Accounting firms
Let your accountants focus on the work that needs their expertise. Your virtual assistant keeps appointments, document requests and client follow-ups organized around them. Knows The Drill recruits and prepares your assistant for your accounting practice and the responsibilities agreed before handoff.
Find your assistantA client uploads one item and emails another. A reminder goes out anyway because nobody logged the reply. The engagement owner needs to see what is outstanding without reconstructing the conversation.
Start with that professional's approved request list. An assistant can track requests, responses, and items awaiting review. Keep receipt and acceptance separate: an uploaded document is received, but your accountant decides whether it answers the request. That distinction makes the tracker useful.
The work to hand off
Give the assistant a client-specific request list and approved reminder language. They can maintain request dates, log responses, and flag unanswered items to the engagement owner. When a client sends a different document or questions the request, the assistant routes it for review instead of interpreting what is needed.
What you get back: A request tracker showing responses and review owners
Provide the meeting types, scheduling rules, and availability of the responsible professional. An assistant can arrange intake and review meetings, send approved preparation notes, and record changes. Questions about the client's tax or accounting position go to the accountant, while the assistant keeps the appointment details current.
What you get back: Confirmed client meetings with preparation details attached
Define your administrative statuses and who can authorize each change. An assistant can update records from team instructions, track assigned follow-ups, and prepare a list of engagements waiting on someone. The list should name the missing input and its owner, so the next action is easy to identify.
What you get back: A list of blocked engagements and next actions
Supply approved engagement documents and the firm's instructions for sending and tracking them. An assistant can coordinate delivery, record responses, and remind the designated contact about outstanding paperwork. Changes to fees, terms, or professional scope are returned to the engagement owner before any revised document is sent.
What you get back: Paperwork status with unresolved client questions flagged
Illustrative workflow
Adapt this example to your firm's request process. Record both the response and its review owner, so the next reminder reflects what actually happened.
Assistant preparesThe item exactly as specified, the client contact, and the professional responsible for reviewing it.
Accountant decidesWhich information is needed and how the request should be explained.
Assistant preparesThe sent date, approved delivery channel, and next reminder point set by the firm.
Accountant decidesThe priority of the request and when an unanswered item needs escalation.
Assistant preparesA received status and the response routed through the firm's agreed process, with questions preserved.
Accountant decidesWhether the supplied information satisfies the request or requires clarification.
Assistant preparesThe professional's revised instruction, previous correspondence, and the next administrative action.
Accountant decidesAny change to the request, engagement priority, or client-facing explanation.
Illustrative example — not a client record
Use this receipt record to show the engagement owner what arrived and what still needs attention. Receipt is a tracking status; the accountant decides whether the document is sufficient.
Ready to hand over when: The accountant can find the received PDF, see which numbered page is absent and identify the pending follow-up without the request being marked accepted.
Download the blank template (CSV)No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.
Shape the role around the workload
Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.
Your professionals set requests, interpret responses, and approve steps requiring accounting judgment. An administrative tracker helps them see what is waiting for review, who needs to act next, and which client follow-up is due.
Recruit. Prepare. Hand over.
First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.
We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.
A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.
Explore managed supportWe recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.
Explore direct hiringThe examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.
Bring your client request list and the follow-ups consuming professional time. We will help define a dedicated administrative role around your practice and its access requirements.
Explore other ways to organize the work around your team.
