Running a virtual assistant business means juggling clients, invoices, taxes, expenses, and project cash flow — all without losing your sanity. The right accounting software doesn’t just “track numbers”… it helps you operate like a real business, save hours, reduce mistakes, and earn more.
This guide lists the best accounting tools for Virtual Assistants, focusing on ease-of-use, automation, and the sweetest part — affiliate earning potential for VAs who recommend these tools to clients.
Let’s dive into the top picks.
1. Volza — Trade Intelligence on Steroids
Volza isn’t your typical accounting tool — it’s a global trade-intelligence powerhouse. VAs working with import/export clients or supply chain teams love it.
Why VAs Love It:
- Verified shipping & trade data
- Insights to support clients in logistics, sourcing & compliance
- Perfect for VAs serving global trade businesses
Best For:
Import/export businesses, supply chain VAs, trade research VAs
💸 Commission: Up to 21% per closed deal — as high as $2,000 per sale
2. BILL — The Heavyweight for Payables & Receivables
BILL is a financial operations platform that simplifies AP/AR, spend management, and expense tracking.
Features:
- Automates invoices & approvals
- Integrates with QuickBooks, Xero
- Built for SMBs
Best For:
VAs managing bookkeeping, invoicing, or payment workflows.
💸 Commission:
- $250 per new AP/AR customer
- $75–$600 for spend & expense customers
3. Heard — Accounting for Mental Health Providers
A specialized accounting platform created specifically for therapists and wellness providers.
Why It’s Unique:
- Bookkeeping, payroll & taxes in one place
- VAs supporting therapy practices get plug-and-play workflows
💸 Commission: $100 per new paid account
4. Qoyod — The All-In-One Financial Co-Pilot
A modern, user-friendly accounting system for SMBs.
Highlights:
- Full accounting suite
- Easy financial reporting
- Cloud-based access
Best For:
VAs handling clients in the Middle East, Africa, and SME sectors.
💸 Commission: 50% per paid customer (avg transaction $200)
5. Tradify — Job Management for Tradespeople
Not traditional accounting, but essential for invoice-heavy trades businesses.
Why VAs Use It:
- Quotes, scheduling, invoicing
- Payment management
- Integrates with accounting platforms
💸 Commission: $250 USD / $400 AUD / $400 NZD / £185 GBP per referral
6. DataSnipper — Automation for Audits & Finance
Great for VAs working with accountants or audit teams.
Main Features:
- Document extraction
- Validation tools
- Seamless audit workflows
💸 Commission: Up to 30% of revenue
7. Travel Code — Corporate Travel Accounting Simplified
Perfect for VAs managing travel bookings and budgets.
Why It Works:
- Automates flights, hotels, transfers
- Corporate focus = bigger budgets
- Strong recurring use cases
💸 Commission:
- $100 per client subscription
- Bonus: $5,000 when a referral hits $300K travel spend
8. Pilim — AI Business Management Suite
An AI-powered platform covering HR, cashflow, assets, invoices, and more.
Perfect For VAs Who Need:
- Financial dashboards
- Automated workflows
- SME-friendly billing
💸 Commission: 50% for the first year
9. Aspire — Financial Suite for Business Payments
A clean, modern accounting solution covering payments, cards, receivables, and more.
Best For:
VAs managing cashflow-heavy clients or financial operations.
💸 Commission: $100 per referral
10. Zena — The Business Card That Auto-Categorizes Everything
A dream for VAs handling project budgets.
Why It’s Useful:
- Auto-assigns expenses to projects
- Eliminates manual tracking
- Reduces reimbursement headaches
💸 Commission: $100 per referral
11. R.E. Cost Seg — Tax Optimization for Property Owners
VAs working in real estate LOVE this.
What It Does:
- Accelerates depreciation
- Lowers taxes
- Improves cash flow
💸 Commission: 15% of revenue
12. Coast — Smart Fuel & Expense Card
Ideal for VAs supporting transportation, logistics, or contractor clients.
Features:
- Visa-powered
- Controls & reporting
- Fuel + maintenance tracking
💸 Commission: $300 per approved application
13. Dext — Expense & Invoice Automation
A must-have for VAs who handle bookkeeping.
Why It Rocks:
- Scans receipts
- Syncs with QBO/Xero
- Automates expense categorization
💸 Commission: 50%–70% (first 6 months)
14. Navan — Business Travel + Expense Management
A complete travel & finance solution.
Best For:
VAs who support executives or remote teams.
💸 Commission: Up to $1,000 per customer
15. Puzzle.io — Modern Accounting for Modern Businesses
A powerful accounting platform built for automation and simplicity.
Why VAs Use It:
- Smart AI categorization
- Real-time dashboards
- Bank-level reconciliation
💸 Commission: High recurring commissions
16. Refresh.me — Personal Finance Suite
If you serve solopreneurs, freelancers, or consumers — this one hits.
Features:
- Credit monitoring
- Budget tools
- Identity protection
💸 Commission: 20% recurring
17. Tax1099 — IRS-Authorized e-Filing Platform
A must-have for tax season VAs.
Why:
- File 1099s and other forms
- Secure & fast
- Used by 500,000+ businesses
💸 Commission: 15% on all e-file referrals
18. Taxfyle — On-Demand Tax Pros
Perfect for VAs who don’t want to do taxes but want a cut of the money.
Features:
- Professional tax prep
- Advisory & bookkeeping services
💸 Commission: 30% on all first-year purchases
19. Xero — The Global Accounting Superstar
One of the world’s most popular accounting platforms.
Why VAs Love It:
- Beautiful interface
- Easy invoicing
- Strong integrations
💸 Commission: $200 per qualified purchase
20. TaxCycle — Pro Tax Suite for Canada
If you serve Canadian clients, this is a secret weapon.
💸 Commission: Up to $250
21. Shoeboxed — Receipt Scanning for Busy Clients
A lifesaver for any VA dealing with mountains of receipts.
💸 Commission: 20% year-one commissions
22. QuickBooks — The King of Small Business Accounting
The most widely used accounting software in the world.
Why VAs Need It:
- Invoicing
- Payroll
- Inventory
- Expense tracking
💸 Commission: 30% off promo to customers = easy conversions
23. Melio — Free Bill Pay for Small Businesses
Extremely VA-friendly.
Why:
- Free
- ACH & card payments
- Simple approval workflows
💸 Commission:
- $300–$400 per business referral
- $600 for accountants
24. Quadient — AR/AP Automation for Teams
Great for VAs managing finance departments.
💸 Commission: $250 per lead that becomes an opportunity
25. Synder — eCommerce Accounting Automator
Perfect for VAs working with Shopify, Amazon, or Etsy sellers.
💸 Commission: 20% recurring
26. Airwallex — Global Payments for Global VAs
A huge win for international businesses.
💸 Commission: $200 per new customer
Final Verdict: Which Accounting Software Should a VA Choose?
If you’re a Virtual Assistant, the right accounting tool depends on your client niche:
- General VAs → QuickBooks, Xero, Melio
- eCommerce VAs → Synder, QuickBooks
- Real Estate VAs → R.E. Cost Seg
- Therapy/health VAs → Heard
- Trade VAs → Volza
- Travel VAs → Navan, Travel Code
- Bookkeeping VAs → Dext, BILL
- SME/Business Ops VAs → Aspire, Qoyod, Pilim
And the best part?
👉 Almost all offer juicy affiliate commissions, meaning VAs can earn extra passive income by recommending the tools they already use.
