Virtual Assistant for CPAs: Increase Productivity & Reduce Costs

Modern Certified Public Accountants (CPAs) face a growing number of challenges. From managing heavy administrative workloads and constant client communications to navigating the intense peaks of tax season, the pressure is always on. A virtual assistant for a CPA firm offers a strategic solution to these hurdles, helping to boost productivity and reduce operational costs. Virtual assistants for CPAs can range from skilled remote professionals to powerful AI-driven platforms that automate key business functions.

What Is a Virtual Assistant for a CPA?

A virtual assistant for a CPA is a remote professional or an AI-powered software that handles administrative, communication, and even financial tasks for an accounting firm. This support allows CPAs and their teams to focus on core, high-value activities. There are two primary types of virtual assistants:

• Human VAs: These are remote workers who can manage a wide array of tasks, including bookkeeping, client scheduling, and email management. They offer significant flexibility and are often more affordable than hiring in-house staff[3].
• AI Virtual Assistants: This software is designed to automate repetitive tasks, especially those related to communication. For example, Ringover’s virtual voice agent, AIRO, can be configured to handle up to 80% of routine customer inquiries, answering calls, transcribing meetings, and routing questions without needing a person to intervene.

How Ringover’s AI Acts as a Powerful Virtual Assistant for CPAs

Ringover is an advanced, AI-powered solution that goes beyond a traditional VA by automating many of the most critical communication tasks a CPA firm handles daily.

AI Technology

• AI Voice Agent: Ringover’s voice agent, AIRO, ensures you never miss a call, providing information to both existing customers and prospects. Customise AIRO with the right information and a tone that reflects your brand, and the AI agent will handle most calls–always escalating to a human whenever necessary. AIRO can even qualify leads by collecting key information based on your specifications.

• Call Transcription & Summaries: Ringover's conversational AI platform automatically transcribes and summarises every call. This eliminates the need for manual note-taking, ensures no critical detail is missed, and creates a searchable record of all conversations.

• Actionable Insights: The platform's AI can detect key topics discussed during calls, analyse speaker sentiment, and identify action items, turning every conversation into an opportunity for growth.

Seamless Integrations and Workflow Automation

• 100+ App Integrations: Ringover connects with the tools your firm already uses, including CRMs, helpdesks, and accounting software. This allows for automated call logging and data syncing, which eliminates manual data entry and keeps client records up to date. You can explore Ringover's integrations to see how it fits into your existing tech stack. Even calls handled with AIRO will automatically update your business software.
• Smart Routing: Advanced Interactive Voice Response (IVR) can route calls automatically based on client needs, team availability, or other custom rules. This ensures every caller reaches the right person quickly, creating a smooth and professional client experience.

Cost-Effective and Scalable Solution

Ringover is a flexible solution designed to grow with your firm. The pricing structure allows you to choose a plan that fits your current needs and budget, giving you access to powerful enterprise-grade features without the high overhead costs associated with hiring additional staff.

5 Key Benefits of Using a Virtual Assistant for Your CPA Firm

1. Drastically Reduce Operational Costs

Hiring a virtual assistant is often far more cost-effective than bringing on a full-time, in-house employee. The savings come from avoiding expenses like salary, benefits (such as health insurance and retirement plans), payroll taxes, and the need for additional office space[6]. The cost of a VA can vary widely based on location, skillset, and engagement model, typically ranging from $500 to $10,000 per month[7]. Using a business phone system like Ringover for communication further helps businesses lower their operational expenses.

2. Boost Productivity and Efficiency

A virtual assistant for a CPA can take over time-consuming administrative duties, freeing up accountants to concentrate on high-value, billable work such as financial strategy, complex tax planning, and client advisory services. Tasks that are easily delegated include:

• Scheduling appointments
• Managing calendars
• Performing data entry
• Filtering emails and client inquiries

Implementing technology with powerful automations and workflows can further streamline these processes and enhance overall efficiency.

3. Enhance Client Experience

A virtual assistant ensures that your clients receive prompt and professional responses, even outside of standard business hours. AI-powered tools are particularly effective here; for instance, Ringover's AI voice agent AIRO provides 24/7 support for common questions, so clients always feel attended to. Features like intelligent call routing also improve the client experience by directing callers to the right person or department without frustrating delays, leading to higher satisfaction.

4. Improve Accuracy and Compliance

Delegating repetitive tasks like data entry to a VA, whether human or AI, can reduce the risk of human error. Specialised AI assistants are designed to improve accuracy in tasks like tax research and planning[2]. Furthermore, in a heavily regulated industry like accounting, maintaining compliance is critical. Communication platforms that offer features like call recording and transcription create a verifiable record of client conversations, which is crucial for auditing and dispute resolution. Ringover provides robust data and reporting capabilities that help firms monitor communications to ensure quality and maintain compliance standards.

5. Scale Your Firm Flexibly

Virtual assistants provide the flexibility to scale your support team up or down based on your firm's workload. This is especially valuable for CPAs who experience significant seasonal demand, such as during tax season. You can add support when you need it and reduce it during quieter periods without undergoing the lengthy and costly process of hiring and training permanent employees. In fact, more than 1,000 firms already use VAs to streamline operations and scale effectively[5].

What Tasks Can a Virtual Assistant Handle for a CPA?

A virtual assistant can manage a surprisingly wide range of tasks, allowing you and your team to focus on what you do best.

Administrative Support

• Calendar Management: Scheduling appointments, client meetings, and internal deadlines.
• Email Management: Filtering inboxes, responding to routine inquiries, and flagging urgent messages for your attention.
• Data Entry: Inputting client information and financial data into spreadsheets, CRM systems, and accounting software.
• Document Management: Organising digital files and ensuring important documents are properly stored and easy to retrieve.

Client Communication

• Call Answering: Acting as the first point of contact for incoming calls, greeting clients professionally, and handling initial inquiries.
• Appointment Reminders: Sending automated email or SMS reminders to clients about upcoming meetings or deadlines.
• Onboarding New Clients: Distributing welcome packets, gathering initial documentation, and answering basic questions.

A unified cloud phone system can bring all these channels together for seamless management.

Bookkeeping and Financial Tasks

• Accounts Payable/Receivable: Assisting with the management of invoices and payments.
• Payroll Processing: Helping with payroll calculations and administrative follow-up.
• Bank Reconciliation: Matching bank statements with your firm's internal records.
• Client Invoicing: Creating and sending invoices to your clients for services rendered.

Many virtual assistants specialise in accounting and have experience with popular software, making them a valuable asset for these financial tasks[4].

Conclusion

Virtual assistants, and especially AI-powered communication solutions like Ringover, are no longer a luxury but a necessity for the modern CPA firm. By offloading administrative and communication tasks, you can achieve significant cost savings, massive productivity gains, and an enhanced client experience. This flexible scalability allows your firm to adapt to changing demands while keeping your team focused on delivering high-value advisory services.

Discover how you can transform your firm's efficiency and sign up for a free trial today!

Citations

• [2]https://www.cpapilot.com
• [3]https://futurefirm.co/virtual-assistant-for-cpas
• [4]https://www.timeetc.com/industries/virtual-assistants-accountants-cpas
• [5]https://my-cpe.com/offshoring/hire-virtual-assistant-for-accounting
• [6]https://www.morganspencer.co.uk/blog/virtual-assistant-vs-in-house-ea-the-true-cost-executive-support-203
• [7]https://www.thevirtualhub.com/blog/virtual-assistant-cost

Published on February 16, 2026.