Billing paperwork, prepared for your approval
Books usually fall behind at the paperwork stage. Invoices go out late, receipts live in a phone camera roll, bills sit in an inbox and nobody has compared the vendor statement in months.
An invoicing assistant picks up those steps in QuickBooks or Xero. They prepare and send invoices from your instructions, follow up on overdue ones with polite reminders, attach receipts and enter bills so they are ready for you to approve.
Money only moves when you or your accountant move it. The assistant has no payment rights, does not touch bank details and leaves tax questions to your CPA.
What sits on the weekly task list
- Create invoices from completed jobs, signed orders or timesheets
- Send invoices and note the due date on the customer record
- Send reminder emails on overdue invoices using your approved wording
- Match receipts and bills to bank feed transactions
- Enter new vendor bills as drafts for approval
- Flag possible duplicate bills, or amounts that differ from the purchase order
- File documents in the folders your bookkeeper uses
- Keep a list of open questions for you or your accountant
None of these tasks involves paying, transferring or changing bank details. Those steps stay with you.
Before the first invoice goes out
The first invoices an assistant sends show whether the setup is right, so a quick check is worth it. Agree on a trial: the assistant drafts the next batch and holds it, and you compare each one with how you would have done it. Look at customer details, terms, line items, tax settings and the email wording.
Do the same for reminders. Read the wording of each stage before it is used, and decide at what point a late account comes to you instead of getting another reminder.
Once the drafts match what you expect, the assistant can send on the agreed schedule. If anything about your billing is unusual, mention it in your quote request.
Questions about invoicing and bookkeeping admin
Will the assistant give tax advice?
No. Tax questions, category choices with tax effects and filing decisions go to your CPA or tax preparer. The assistant keeps documents organized and lists open questions so your accountant can answer them. General federal information is on the IRS site.
What happens if a vendor emails new bank details?
The assistant changes nothing. They forward the request to you, and you confirm it through a contact you already have on file before any update. New bank details sent by email are a common route for payment fraud, so this rule belongs in the written procedure.
Can you catch up on months of unmatched receipts?
Catch-up work is a common first project. The assistant works through unmatched transactions and missing receipts in batches, lists what cannot be found and leaves category decisions to your bookkeeper. Expect the scope and quote to reflect the size of the backlog.
Describe the work, and a service partner will scope it with you and send a quote.
Start a requestOther services
Back-office admin
The routine desk work that follows the same steps each week, handed over with notes and checked in the early rounds.
Shared inbox support
Sort, tag and answer the messages that follow a pattern, and hand back the ones that do not.
CRM and sales admin
Contact entry, deal stage updates, duplicate cleanup and follow-up lists, kept current inside the CRM you already use.