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How Virtual Bookkeeping Works
First message to monthly reports — no mystery.

No mystery, no jargon. Here's exactly what happens from your first message to monthly reports in your inbox — and what working together looks like month to month.

4

Simple steps

8+

Years experience

24hr

Response time

QuickBooks ProAdvisor Xero Certified Setup in < 1 week No contracts

What the process looks like

  • ✓ Quick intro chat — you share your setup, I give you a quote
  • ✓ Software setup in 1–3 days (or I set it up for you)
  • ✓ Monthly reconciliation — every transaction, every account
  • ✓ Clean P&L and Balance Sheet by the 10th–15th each month
  • ✓ WhatsApp available for questions between reports
  • ✓ Your time: under 15 minutes per month, if that
Day 1 — ~15 minutes

We Discuss Your Books

Message me on WhatsApp or fill the contact form. Tell me your business type, roughly how many transactions you have per month, and whether you already use accounting software. That's enough for me to give you a specific quote and tell you honestly whether I'm a good fit.

No lengthy forms, no discovery calls, no sales process. A direct conversation.

  • What's your business — service, e-commerce, logistics, freelance?
  • Roughly how many bank/card transactions per month?
  • Do you currently use QuickBooks, Xero, or anything else?
  • Are your books current, or do you need catch-up first?
Days 2–3 — one-time setup

Setup: Connect and Configure

Once we agree to work together, I send you a short setup checklist. Most of it takes you under 30 minutes.

  • Software: You invite me to your QuickBooks Online or Xero as an accountant. If you don't have software yet, I'll set it up for you and walk you through it.
  • Bank feeds: You connect your bank accounts, credit cards, and payment processors (Stripe, PayPal, etc.) to the software via its built-in bank feed. This is a read-only connection — the software pulls transaction data but can't move money.
  • Chart of accounts: I configure your account categories to match your industry so every transaction lands in the right place from day one.
  • Catch-up (if needed): If your books are behind, I start there first. Most catch-up projects complete within one to two weeks.
Every month — ongoing

Monthly Bookkeeping Runs

Each month, I do the work. Your only input is forwarding receipts when needed and answering the occasional question about an unusual transaction.

  • I pull all transactions from your connected bank feeds — every account, every payment processor.
  • I categorize every item — income by type, expenses by category, transfers noted correctly.
  • I reconcile each account against your actual bank statement. If the software balance doesn't match the bank statement, I find out why before moving on.
  • I flag anything unusual — a transaction I can't categorize from context, a large unexplained deposit, a duplicate. I'll send you a quick WhatsApp message rather than guess.

Your time commitment each month: typically under 15 minutes — forwarding a few receipts and answering one or two questions, if that.

10th–15th of the following month

Reports Delivered

By an agreed date each month you receive your financial reports — clean, reconciled, and ready to use for business decisions or tax prep.

  • Profit & Loss statement — total income, categorized expenses, net profit for the month and year-to-date.
  • Balance Sheet — what your business owns, what it owes, and your equity position.
  • Brief summary note — a plain-English paragraph flagging anything notable: an unusual expense spike, a revenue trend worth watching, or a reminder about an upcoming filing.

Reports are always available live in your QuickBooks or Xero account — the monthly delivery is a convenient snapshot, not your only access point.

Looking for pricing and what's included? See the Virtual Bookkeeper service page →

What You Share — and What You Don't

What I need access to

  • Accountant-level access to your QuickBooks Online or Xero — this lets me read, categorize, and reconcile transactions. It does not let me move money, pay bills, or transfer funds.
  • Receipts or invoices for significant expenses when the bank feed description is ambiguous — a WhatsApp photo is fine.
  • Answers to occasional questions about transactions I can't categorize from context alone (unusual for most months).

What I never need

  • Your bank login credentials or passwords
  • Access to initiate transfers or pay vendors
  • Physical documents, paper receipts, or binders
  • In-person meetings or office visits
  • A signed long-term contract

How We Stay in Touch

WhatsApp — primary channel

For questions, receipt photos, quick clarifications, and urgent items. I respond within 24 hours on business days; most replies arrive the same day.

Email — reports and formal documents

Monthly reports and any formal correspondence come via email at books@vishalkoirala.com. Useful for records you want to keep searchable.

Your accounting software — always-on access

You can log in to QuickBooks or Xero at any time and run any report. Your data is never locked behind me. If you want a specific report format or export, just ask.

Video or phone call — for complex questions

Most issues are resolved over WhatsApp, but if something needs a longer conversation — a business restructure, a complex tax question, a new software setup — I'm available for a scheduled call.

Timeline From First Message to First Reports

Day 1
Initial message or contact form. I reply with a quote and any questions about your setup.
Day 2–3
You invite me to your software and connect bank feeds. I configure your chart of accounts.
Week 1
If books are current: first month of reconciliation begins. If catch-up is needed: catch-up starts and completes within 1–2 weeks.
Month 2
First full monthly reports delivered on schedule: P&L, Balance Sheet, summary note.
Ongoing
Reports every month by the agreed date. WhatsApp available for questions at any time.

Common questions

How it works FAQ

No. If you don't already use QuickBooks Online or Xero, I'll help you choose the right one for your business type and set it up from scratch. The software subscription ($35–$70/month) is separate from the bookkeeping fee — but some plans include it. Ask me about current options when you reach out.

That's actually the most common starting point. Catch-up bookkeeping (bringing your records current) is a separate project priced on scope — usually $500–$2,000 depending on how far back you need to go. Once caught up, monthly bookkeeping begins at the regular rate. Read more about catch-up bookkeeping →

You always have full access. You can log into your QuickBooks or Xero account at any time, run any report, and see every transaction. The monthly report is a convenient summary — not the only way to access your data.

QuickBooks Online and Xero are enterprise-grade cloud platforms used by millions of businesses worldwide. Both use 256-bit encryption, SOC 2 Type II compliance, and multi-factor authentication. My accountant-level access cannot initiate payments or transfers — I can only read and categorize transactions. Your bank credentials are never shared with me.

There are no long-term contracts. You can end the engagement with one month's notice. Before leaving, I'll provide an organized export of your records and make sure your books are in order for whoever takes over — or for your accountant at tax time.

Usually straightforward. If you're using QuickBooks or Xero already, I simply get added as an accountant to the existing company file. If you need to migrate from different software, I'll handle that as part of the setup. The main task is a brief review of the existing books to confirm the opening balances are correct before I start reconciling.

Get in touch

Ready to get started?

Send a message with your business type and roughly how many transactions you have per month. I'll reply with a quote and an honest answer about whether I'm the right fit.
First conversation is free.

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