Description
The Virtual Accountant is a hands-on, client-facing role responsible for the accurate and timely execution of transactional accounting across a portfolio of approximately 15-20 professional services and SaaS clients. Day-to-day work includes bank and credit card reconciliations, accounts payable and accounts receivable processing, payroll journal entries, revenue recognition support, and month-end close tasks. This person communicates directly with founders and client contacts daily to gather information, clarify transactions, and resolve open items.
This role reports to the Customer Accounting Director (Ann McGrath) and is expected to follow established procedures, surface issues early, and suggest process improvements. Over time, a strong performer in this role will take on more complex clients and contribute to building scalable workflows, including identifying opportunities for AI and automation to reduce manual effort.
This role aligns with the Accountant Role Archetype: ensuring foundational transactional data is timely, accurate, and vouchable, with a clean audit trail.
What Success Looks Like
- Transactions are coded properly and posted on or ahead of schedule across all assigned clients.
- Issues and questions are surfaced to Ann or the client immediately and in reasonable batches, not held until close.
- Monthly close deliverables for assigned clients are completed by the 12th of each month, giving controllers time for review before the 15th deadline.
- Clients experience consistent, professional daily communication and feel informed about the status of their books.
- Patterns are identified and solutions suggested, not just errors fixed. This person improves the work, not just completes it.
- Controllers are able to perform efficient, effective reviews because the underlying work is clean and well-documented.
First 90 Days Wins
- Fully onboarded to Fintelligent systems (QuickBooks, Teamwork, Notion, communication tools) and independently managing assigned client portfolio within 30 days.
- Achieved 50% or greater chargeability within 30 to 45 days.
- Completed at least two full monthly close cycles with clean, reviewable work that meets Fintelligent's standards and playbooks.
- Established direct communication with assigned client contacts. Clients know who this person is and feel supported.
- Identified at least 2 AI-driven improvements that reduce work or review time.
Responsibilities (What This Role Will Do)
Area 1: Transactional Accounting & Month-End Close
- Perform bank and credit card reconciliations across assigned client portfolio.
- Process accounts payable and accounts receivable transactions accurately and on schedule.
- Record payroll journal entries and support revenue recognition entries as directed.
- Execute month-end close procedures, including preparing appropriate schedules and supporting documentation, delivering reviewable work by the 12th of each month.
- Maintain clean, vouchable audit trails for all transactions.
Area 2: Client Communication & Relationship
- Communicate directly with founders and client contacts daily to gather information, clarify transactions, and resolve open items.
- Respond to client inquiries within one business day.
- Proactively inform clients of status, questions, or delays. Clients should never have to chase us.
- Represent Fintelligent professionally in all interactions. This person is the face of our accounting work to the client.
Area 3: Process Improvement & Leverage
- Follow established procedures and document any deviations or updates.
- Identify recurring issues or inefficiencies and suggest improvements to Ann or leadership.
- Actively look for opportunities to use AI and automation to reduce manual effort and improve quality.
- Document time daily in Teamwork without being chased.
Background We Are Looking For
You are likely a strong fit if you:
- Have 5 or more years of experience managing transactional accounting for multiple clients simultaneously.
- Are comfortable communicating directly with founders and business owners about their financials.
- Have worked in an outsourced accounting firm, virtual accounting practice, or multi-client bookkeeping environment.
- Are proficient in QuickBooks Online and experienced with bank feeds, reconciliations, and month-end close.
- Have a track record of meeting deadlines in a high-volume, deadline-driven environment.
This role is often a great fit for someone who:
- Grew up in a multi-client bookkeeping or outsourced accounting environment and thrives on variety and pace.
- Has strong technical skills but also genuinely enjoys talking to clients and building relationships.
- Is looking for a role where they can contribute to building processes, not just follow them.
What is Not a Good Fit
This role is not a good fit if:
- You have only worked in single-company, internal accounting roles and have no multi-client experience.
- You are uncomfortable communicating directly with business owners or founders.
- You avoid or resist using AI and technology to improve your work.
- You need heavy supervision and detailed instructions to complete standard accounting tasks.
- You describe past mistakes as one-offs or blame external factors rather than owning outcomes.
- You suggest deleting transactions instead of using reversing entries.
- You cannot clearly explain reconciliation processes beyond basic bank recs.
Qualifications
- Associate's or Bachelor's degree in accounting, finance, or related field preferred but not required. Non-traditional candidates with demonstrated multi-client accounting experience will be considered.
- No licensure required. QuickBooks ProAdvisor certification is a plus.
- Minimum 5 years of experience in a multi-client accounting or outsourced bookkeeping environment.
- Proficiency in QuickBooks Online (required). Experience with Teamwork, Notion, or similar project management and knowledge management tools is a plus.
- Comfort with AI tools and a willingness to experiment with technology to improve workflows.