5 Best Virtual and Outsourced Accounting Services for Small Businesses


Stop wasting time agonizing over your books—choose outsourced or virtual accounting services and get back to running your business.

Last Updated: 3 weeks ago
We checked the pricing and plan details for our favorite virtual accounting providers to make sure our information was still up to date. Only Bench changed its starting price—the other providers (and our rankings) stayed the same.
2 months ago
We took a cold, hard look at last year’s top picks and completely revamped our favorite virtual and outsourced accounting services of the year. Most importantly, Bookkeeper.com and Bench moved out of our honorable mentions and into our top five, Merritt Bookkeeping took home our most affordable prize, and Bookkeeper360 hit our radar as a great option for businesses looking for more than just bookkeeping and accounting. Speaking of honorable mentions, we tweaked those too. These new and updated 10 options best represent our picks for outsourced accounting.

Business owners know: there’s never enough time. You’re handling strategic planning, marketing and selling, managing employees—all while trying to maintain a personal life.

So unless you’re a CPA, managing day-to-day bookkeeping and accounting tasks can seem like a total time and energy destroyer. Fortunately, you don’t have to worry about hiring an expensive full-time accountant to handle these tasks for you: you can outsource it. Why? Because online accounting services have the technology and expertise to save you time and money.

Here are our favorite virtual and outsourced accounting services of the year. (And if you’re not entirely sure what “virtual and outsourced accounting” means, don’t fret; just hop down to our FAQ section below.)

The best virtual and outsourced accounting services for small businesses
BrandStarting costServicesAccounting softwareCash-basis or accrual-basis accountingLearn more
Bookkeeper.com$285/mo.Bookkeeping, payroll, tax prepQuickBooks Online and QuickBooks DesktopBothSee Plans
Merritt Bookkeeping$190/mo.
Monthly bookkeeping reports, bank and credit card account reconciliation
QuickBooks OnlineCash-basis onlySee Plan
inDinero$310/mo.
Federal and state tax filing, employee reimbursement requests, on-demand outsourced CFOs
Proprietary in-house softwareBothSee Plans
Bench$139/mo.
Real-time cash flow reporting, dedicated bookkeeper, optional tax filing
Proprietary in-house softwareCash-basis onlySee Plans
Bookkeeper360$199/mo.
Dedicated accountant, HR and payroll add-ons, fractional CFO services
Xero or QuickBooksBoth (accrual-basis only for cheapest plan)See Plans
Data effective 12/27/2019. At publishing time, pricing is current but subject to change. Offers may not be available in all areas.

Best overall: Bookkeeper.com

Bookkeeper.com
If you need an all-in-one affordable accounting solution with optional full-service payroll and tax prep assistance, Bookkeeper.com can help.

Don’t let the name fool you—Bookkeeper.com offers bookkeeping, accounting, payroll, and tax prep services. Both of Bookkeeper.com’s plans includes these features:

  • Monthly reconciliation
  • Basic financial document preparation, including income statements, profit and loss statements, balance sheets, and cash flow statements
  • Expense management
  • Accounting software setup assistance

Bookkeeper.com manages your accounts using QuickBooks Online (or QuickBooks Desktop, if you prefer Intuit’s desktop software to cloud-based services). Since QuickBooks is among the most popular accounting software providers for small businesses, a lot of small-business owners are already familiar with the software. Even if you aren’t, though, its user-friendly interface makes collaborating with your virtual bookkeeping team easy and efficient.
If you use an accrual-basis accounting system rather than a cash-basis system, Bookkeeper.com also has your back. Only a handful of virtual bookkeeping and accounting services work with both accrual-based and cash-based accounting, and Bookkeeper.com is one of them.

Definitions: Cash-basis accounting and accrual-basis accounting

If you use the cash-basis accounting system, you update your books right when you receive cash or make a payment. If you use the accrual-basis accounting system, you update your books whenever a transaction is scheduled, not necessarily paid out in cash.

For instance, if your catering company scored a big wedding gig a few months out, a cash accounting system wouldn’t record that transaction until the day the contract is paid out. With an accrual accounting system, you’d record the transaction the day the contract is signed.

Both methods have pros and cons, but cash-basis is more common for smaller businesses with no inventory. Otherwise, cash-basis accounting can paint an incomplete picture of your business’s sales, especially if you have a large backlog of clients with unpaid invoices.

Bookkeeper.com pricing and plans

Bookkeeper.com offers two main pricing plans: Small Business and Small Business Plus. The primary difference between the two is in the number of transactions Bookkeeper.com’s team will reconcile for you—Small Business includes up to 125 transactions per month while Small Business Plus goes up to 250 transactions per month.

Want help beyond managing basic financials? If you choose Bookkeeper.com’s payroll processing services, they’ll tackle every payroll aspect for you, including direct deposit or check payments, year-end and quarterly tax forms, and W-2 and 1099 forms. And if you add on tax preparation services from Bookkeeper.com, the team can prepare and file your small-business taxes. (If you want to add payroll and tax preparation, you’ll have to contact Bookkeeper.com directly for a quote.)

Most affordable: Merritt Bookkeeping

Merritt Bookkeeping
While Merritt Bookkeeping doesn’t offer the full spectrum of accounting services, it’s one of the most affordable virtual bookkeeping providers out there. If you don’t have many employees and are comfortable filing your own taxes, it’s a good pick.

If you want to outsource your bookkeeping services but aren’t ready to pay for an expensive, fully featured accounting plan, Merritt Bookkeeping is an excellent place to start. With plans starting at $190 per month, you can automate some of the most time-consuming bookkeeping tasks and focus more on running your business.

Once you’re signed up, you’ll log into Merritt’s simple, easy-to-use interface. Connect your accounts, and Merritt will keep your books updated monthly and your transactions categorized. The dashboard shows your balance sheet, monthly and yearly profit and loss statements, and income and expense graphs. Like Bookkeeper.com, Merritt Bookkeeping uses QuickBooks Online, which makes it super-accessible to most business owners.

Merritt Bookkeeping has an A+ rating from the Better Business Bureau and markedly glowing online customer reviews1—a rarity in the world of bookkeeping and accounting services.

Heads-up: Charities

Own a nonprofit or charity? Get in touch with Merritt Bookkeeping—they advertise free bookkeeping for charities.

Unfortunately, Merritt Bookkeeping doesn’t list much additional information about its services online. You have to contact the company directly to learn more, which is a little frustrating. On the other hand, reaching out to the company means you can ask specific questions about how Merritt can help your unique business. Just don’t feel pressured into signing up just because you’ve given a customer service rep your info; it’s okay to shop around.

Merritt Bookkeeping plans and pricing

Merritt Bookkeeping offers a flat monthly rate of $190, which beats out most of the competition. Unfortunately, Merritt doesn’t offer many of the services that other providers we compared do, like payroll management, invoicing, or tax filing, but it provides enough bookkeeping services to free up valuable time.

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Best for established startups: inDinero

inDinero
With its virtual accounting and tax software—plus outsourced CFO services—inDinero doesn’t come cheap. But its thorough service is perfect for established startups that need secure, comprehensive accounting assistance.

Defining itself as a “software + service” solution for small-business bookkeeping and accounting, inDinero offers a unique customer experience and data-driven mission. For those reasons alone, it’s a great option for established startups with complex accounting needs.

The built-for-founders software helps you with tedious tasks like managing accounts, invoicing, and employee reimbursements. It also lets you file federal and state taxes, pay bills, and generate financial statements. The company even has outsourced, on-demand CFOs. If you need someone who can completely dedicate themselves to your finances and work alongside you to grow your business, inDinero’s CFO service is a good (though pricey) solution.

Unfortunately, inDinero doesn’t sync with QuickBooks; instead, it uses its own accounting software. However, the software is pretty comprehensive and includes tax help and automated workflows. Through inDinero, your W-2 employees and 1099 contractors can also use a secure site to submit reimbursement requests and get paid.

inDinero plans and pricing

Now for the bad news: inDinero is one of the pricier providers we examined in this piece. Even its Basic plan starts at $310 per month, and the company bills you annually—which means you’ll have to plan on paying a yearly lump sum of $3,720 instead of budgeting for a monthly fee. (The website does say there’s a monthly pricing plan option without explaining what that option is . . . which means if you pay month by month, you’ll definitely be paying more per year.)

If you want payroll help, choose the Essentials plan, which starts at $525 per month and includes payroll reconciliation. The Next Steps plan starts at an intense $1,300 per month and includes inventory accounting, revenue recognition, and a QuickBooks option.

Heads-up: inDinero transaction limits

In spite of its high cost, inDinero offers fewer transaction reconciliations per month than providers like Bookkeeper.com.

  • The Basic ($310/mo.): Up to 50 monthly transactions
  • The Essentials ($525/mo.): Up to 100 monthly transactions
  • The Next Steps ($1,300/mo.): Up to 200 monthly transactions

Best for bookkeeping only: Bench

Bench
Do you already have a part-time bookkeeper, CPA, or tax professional? Bench handles all bookkeeping duties and syncs up with your in-house staff during tax time to make running your business smoother, easier, and more affordable.

If you hire a tax professional for a few weeks out of the year, you can save additional time and costs with Bench’s bookkeeping-only plans. With Bench, every customer gets a dedicated bookkeeper who talks you through setting up Bench’s in-house software, analyzes your books, and sends you monthly financial reports.

On your Bench dashboard, you can see your real-time cash flow. If you’d like, your dedicated Bench professional can connect directly with your current part-time tax professional or accountant—the two of them can hash out bookkeeping details without bogging you down in tedious tasks. Bench will even prepare your tax paperwork for you, simply leaving the filing up to you, your CPA, or your tax professional.

Take note: Bench's in-house peer review

Bench’s bookkeepers aren’t individual contractors who lack in-house support. Instead, they work as part of a team that peer-reviews each other’s work. You won’t have just one set of eyes on your books: Bench’s experts work together to ensure the numbers are crunched correctly every time.

If you don’t have your own tax professional, Bench now offers its own tax prep services, BenchTax. Like Bench’s bookkeeping services, BenchTax pairs you with a dedicated tax expert who prepares your end-of-year tax forms, deducts the right amount from your account, and files taxes on your behalf.

Bench plans and pricing

Instead of offering additional services at higher price points, Bench breaks its plans down by how high your business’s monthly expenses are:

  • Starter ($139/month): Monthly expenses $1K or under
  • Micro ($159/month): Monthly expenses between $1K and $7.5K
  • Boutique ($179/month): Monthly expenses between 7.5K and $15K
  • Venture ($219/month): Monthly expenses between $15K and $50K
  • Corporate ($299/month): Monthly expenses between $50K and $1M

Like inDinero, Bench charges you annually. If you want to pay month by month, you’ll end up spending $20 to $50 more each month, depending on the plan. But since each plan lets you sync up to 15 financial accounts, you’re still getting a pretty good deal, especially compared to providers like inDinero, whose most expensive plan allows only up to four financial accounts.

Best payroll and HR: Bookkeeper360

Bookkeeper360
Want one provider for your accounting, bookkeeping, payroll, and HR needs? Bookkeeper360 uses dedicated accountants while also providing full-service payroll solutions, HR add-ons like medical insurance, and fractional CFO services.

Bookkeeper360 functions a lot like Bench—but instead of focusing just on bookkeeping, it offers more general accounting services.

With Bookkeeper360, you’ll get a dedicated accountant who sends detailed reports on a monthly basis. Bookkeeper360 works primarily with Xero (though it recently added a QuickBooks option)—so if you’re a Xero fan, Bookkeeper360 is the way to go.

This virtual accounting company offers a variety of add-ons and perks, especially in the HR and payroll department. It works with ADP and Gusto—two of our favorite payroll service providers—to make direct deposits, help with time tracking and PTO, file payroll taxes for you, and find medical benefits and workers compensation insurance for your small business.

Bookkeeper360 plans and pricing

Bookkeeper360 offers three main outsourced accounting plans. The Support plan starts at $190 per month, which gets you a dedicated accountant and includes a QuickBooks or Xero subscription. With the Support plan, you can choose only accrual-basis accounting.

With the Basic plan, starting at $314 per month, you have the option of cash-basis accounting. You’ll also get account reconciliation and payroll integration. And with the Premium plan, starting at $539 per month, you can choose weekly (rather than monthly) financial reviews, accrual reporting, bill pay integration, and invoice integration.

Heads-up: More Bookkeeper360 perks

Want more than just accounting? Bookkeeper360 has a few more add-on options:

  • Fractional CFO services, business coaching, and capital raising services
  • Payroll and HR, including full-service tax filing and medical benefits
  • Business tax services
  • Back-office connectivity, meaning Bookkeeper360 connects all your business data and documents to streamline record keeping

If you’re interested in any of these solutions, you’ll want to contact Bookkeeper360 for a quote; pricing isn’t listed online.

More small-business accounting solutions

There are hundreds of accounting providers to choose from. We picked our favorites above, but here are five other popular providers of online accounting services worth looking at.

Best for startups: Pilot

Pilot’s bookkeeping is geared specifically for new startups. Like Bench, Pilot structures its pricing around how much you pay in expenses each month, so if you’ve just gotten off the ground and aren’t spending (or making) too much money yet, Pilot’s dedicated accountants can help you figure out how to get—and stay—on track. Plans start at $299 per month.

See Plans

Best for cash-basis only: KPMG Spark

KPMG Spark (formerly known as Bookly) has its own software and mobile app, which means you can connect with your dedicated bookkeeper on the go. Signing up is easy: just create an account, enter your bank and invoicing info, and you’re good to go. KPMG Spark’s plans have a required one-time setup fee, which starts at $100 for their cheapest plan, Starter. The company’s cash-basis accounting plans start at $195 per month, while accrual-basis plans start at $895 per month (yes, you read that right)—so it should go without saying that you should skip this service if you’re set on an accrual system.

See Plans

Best reporting: Ignite Spot Accounting

Ignite Spot Accounting delivers heftier reports than many other providers we checked out for this piece. Along with the typical financial statements (like profit and loss reports and balance sheets), you’ll get a KPI (key performance indicator) report and profitability analysis, among others. The company doesn’t charge a setup fee unless your books aren’t current; if they aren’t up to date, you’ll pay a fee to get everything in order. For better or worse, Ignite Spot is definitely on the pricier end of virtual accounting. Its bookkeeping services start at $575 a month, and its virtual CFO services start at $500 a month.

See Plans

Best for high earners: AccountingDepartment.com

Are you making $1M or more per year? AccountingDepartment.com is targeted at businesses like yours. Along with offering the typical outsourced bookkeeping services, AccountingDepartment.com provides outsourced controller services, which means their CPAs manage bookkeeping while also budgeting, forecasting, doing job costing, managing cash flow, tracking inventory, and performing other financial management tasks on your behalf. Contact the company directly for a quote.

See Plans

Best for international enterprises: Flatworld Solutions

Looking for something even more affordable than Merritt Bookkeeping? Flatworld Solutions might be your key. This India-based operation offers hourly pricing options and by-the-project billing. The company has been around since 2002 and has clients all around the world. If you aren’t interested in offshore customer service, you’ll probably want to look elsewhere, but if you’re interested in paying between $8 and $15 an hour for quick accounting help, Flatworld Solutions is a good bet.

See Plans

FAQs

What is virtual accounting and bookkeeping?

Virtual accounting and bookkeeping firms provide you with typical accounting and bookkeeping services, including balancing your books and analyzing fiscal trends to make sure your company is on track for growth. But instead of working out of your office, they do it all from afar.

“Afar” could mean they work across the country or across the world, but either way, virtual accounting and bookkeeping companies provide you with a remote team of accountants or CPAs who tackle your most important financial tasks. Usually, virtual accounting and bookkeeping companies use cloud computer software to ensure you have constant access to your own financial records.

Is there a difference between virtual and outsourced accounting or bookkeeping?

Virtual, outsourced, and online are often used interchangeably when referring to bookkeeping and accounting. However, virtual bookkeeping and accounting can sometimes refer to accountants or CPAs who work out of their homes and contract out their services individually. In contrast, outsourced bookkeeping and accounting nearly always refers to accountants with an accounting firm who handle your books from their own office.

What are the benefits and drawbacks of virtual and outsourced accounting?

Starting and running a business takes hard work, determination, and a keen understanding of business processes. But it’s easy for small-business owners to get bogged down in daily, tedious tasks like managing financial books, sending invoices, and filing taxes.

Sure, you can (and should!) educate yourself on small-business bookkeeping basics. But without the expertise to properly manage more advanced accounting details, you could accidentally expose your company to errors, noncompliance, and poor financial planning.

This is why, for decades, business owners have hired bookkeepers or CPAs to do the dirty work for them. However, it can cost nearly $41,000 a year to pay a full-time bookkeeper,2 putting dedicated accounting help out of reach for many small-business owners.

But it’s not the only solution. Bookkeeping software and online technology enable businesses to outsource their financial tasks to remote teams made up of specialized experts. Even better, online accounting provides business owners with the help they need at a fraction of the traditional bookkeeper model.

Pros
  • It’s cheaper than hiring in-house bookkeepers or CPAs.
  • You can access automated technology that speeds up accounting processes.
  • You spend less time and energy on small details.
  • You can spend more time growing your business.
Cons
  • You may prefer to have complete control and oversight of your financial data.
  • You may feel uneasy about working with a virtual, nonlocal team.
  • There may be some hidden costs.

What should you look for in an accounting or bookkeeping provider?

Whether you’re looking to hire a local accounting firm or outsource your bookkeeping to a virtual team, a few key features can help you determine which company is best for your business:

  • Price. Many outsourced accounting providers list pricing online, but even if they don’t, that doesn’t mean you’ll get a bad deal—it could just mean the outsourced company wants more information about your business to give you a more accurate quote. Plus, fixed pricing could mean you end up paying more for features you don’t want or need, like software or setup fees.
  • Worker credentials. Not all virtual bookkeepers are CPAs. But they should be highly trained, and you should be able to easily learn about their certifications and specializations either online or by contacting the company directly.
  • Location. If sending your financial data overseas makes you nervous, choose an accounting service that’s based in your country. Also, find out how quickly you can reach someone if you need support.

The takeaway

Outsourced bookkeeping and accounting has changed a lot over the years—what once was a complicated and expensive process is now a cost-effective solution to handling your small-business financial tasks. With one of these reliable and reputable providers, you can stop wasting time in the weeds of managing your books and start spending time reaching your business goals.

Would you rather perform in-house accounting? Check out our list of the year’s best accounting software for small businesses to get started.

Disclaimer
At Business.org, our research is meant to offer general product and service recommendations. We don’t guarantee that our suggestions will work best for each individual or business, so consider your unique needs when choosing products and services.

Sources

1. Better Business Bureau, “Merritt Bookkeeping Services Inc
2. USA Today, “How Much Should You Pay for Bookkeeping Services?

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