Executive Bookkeeping Support for a HVAC Engineering Firm

A rapidly growing HVAC commissioning company working across Ireland, the UK, and Europe required urgent assistance to clear a backlog of financial admin and get their books in order. With 20+ staff and a small internal office team, their directors turned to Virtual Assistants for immediate, specialist support.

The Challenge

The company was facing an accumulating backlog of financial data and bookkeeping, with limited in-house capacity to manage invoicing, reconciliations, and account queries. They required: - A skilled bookkeeper familiar with Xero - Immediate start and 25+ hours in week one - Reliable communication and daily updates - Flexibility to reassess workload once caught up

The Solution

Virtual Assistants deployed an executive-level bookkeeping VA with extensive experience across finance administration, payroll, invoicing, and reconciliation tools including Xero, QuickBooks, Sage, and Big Red Cloud. The VA: - Jumped in quickly to assess and process the backlog - Maintained clear daily communication with directors - Flagged and clarified transaction discrepancies in real time - Delivered structured progress updates and recommendations for ongoing workflows

The Results

Over a structured 3-month engagement, the company experienced: - Full resolution of the outstanding financial backlog - Timely invoicing, account updates, and reconciliations - Increased clarity and control over cash flow and reporting - Confidence in moving forward with a part-time support model The company retained the option for ongoing VA hours to maintain their financial systems without internal strain.