Keeping invoices and receipts in order
An assistant with access to QuickBooks or Xero can keep the everyday paperwork moving. Invoices go out when work is done, reminders follow when they go unpaid, and receipts get matched to the transactions they belong to.
Vendor bills are entered as drafts for you to approve. Documents your bookkeeper or CPA needs are filed where they expect to find them. The assistant never pays, transfers or changes payment details, and does not answer tax questions.
Bills, receipts and vendor statements
Payables is where small slips cost the most, so this part runs on checks. When a bill arrives, the assistant enters it in QuickBooks or Xero as a draft or awaiting approval, attaches the PDF and compares it with any purchase order or quote. Possible duplicates and changed amounts get flagged.
Receipts are matched to card and bank transactions so your bookkeeper is not hunting for them later. At month end, vendor statements are compared with what is recorded, and differences are listed with the documents behind them.
Approval and payment stay with you. If a vendor emails new bank details, the assistant updates nothing and forwards the message to you to confirm through a contact you already have.
Setting up QuickBooks or Xero access
Both QuickBooks Online and Xero let you add users with limited roles, and that is the safer way to bring in an assistant. Create a user in the assistant's own name. Pick a role that covers invoicing, bills and attaching documents, and leave out rights to pay bills, approve payments, change bank accounts or manage other users. Role names differ by product and plan, so check the current options in your account settings.
Keep the bank itself separate. Matching transactions in the bank feed does not require online banking access. Store logins in a password manager and turn on two-step sign in. When the engagement ends, removing the user should be part of closing it out.
Questions about invoicing and bookkeeping admin
Can the assistant pay our bills?
No. The assistant enters bills and prepares them for approval, and you or your accountant release payment. Keeping payment rights off the assistant's login is one of the simplest safeguards in billing support, and it should be part of the setup from day one.
How are overdue invoices followed up?
With reminders on a schedule and in wording you approve, usually polite emails sent from QuickBooks, Xero or your shared inbox. When an account stays unpaid past your limit, or the customer disputes the charge, the assistant stops and passes it to you with the history.
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.
Have a list of tasks you would hand over tomorrow? Send it with your tools and rough weekly hours.
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General admin support
Calendar booking, form processing, document prep and tidying shared folders. Tell us what repeats and we pass it on.
Customer support coverage
Order status, returns and account questions answered in the hours you choose. Complaints and exceptions stay with you.
Contact and deal records
New contacts entered, notes attached and stages moved, following the naming conventions your team agrees on.