Not long ago, choosing a bookkeeper meant finding someone nearby and dropping off a box of receipts every month. Today, much of Canadian bookkeeping happens online: transactions flow in through bank feeds, receipts are photographed on a phone and bookkeepers work in cloud accounting software from wherever they are.
So is virtual bookkeeping better than a local bookkeeper? Here's how they compare.
What's the difference?
Local bookkeeping usually means a bookkeeper or small firm in your community. You may meet in person, drop off documents and sometimes have them work at your office.
Virtual bookkeeping — also called online or remote bookkeeping — means your bookkeeper works remotely through secure access to your accounting software, bank feeds and digital documents. Communication happens by email, video call and shared portals.
The underlying work is the same: recording transactions, reconciling accounts, managing payables and receivables, tracking GST/HST and keeping CRA-ready records.
Side by side
| Local bookkeeper | Virtual bookkeeping | |
|---|---|---|
| Meetings | In person | Video calls and messages |
| Documents | Paper or digital | Digital, uploaded or captured by app |
| Choice of providers | Limited to your area | Providers across Canada |
| Cost | Reflects local rates and overhead | Often lower, with flexible pricing |
| Team | Often one person | Often a team with several specialties |
| Continuity | Gaps if your bookkeeper is away | Coverage built in with a team |
| Access to your numbers | When the bookkeeper updates them | Cloud dashboards you can check any time |
The case for virtual bookkeeping
Wider choice
You're not limited to the bookkeepers in your town. You can choose a provider with experience in your industry, your province's sales tax and the software you use.
Real-time visibility
Because everything lives in cloud software, you and your bookkeeper see the same numbers at the same time. No waiting for the monthly visit.
Cost efficiency
Remote providers often have lower overhead and offer flexible pricing — hourly, monthly or by function — so you pay for the work you need.
A team instead of one person
Many virtual bookkeeping services assign several people to your file, with reviews built in. That means fewer errors and no stoppage when someone is on vacation.
Less paper
Receipt-capture apps and bank feeds eliminate the shoebox. Digital records are also easier to keep for the six years the CRA generally requires.
The case for a local bookkeeper
- You prefer face-to-face meetings and building a relationship in person
- Your business is paper-heavy, with documents that aren't easily digitized
- You need on-site work, such as handling cash, inventory counts or office administration alongside bookkeeping
What about security?
Security concerns are understandable, but a well-run virtual provider is often more secure than a paper-based process. Ask any provider about:
- Encryption of data in transfer and storage
- Role-based access, so staff see only what they need
- Multi-factor authentication and secure remote environments
- Confidentiality agreements for every team member
- Compliance with PIPEDA, Canada's private-sector privacy law
- Regular security audits
You also keep ownership of your data: your books live in your accounting software, and you control who has access.
Questions to ask before choosing
- Do you work in my accounting software, such as QuickBooks or Xero?
- Who will work on my books, and will it be the same team each month?
- How do we communicate, and how quickly will you respond?
- What will I receive each month, and by when?
- How do you handle GST/HST and payroll?
- How is my data protected?
The best of both
Some providers offer both: a physical office for clients who want to meet, and remote service for everyone else. ADYZER's head office is in Mississauga, and we work with businesses across Canada remotely — so you get the convenience of virtual bookkeeping with a real Canadian office behind it.
Virtual bookkeeping with ADYZER
ADYZER's outsourced bookkeeping service keeps your books current every month in the software you already use, with a team that includes CPA, CA, ACCA and MBA-qualified professionals. We track your GST/HST obligations and keep your records CRA-ready. Need more than bookkeeping? Our outsourced accounting team adds payroll, reporting and tax preparation.
Contact us for a quote, and find more practical guides on the ADYZER blog.