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Virtual Assistant for Small Businesses in the US & Canada Accounting & Insurance Specialist Hand off the busywork. Keep the momentum.

I'm Ronnie, the virtual assistant behind Smart Islander VA. I help small businesses in the US and Canada, especially accounting, bookkeeping and insurance offices, answer customers, clear the inbox and calendar, and stay easy to find online, so your hours go to the work only you can do.

Book a Free 20-Min Call Get a Free Template

Free video call · No sales pitch · A written proposal after, if it's a fit

  • 2 months earlyAn accounting firm's whole personal-tax season, done
  • 6 yrsRemote experience
  • Your hoursOnline through the Eastern business day, West Coast mornings
Illustrated avatar of Ronnie Masong, virtual assistant for accounting and insurance firms, on a Cebu beach at sunset
Inbox sortedWhile you're with clients
Trusted by service firmsRemote from Lapu-Lapu City
No new software

I work inside the tools you already pay for.

CRM & clients

Log every call, chase renewals and keep each client file current.

  • Karbon
  • HubSpot
  • QQCatalyst

Finance

Match receipts, track missing documents and keep the books tidy.

  • Xero
  • Dext

Forms & e-signatures

Client intake forms, quote requests and agreements signed online.

  • Typeform
  • Formstack
  • Dropbox Sign

Automation & AI

Connect your apps so reminders and hand-offs run on their own, with AI for first drafts.

  • Zapier
  • ChatGPT
  • Claude
  • Gemini

Everyday office

Inbox, calendar, bookings, notes and secure passwords.

  • Google Workspace
  • Microsoft 365
  • Calendly
  • Notion
  • 1Password

Communication

Quick team updates, client video calls and walkthrough videos.

  • Slack
  • Zoom
  • Google Meet
  • Loom

Online presence

Posts, reviews, email updates and getting found on Google.

  • Canva
  • Meta Business Suite
  • Google Business Profile
  • Search Console
  • Mailchimp
Services

Virtual assistant services that take work off your plate

Pick one service or combine them. Each comes with clear deliverables, so you know what every hour buys. Choose hourly, a 4-week package that costs less than hourly, or a 2-week starter for support and admin. After a free 20-minute call you get a written proposal with exact costs; work starts once the agreement is signed and a 50% deposit is paid.

Customer Support

A warm, consistent voice for your customers across phone, email and chat.

Best for: any small business whose phones and inboxes never stop, from insurance agencies to local service shops.

Hourly or full-time, priced to fit your goals

  • Inbound call, email and live-chat handling
  • Appointment booking, reminders and reschedules
  • Order, account and service-status inquiries
  • Customer follow-ups after a purchase or visit
  • CRM notes updated after every conversation
  • Concern logging with escalation to your team
  • Weekly summary of top customer questions
Book a call about Customer Support
Best place to start

Administrative Assistance

The back-office rhythm that keeps a small firm organised and on schedule.

Best for: busy owners drowning in email, and accounting firms heading into tax season.

Hourly or full-time, priced to fit your goals

  • Inbox triage with labels, filters and priority flags
  • Calendar management and meeting coordination
  • Client intake packets and document collection
  • Data entry, spreadsheet upkeep and record cleanup
  • Digital filing systems in Drive, OneDrive or Dropbox
  • Meeting notes, action items and follow-up emails
  • Standard operating procedures written for your tasks
Book a call about Admin Assistance

Online Presence

Your website and social pages, built and looked after by one person, so you’re easy to find and easy to trust.

Best for: businesses that are hard to find on Google or haven’t posted in months.

One-time website build, then a monthly package or hourly, priced to fit your goals

  • Audit of your website, Google profile and social pages, plus what similar local firms do
  • Brand mood board and content pillars, agreed before anything goes live
  • A clean, mobile-friendly website with your services, contact details and an inquiry or booking form
  • Google Business Profile and Search Console set up so local clients can find you
  • Monthly content calendar of Canva graphics, short reels and captions made from your photos and updates
  • You approve every post before it’s scheduled; comments, DMs and reviews answered in business hours
  • Monthly report on what grew, what worked, site updates and next month’s plan
Book a call about Online PresenceSee website concepts
Portfolio

Client results from accounting and insurance firms

Real work for my current clients, told plainly: the situation, the task, what I did and what changed.

Avalon Accounting

avalonaccounting.ca
Role
Virtual Office Administrator
Services used
Administrative Assistance

The pain point

The partners were spending their best hours answering routine client emails, chasing missing documents and juggling appointment requests, which left client work piling up after hours, worst of all in personal-tax season.

Why they chose me

  • Comfortable working in Canadian business hours from Cebu
  • Detail-focused with confidential client records
  • Willing to learn their exact systems instead of imposing new ones
S

Situation

A busy Canadian practice with a shared inbox, a phone line and a client list that kept growing. Requests arrived through several channels and nobody owned the front desk.

T

Task

Act as the firm's virtual front office: own the inbox and calendar, keep client files complete, and give every client a prompt, friendly answer.

A

Action

  • Built inbox labels, filters and reply templates for the most common client questions
  • Managed the partners' calendars and sent appointment confirmations and reminders
  • Built a Google Sheets workflow with reporting and dashboards that tracked every personal-tax client through busy season
  • Created an intake checklist and tracked outstanding client documents in a shared spreadsheet
  • Organised the digital filing structure so records were easy to locate
  • Logged every client conversation so the partners had full context before calls
R

Result

  • Every client's personal taxes completed 2 months early in busy season
  • Routine replies handled same day, without pulling in a partner
  • Fewer no-shows thanks to consistent confirmations and reminders
  • One source of truth for which client files were complete

Want your busiest season handled early, too?

Tell me what slows your business down. In 20 minutes you'll know what to hand off first.

Book a Free Call Or start with the free Client Document Tracker

Quick facts

  • NameRonnie Masong
  • BaseLapu-Lapu City, Cebu
  • Remote since2020
  • LanguagesEnglish, Filipino, Cebuano
  • Hours8 AM to 5 PM Eastern (7 AM to 4 PM in winter), West Coast mornings
  • ToolkitKarbon, Xero, Dext, QQCatalyst, HubSpot, Google Workspace, Microsoft 365, Zapier, Calendly, Canva, Slack, Zoom
About

An islander who treats your business like it's the only one on the map.

I spent years in BPO call centers before going virtual during the pandemic, so I could work from home while taking care of my family. Smart Islander grew from there. Today I'm the virtual office administrator for a Canadian accounting practice and the customer service rep for a Florida insurance agency, so I know how a small service firm actually runs day to day.

My approach is simple: learn your systems first, write down how you like things done, then run them the same way every time. You get a single, dedicated person who knows your clients by name, not a rotating pool of strangers.

Documented

Every recurring task gets a written checklist you can see and edit.

Transparent hours

Time logged per task, shared with you each week.

Careful with data

Password managers, 2FA and least-access by default.

Process

How it works: from first call to work in motion

Five clear steps, so you always know what happens next and what you'll have in hand.

  1. 01
    20 minutes

    Discovery Call

    A short Google Meet call you book online. We go through the tasks filling your week, the tools you use and the hours you have in mind.

    You get: A clear view of what to hand off first

  2. 02
    In writing

    Proposal

    A written plan listing each task I'll take on, the service it falls under, estimated weekly hours, the package or hourly rate and a proposed start date.

    You get: Scope, hours and cost on one page

  3. 03
    Signed online

    Contract Agreement

    A service agreement covering scope, working hours, rates, billing schedule and confidentiality, signed electronically by both of us.

    You get: Terms and confidentiality in writing

  4. 04
    Setup session

    Kick-Off

    We set up secure access to your tools, agree on how and when we'll communicate, and I document your recurring tasks as step-by-step checklists.

    You get: Access, channels and checklists ready

  5. 05
    Ongoing

    Deployment

    I start on the work with hours logged per task in a shared timesheet. We review together each week and adjust priorities as your needs change.

    You get: Work moving, with weekly check-ins

Ready to start? Step one is a 20-minute call.

Book a Discovery Call
Free templates

Free templates for accounting and insurance offices

Ready-to-use emails, checklists and scripts from my day-to-day client work. Pick one, tell me where to send it, and it lands in your inbox in about a minute. Free, with no sales call attached.

For accounting & bookkeeping firms

For insurance agencies

For both After-Hours Auto-Reply & Callback Script What clients see after hours, and how to call them back so they feel looked after. Email it to me

Templates are sent by email only. Your details are used to send what you asked for, and you choose whether to get one helpful email a month. See Privacy.

FAQ

Questions owners ask before hiring a virtual assistant

Straight answers about hours, cost, data and fit. Anything else, ask me on the call.

What hours do you work?

I work 8 PM to 5 AM Philippine time. That's 8 AM to 5 PM Eastern in summer and 7 AM to 4 PM Eastern in winter, which also covers West Coast mornings. You get a real person during your business day, not overnight handoffs.

Do you only work with accounting and insurance firms?

No. Most of my experience is with accounting, bookkeeping and insurance offices, but I support small businesses of all kinds in the US and Canada with customer support, admin and online presence. If a task needs industry know-how I don't have, I'll tell you on the call.

How much does a virtual assistant cost?

It depends on the service and hours, so every plan is priced to fit your goals. You can pay hourly, choose a 4-week package that costs less than hourly, or start with a 2-week package for support or admin. After a free 20-minute call you get a written proposal with exact costs, and nothing starts until you sign.

How does payment and the deposit work?

Work starts once the agreement is signed and a 50% deposit of the first month's estimated fees is paid. The deposit is credited to your first invoice, so it isn't an extra cost.

How do you keep client data safe?

I use password managers, two-factor authentication and the least access each task needs. Confidentiality is written into our service agreement, and I keep client details out of anything I share.

Do you work inside our own systems?

Yes. I learn your tools rather than moving you to mine, including Karbon, Xero, Dext, QQCatalyst, HubSpot, Google Workspace and Microsoft 365. Every recurring task gets a written checklist you can see and edit.

Is there anything you don't do?

I don't take sales roles, and I don't do work that needs a licence, such as giving insurance coverage advice or signing off tax returns. Those go back to your licensed team, and I handle the admin and customer service around them.

Can I start small?

Yes. Many firms start with a few hours a week or a 2-week package, then add hours once the routines are written down and working.

Let's talk

Tell me what's eating your week.

Grab a 20-minute slot that suits your schedule. I'll come prepared with questions, and you'll leave with a clear idea of what to hand off first.

  1. Pick a time that suits you; it shows in your time zone.
  2. Talk for 20 minutes about the tasks eating your week.
  3. Get a written proposal with exact costs. No pressure to sign.

Prefer email? Write to ronnie@smartislander.com.

Discovery Call

With Ronnie Masong · Smart Islander VA

  • 20 minutes
  • Video call, link sent on booking
  • Times shown in your time zone

What we'll cover

  • The tasks taking up most of your week
  • The tools and systems you already use
  • Which service fits and a realistic hours estimate
Pick a Time

Free call. You'll get a confirmation email with the meeting link right away.