Remote help with invoices, bills and vendor records

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.

Limits built into the work

Invoicing support comes with a few fixed limits, and a careful provider states them before you have to ask.

• The assistant does not pay bills, send transfers or approve payments.
• Bank details, payment methods and remittance instructions are changed only by you.
• Tax questions go to your CPA or bookkeeper.
• Write-offs, credits and refunds need your sign off.
• Customer disputes come to you with the history attached.

Inside those limits, the assistant handles the routine flow of invoices, reminders, receipts and draft bills.

Checking how a provider handles money requests

Billing support touches your cash, so ask a provider plainly how money-related requests are handled. A sound answer: the assistant never pays or transfers funds, never changes bank or payment details, and forwards any request to do so to the owner to confirm through a contact already on file.

Ask too how the assistant spots an invoice or bill that looks off, such as a new vendor, a changed amount or an urgent tone, and who they tell. Payment fraud often starts with a convincing email. The FTC publishes business guidance on scams aimed at small companies.

The how it works page explains how your request is passed to a service partner.

Questions about invoicing and bookkeeping admin

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