Steady follow-up on unpaid invoices

Jobs an invoicing assistant takes on

The work splits into a handful of repeat jobs:

• Invoicing: creating invoices from job records, timesheets or a sales order, and sending them from QuickBooks or Xero.
• Collections admin: polite reminders on a schedule you set, with anything disputed passed to you.
• Receipts: matching receipts to transactions in the bank feed.
• Bills: entering vendor bills for your approval.
• Statements: comparing vendor statements with what is recorded.
• Files: organizing documents for your bookkeeper or CPA.

Payments, bank details and tax answers sit outside the role.

Getting files ready for your CPA

A lot of accountant time goes into chasing paperwork. An assistant can shorten that chase by filing as the year goes: receipts attached in QuickBooks or Xero, vendor bills saved with their invoices, bank and card statements in a shared folder, and a running list of transactions that need an explanation.

Before year end or a quarterly check-in, the assistant can gather what your CPA usually requests and point out what is missing. They do not decide how anything is treated for tax purposes or answer tax questions. Those go to your accountant, and the IRS publishes general guidance on the records a business should keep.

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

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