Invoice prep and bookkeeping admin, ready for approval

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.

A usual month of billing admin

The rhythm is usually weekly, with a pass at month end.

• Each week: invoices created and sent for finished work, reminders sent on overdue ones, receipts matched in the bank feed, new bills entered as drafts.
• Month end: vendor statements compared with recorded bills, open questions listed for your bookkeeper, and the month's documents filed in a shared folder.
• As needed: a customer asks for a copy invoice, a vendor sends a corrected bill, or a new customer needs setting up.

You get a short summary of what went out, what is overdue and which bills are waiting for your approval.

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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