9 Essential Tools Every Best Virtual Bookkeeping Service Should Have

As a digital bookkeeper, you know that having the right tools can make all the difference when it comes to staying organized and productive. But with so many options out there, how do you decide which ones are essential for your business? We’ve put together this list of seven indispensable tools every virtual bookkeeper should have in their toolkit — from invoicing apps to accounting software and everything in between! Not only will this give your workflow an upgrade, but it’ll help take some of the stress out of managing finances and keep your clients happy too. So what are you waiting for? Read on to discover our top picks for keeping your business running like a well-oiled machine!

The 9 Top Tools for Virtual Bookkeepers and Virtual Bookkeeping Services

Here are my top 9 tools for running a virtual bookkeeping business. I’ve chosen these based on these criteria: User-friendliness, how easy they are to obtain, security, and affordability.

1. QuickBooks

QuickBooks is a program that allows you to keep track of your finances and manage your accounting. It is one of the best virtual online bookkeeping software programs out there and one of the most popular bookkeeping programs on the market, and is used by many small businesses and virtual bookkeepers. Its features include transaction tracking, payroll, invoicing, taxes, letting you reconcile accounts, and more.

(On a side note, I personally recommend this as a small business owner. It makes life so much simpler than using spreadsheets would!)

QuickBooks also has a number of different levels to meet not only your needs but your price point, as well. QuickBooks Online is a cloud-based software, which is the most affordable (and the most portable!) option, and getting a QuickBooks Online certification is one easy way you can boost your credibility- and your marketability!

2. Evernote

Evernote is a program that allows you to take notes, create to-do lists, and store important information. It is a great tool for virtual bookkeepers and small businesses, as it allows you to keep all of your information organized and in one place.

Secure, safe, reasonably-priced, and efficient, Evernote is the best tool out there for organizing and transmitting your data. Use it to transfer photos of receipts for expense reports, store information about new accounting practices, and more!

3. Microsoft Excel or Google Sheets

The most basic bookkeeping comes down to keeping a journal and ledger(s) of financial transactions. You don’t have to be an accountant to do it, and depending on your business needs and your type of business, you may be able to get by without any fancy technology. One of the most low-tech ways of doing this is by using spreadsheets. (In fact, your bookkeeping and accounting service probably uses them, too, even if they prefer to use QuickBooks for ease of automation.)

If you absolutely must use spreadsheets, then Microsoft Excel is the best program out there, and has been since Microsoft was in its infancy. It allows you to create spreadsheets and store data. It is a great tool for virtual bookkeepers as it allows you to track your finances and keep your books in order.

A free alternative to Microsoft Excel is Google Sheets, and although it is not as well-designed or as well-honed as Microsoft Excel is, Google Sheets has the advantage of being cloud-based, so no matter what part of the world you’re in, you can access and edit your spreadsheet from anywhere!

4. Dropbox

Dropbox is a program that allows you to store files online. It is a great tool to use with virtual bookkeeping services as it allows you to share files with clients and collaborators easily.

Dropbox is a good alternative to Evernote, especially if you have a larger team of employees to share documents with. What’s more, Dropbox has excellent security and is HIPAA compliant, which makes it ideal for storing confidential documents.

5. LastPass

LastPass is a program that allows you to store passwords and other sensitive information securely. It is a great tool for virtual bookkeepers and accountants as it helps you to keep your accounts safe and secure.

LastPass is also great for teams as it allows you to share passwords with other members of your team, be they your in-house bookkeeper (if you have one), your virtual assistant, or your CEO. Even if someone’s account gets compromised, the passwords and other sensitive information remain secure.

6. NordVPN

NordVPN is a program that allows you to securely access and browse the internet, no matter where you’re located- be that your office while you work from home, or an unsecured café network in the backwoods of Indonesia. It cloaks and shields your connection from prying eyes. This is a great tool for any type of virtual service as it helps protect your sensitive information from hackers and other cyber threats.

Of all the virtual private networks out there, NordVPN has consistently been rated one of the best. It is also reasonably-priced, so you don’t have to break the bank to get safe online access.

7. Zoom or Microsoft Teams

Zoom and Microsoft Teams are both programs that allow you to have virtual meetings with clients. They are great tools for remote bookkeepers as they allow them to communicate with their clients easily and securely.

The main difference between Zoom and Microsoft Teams is that Zoom only allows up to 50 people in a meeting, whereas Microsoft Teams allows up to 250. They both offer secure encryption, so you don’t have to worry about your data being intercepted or exposed. They also both allow for file sharing and collaboration tools, making them ideal for remote meetings.

8. Adobe Acrobat Pro DC

Adobe Acrobat Pro DC is a program that allows you to create, edit, and sign PDF documents. It is a great tool for virtual bookkeepers as it allows them to send contracts and other important documents quickly and securely.

Adobe Acrobat Pro DC also has several features that allow you to keep track of your business, such as an audit trail, digital signatures, and more. It is a great resource to have on hand for both business owners and virtual bookkeepers!

9. FreshBooks Cloud Accounting Software

You can’t get paid if you don’t invoice your clients! FreshBooks is cloud-based accounting software that allows you to create invoices, track expenses, manage payments, and more. It also has features such as time tracking and client estimates that make it a great choice for virtual bookkeepers. With FreshBooks, you can easily keep track of your finances and clients, and get paid faster!

FreshBooks also has a mobile app, so you can stay up-to-date on your finances when you’re out and about. It integrates with other popular programs such as PayPal, Square, Stripe, and more, giving you the flexibility to use whichever payment processor works best for you.

Are You Ready to Grow Your Business Through Online Remote Bookkeeping, or Find a Virtual Bookkeeping Job?

And that’s a wrap! Here are my 9 essential tools every virtual bookkeeper needs to get their job done well. Do you have what it takes to be a virtuoso of remote bookkeeping? You just need the right tools. If this article was helpful to you in preparing for your new career or helping your business run smoother, please link back to us on your webpage!

And if you want to let me know how these tools work out for you, please shoot me an email! I’d love to hear from you!