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A virtual bookkeeper does your books remotely, so the real question is what you have to hand over and what you still own. You keep the responsibility. Under CRA rules your records must be kept at your Canadian home or business unless the CRA allows otherwise, and the period is six years from the end of the last tax year they cover.
How does a virtual bookkeeper work day to day?
You give them access to your bank feeds, sales tools and receipts, usually through accounting software. They categorize the transactions, match them to invoices and bills, and send you reports. Most of the back and forth happens by message or a short call.
That’s the whole model. No office visit, no boxes of paper. It suits a business with a steady flow of online payments and a few dozen receipts a month. It suits a cash heavy shop less, because someone still has to photograph the paper.
We couldn’t confirm what any virtual bookkeeping firm charges or what its software can do, so this page names no provider and quotes no fee. Use it to decide what to ask.
What should you check before you give someone access?
| Check | What a good answer looks like |
|---|---|
| Who sees your bank login | Read only access, not your password |
| Where files are stored | A named location, and a way to get a full copy |
| GST/HST handling | They know the rate for your province |
| Turnaround | Books closed by a set day each month |
| Payroll | Stated as included or as an extra |
| Ending the contract | Export of your data, in writing |
The bank login row deserves the most thought. Read only feeds let someone see a transaction without moving money. If a bookkeeper asks for your online banking password, walk away.
What will they need to get right on tax?
Sales tax first. Say a customer in Ontario pays you $1,130 in total. The HST reverse calculator splits that into $1,000 of sales and $130 of HST. In Alberta a $1,050 payment splits into $1,000 and $50 of GST. A bookkeeper who books the full $1,130 as income overstates your revenue by $130.
Next, the tax you owe on profit. If you’re a sole proprietor with $80,000 of net income in Ontario, the self-employed tax calculator shows $13,233.57 of income tax and $8,892.90 of CPP. Together that’s $22,126.47 or 27.7% of your income. It leaves out EI and GST/HST, so the real cash need is a little different.
So set money aside. The CRA lists instalment dates for self-employed people on March 15, June 15, September 15 and December 15, and the tax instalments calculator gives you a figure for each one. The next one falls on December 15, 2026, if you’re required to pay by instalments.
Is a virtual bookkeeper a good fit for you?
Mostly it comes down to how tidy your paper trail is. If most money moves through a business bank account and card, remote work is easy. If you deal in cash, pay people under the table or lose receipts, the bookkeeper will spend the first month guessing, and you’ll pay for the guessing.
Distance itself matters less than it sounds. Federal filings work the same everywhere. A provider who knows your province’s sales tax rules matters more than one who lives down the street. If you also want someone to file your return, check that they can do so, since bookkeeping alone doesn’t include it.
Common mistakes with remote bookkeeping
Sending everything in one lump at year end is the big one. Books built from twelve months of guesses are expensive to fix. Send documents monthly, or better, weekly.
Second, not reading what comes back. Skim the profit and loss report every month and ask about anything you don’t recognize.
Third, forgetting the small supplier line. Once your revenue passes $30,000 over four consecutive calendar quarters, or in one quarter, you have to register for GST/HST. Ask your bookkeeper to watch that number for you. After you lose small supplier status you have 29 days to register.
Last, forgetting that a virtual bookkeeper can’t sign your return for you. They may prepare figures for your accountant or for you.
Where the numbers come from
Record keeping rules, the small supplier limit and instalment dates come from Canada Revenue Agency pages we checked on 30 September 2026. The dollar examples come from our calculators, which use 2026 federal and provincial data. Instalment dates for 2027 weren’t confirmed, so check the CRA before you plan around them. This website has no connection with the CRA or any other government body.
Frequently asked questions
What does a virtual bookkeeper do?
They record and categorize your transactions remotely, match them to invoices and bills, and send regular reports.
Is it safe to give a bookkeeper access to my bank?
Use read only feeds where the bank offers them, and never share your online banking password.
Can a virtual bookkeeper file my tax return?
Not by default. Bookkeeping records the numbers. Return preparation is separate, so ask before you assume.
Do I still have to keep records myself?
You remain responsible. The CRA expects records kept for six years after the last tax year they relate to.
What are the self-employed instalment dates?
The CRA lists March 15, June 15, September 15 and December 15 for instalments.
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Information only. This page is general information, not tax, legal or accounting advice. Tax-Services.ca is an independent publisher: we don't prepare or file tax returns or offer tax services, and we have no connection with the CRA, Revenu Québec, any government or any company named on this page. Check the figures that matter with an official source or a qualified professional.