this guide will break down the key differences between the two, the pros and cons of hiring virtually, and what might work best for your business.

What Is a Virtual Bookkeeper?

A virtual bookkeeper is a remote professional who handles your bookkeeping tasks using cloud-based tools and communication platforms. Unlike an in-house bookkeeper, they don’t work from your physical office but still perform all the necessary tasks to keep your finances organized — including data entry, reconciliations, reporting, and more.

Pros of Hiring a Virtual Bookkeeper

Cost Savings

You save on overhead costs like office space, equipment, and employee benefits.

Most virtual bookkeepers offer flexible pricing — hourly, monthly packages, or project-based.

Flexibility & Availability

You can find someone who works in your preferred time zone or around your schedule.

Many virtual bookkeepers are available beyond the standard 9–5.

Access to Modern Tools

Virtual bookkeepers often use cloud accounting tools like QuickBooks Online, Xero, or Wave.

This allows for real-time collaboration and faster processing.

Scalability

Easy to scale services up or down depending on your needs.

Perfect for startups or seasonal businesses.

Cons of Replacing an In-House Bookkeeper

Less Face-to-Face Interaction

Some business owners still prefer the ability to walk over to someone’s desk for a quick question.

Miscommunication may occasionally happen if not managed well.

Data Security Concerns

While most virtual bookkeepers use secure platforms, sensitive financial data being stored online can feel risky for some.

It’s important to work with a trustworthy, experienced bookkeeper who uses secure tools.

Limited Control Over Processes

In-house bookkeepers might integrate better into your internal team and processes.

Some business owners like having oversight and control of every step in person.

When a Virtual Bookkeeper Might Be the Better Choice

You’re a small business owner with limited office space or budget.

Your team is already remote or working in multiple locations.

You want expert help but don’t need a full-time bookkeeper.

You’re comfortable using cloud-based tools and digital communication.

When an In-House Bookkeeper Might Make More Sense

You operate a larger business with complex internal systems that require daily, hands-on management.

You prefer frequent in-person check-ins and tighter control of daily financial processes.

You have internal software systems that aren’t cloud-compatible.

Final Thoughts

The decision between a virtual and in-house bookkeeper depends on your business structure, budget, and communication preferences. But with the right setup, a virtual bookkeeper can offer the same (and sometimes better) level of service — often at a lower cost and with more flexibility.

How Accredited Bookkeeping Can Support Your Business

At Accredited Bookkeeping, we understand the challenges small businesses face when it comes to managing finances. We’re here to help you streamline your bookkeeping processes, avoid unnecessary financial errors, and gain greater clarity about your financial health. Our services are designed to fit the specific needs of your business, giving you peace of mind while you focus on growth.

marianne@accreditedbookkeeping.com