A bookkeeping virtual assistant who gets the invoices out.
Invoices out the door on time, receipts filed before they pile up, books that reconcile to the cent.
Best forService businesses chasing payments between client calls.
Late invoicing is rarely a cash problem. It is a calendar problem. The invoice does not go out on the first because the first was a Tuesday full of client calls, and by the time anyone looks up it is the ninth and the payment terms have quietly moved with it. A bookkeeping virtual assistant takes the date back: billing runs on a schedule that does not depend on your week being clear.
The same applies to receipts. Categorising them is not difficult work, it is just work that is never urgent until the quarter closes and someone has to reconstruct three months of card statements from memory. Handing it to an assistant who files as things arrive turns a quarterly scramble into something that is simply already done.
What the work looks like.
Billing on a fixed date
Invoices raised and sent on the cycle you set, with the right rates, the right PO references and the right contact on each one. If a client needs a portal submission rather than an email, that is part of the run.
Overdue chased politely
A follow-up schedule that starts before the due date and escalates on a fixed cadence afterwards. Your assistant chases the accounts payable contact, not the person you have the relationship with, and tells you when a chase needs to come from you instead.
Receipts filed as they land
Card and bank transactions matched to receipts, categorised against your chart of accounts, and queried with you when a charge has no paperwork. Nothing waits for a month-end pile.
Reconciled and handed over
Statements reconciled line by line, discrepancies listed rather than smoothed over, and a clean set of books handed to your accountant in the format they asked for.
Not included: tax filing or certified accounting. We coordinate with your accountant, not replace them.
Invoices leave on the day they are supposed to, overdue accounts get chased without you deciding to chase them, and your accountant stops sending the email that begins "just a few queries on the quarter".
Book a free callExpensing & Invoicing, answered.
No, and it is not meant to. Your assistant keeps the books clean and hands them over in the shape your accountant wants. Tax filing and certified accounting stay with the licensed professional who signs them off.
Read and draft access to your accounting software and receipt tool is usually enough. Assistants do not need banking credentials, and they do not move money. Payments stay with you.
On a fixed schedule, starting with a reminder before the due date. Your assistant handles the routine follow-ups and escalates to you when a chase needs to come from the relationship owner rather than from operations.
No. Assistants work in QuickBooks, Xero, Expensify and Stripe most often, but the rule is your stack, not ours. If you are on something else, we match you with someone who already knows it.