Pre-run review packet
Before each payroll, a summary of hours, changes and totals compared with the last run, with anything unusual flagged for your approval.
Virtual Payroll Assistants
Timesheets collected, payroll prepared and waiting for your approval.
A virtual payroll assistant handles the preparation, not the liability. Your Filipino payroll specialist collects hours, checks PTO, enters changes and stages each run for your approval, while tax filings and legal decisions stay with your CPA or payroll provider.
Your payroll specialist handles the prep work that makes payday stressful: collecting timesheets, checking hours and PTO, entering new hires and changes, and preparing each run in your payroll platform. You approve every run. Tax filings and legal decisions stay with your CPA or payroll provider.
What your payroll specialist takes off your plate.
Handed over on day one with written SOPs, reported on every day after.
Usually hired by
- Owners who still run payroll themselves late at night
- Growing teams with hourly staff and shifting schedules
- Office managers stretched across HR and admin
- Bookkeeping firms that need extra payroll capacity
- Collect and check timesheets before each payroll cutoff
- Enter new hires, terminations and pay rate changes
- Prepare each payroll run in your platform for your approval
- Submit approved runs and save the payroll register to your records
- Track PTO balances and accruals against your written policy
- Add approved bonuses, commissions and expense reimbursements
- Chase new hire paperwork such as W-4 and direct deposit forms
- Reconcile payroll reports to your general ledger
- Answer routine employee questions about pay stubs and PTO
- Flag missing hours, errors and open questions before the deadline
A day on the seat.
An illustrative schedule. Your specialist's real day is built from your SOPs and priorities.
Works in the tools you already use
Send timesheet reminders ahead of Wednesday's cutoff
Check hours, overtime and PTO requests against the schedule
Enter two new hires and one pay rate change
Prepare the payroll run and the pre-run review packet
Walk you through flagged items and collect your approval
Submit the approved run and reconcile last period to the ledger
What you get from this seat.
The same reporting rhythm as every other seat on your team.
Payroll calendar
A shared calendar of cutoffs, pay dates and reminders, so timesheets and approvals arrive before each deadline.
Accountant-ready reports
Payroll registers and summaries exported and filed each period, ready for your CPA or payroll provider.
Why hire a payroll specialist through Virtual Level Up?
You can find remote talent in a dozen places. The difference here is what happens after the hire.
Filipino specialists, vetted before you meet them
Every candidate for this seat sits a practical payroll specialist test and a paid trial task shaped like your work. You interview a shortlist and choose. Nothing is placed on your say-so alone: read how we vet remote specialists in five levels.
One account manager, not a vendor list
Your payroll specialist reports to the same account manager as every other seat you open, so adding a cold caller later does not add another relationship to manage. That is what one team and one point of contact means in practice.
Your hours, your tools, your processes
The seat works a schedule agreed with you, inside your own accounts, from SOPs written into your drive. Time-zone overlap with US business hours is settled on the discovery call, before anyone is matched.
Hire the hour or the project
Keep a payroll specialist on the team every week, or hand over one defined job at one fixed price. Same vetting either way. Browse all twelve virtual assistant and remote specialist services if you are still deciding which seat to fill first.
Two ways to hire a payroll specialist.
Keep a specialist on your team by the hour, or hand over one defined job for one fixed price. Same vetting, same account manager, same daily reporting.
Ongoing seat
Billed hourlyYour payroll specialist works the hours you agree every week, reports at the end of each day and grows with the work. Add hours, add seats or pause as things change.
- Weekly hours you choose
- End-of-day reports and a weekly review
- Scale up, scale down or pause
One-time project
One fixed priceFor example: a payroll setup or migration to a new platform, checked before the first run. Scope, timeline and price are agreed before work starts, and you pay once.
- Scope and price agreed up front
- Delivered, reviewed and handed over
- Pay once, no ongoing commitment
Virtual Payroll Assistants: common questions.
Anything we have not covered, ask us on the discovery call.
Ask a questionDo you file payroll taxes?
No. Your payroll platform or provider handles tax filings and deposits, and your CPA handles tax questions. Your specialist prepares the data those filings rely on and flags anything that looks off.
Who approves each payroll run?
You do, or someone you designate. Your specialist prepares the run and a review summary, and nothing is submitted until it has been approved.
Can you decide whether a worker is an employee or a contractor?
No. Worker classification, wage and hour questions and other legal determinations belong with your CPA, employment attorney or payroll provider. Your specialist follows the decisions they make.
How do you keep employee data secure?
Your specialist works inside your payroll platform under a user role you control, with only the permissions payroll needs. You can adjust or remove that access at any time.
How is pricing set?
You can keep an ongoing seat billed by the hour, or book a one-time project at one fixed price. Pricing depends on headcount, pay frequency and scope. We quote it on the discovery call after looking at your current payroll setup.
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View serviceReady to fill the payroll specialist seat?
Tell us what this seat needs to handle. We shortlist Filipino specialists for it and you choose who joins your team.