Define the queue
Name the source documents, deadlines, permitted actions, and the person who answers exceptions.
Reporting and Tax Prep Support VAs
Make the next review easier to prepare.
Assistants who pull, organize, and package QuickBooks Online reports so accountants and CPAs get cleaner source material.
Discuss this rolePrepared work. Visible questions. Decisions with your reviewer.
The recurring queue
A specific role.
A useful contribution.
Best fit: the owner or accountant needs reports, source documents, and open questions organized before monthly review or tax prep.
Work your assistant can prepare
- P&L export
- Balance sheet export
- Document folder review
- CPA question brief
What to look for in the handoff
Monthly reports exported
Requested reports include the agreed dates, basis, filters, and export names.
CPA packets organized
Supporting documents are arranged against your accountant’s request list.
Missing documents listed
Each outstanding request has an owner, a source location, and a follow-up note.
Owner review items summarized
Questions and discrepancies are summarized alongside the reports they relate to.
From a loose queue
to a reviewable handoff.
Agree what goes in, what comes back, and who checks it. Start with one recurring workflow.
You provide
The working materials
Your accountant’s report list, reporting periods, source folders, and open document requests.
Your assistant returns
A prepared packet
Named report exports, an organized source packet, and a concise missing-document list.
A situation to plan for
The question is part of the work.
A report does not match the requested period. Your assistant checks the date settings, records the export details, and sends the discrepancy for review.
An illustrative workflow, not a customer case study.
An export with the wrong reporting basis
- Source
- The accountant requests a specific period and reporting basis.
- Prepared
- The assistant records those settings alongside the report filename and export time.
- Held for review
- A mismatch is flagged; the assistant does not interpret or certify the report.
- Returned
- A corrected export, or a clear unresolved question, is delivered with its source index.
Ownership stays clear
Preparation is delegated.
Approval stays defined.
Your accountant interprets the reports, determines tax treatment, and approves filings.
Controls to keep
- No tax advice from the VA
- Reports are factual
- Accountant decisions stay with professionals
Records in scope
profit and loss report · balance sheet · CPA packet · tax prep documents · accountant question brief
A manageable first handoff.
Use the initial cycle to make expectations concrete before expanding the task list.
Prepare a sample
Review a small set of completed work together. Resolve missing evidence and adjust the checklist.
Keep a review rhythm
Use a recurring handoff with completed items, open questions, and the next priorities.
How do we choose the first tasks?
Start with a repeatable part of the queue that has clear source material, a deadline, and a named reviewer. Agree the expected handoff before expanding the role.
What happens when a transaction is unclear?
The assistant records the source and the question, then routes it to your designated reviewer.
What access should the assistant receive?
Use an individual account with permissions appropriate to the approved scope. Keep payment authorization and sensitive decisions with the people responsible for them.
Start with the work
Tell us where the queue gets stuck.
Bring your recurring tasks, deadlines, and review requirements. We will help define a workable support role.
Plan your QuickBooks support