Billing admin for growing businesses
This service usually fits a business that sends a steady run of invoices, pays a handful of regular vendors and has a bookkeeper or CPA who would rather receive tidy records than a shoebox. Often the owner is the one doing invoicing late in the evening.
An assistant takes over the repeat steps in QuickBooks or Xero. Invoices go out, reminders follow on schedule, receipts get attached, bills are entered and left waiting for approval, and statements are compared at month end.
Your accountant keeps the accounting. You keep control of payments and bank details.
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.
Decisions only you should make
An assistant can prepare nearly everything on the billing side. A few decisions still belong to you:
- Approving bills and releasing payments
- Changing bank details, card details or remittance instructions, after confirming any request through a contact you already know
- Issuing credits, refunds or write-offs
- Settling disputes with customers or vendors
- Anything tax-related, together with your CPA
Write down who makes each call and how the assistant should reach that person. The page then goes into the assistant's procedure notes, so the answer is there when the question comes up.
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.
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.
Tell us which admin, support, CRM or invoicing tasks fall behind each week.
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The routine desk work that follows the same steps each week, handed over with notes and checked in the early rounds.
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Sort, tag and answer the messages that follow a pattern, and hand back the ones that do not.
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Log calls and emails, fill missing fields and flag deals that have gone quiet, so the pipeline view stays accurate.