Get invoices out and receipts sorted

What invoicing and bookkeeping admin covers

Invoicing and bookkeeping admin is the paperwork that keeps your books ready for whoever does the accounting. An assistant works in QuickBooks or Xero to create and send invoices, send payment reminders, match receipts to transactions, enter bills for your approval, compare vendor statements with what you have on file and organize documents for your bookkeeper or CPA.

The assistant does not move money. They do not pay bills, change bank details, approve payments or give tax advice. Those decisions stay with you and your accountant, and the work is set up so each one has a clear approval point.

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.

What the assistant needs from you

Before invoicing work starts, most providers ask for:

• A user login in QuickBooks or Xero with permissions for invoices and draft bills, and no payment rights
• Your invoice templates, payment terms and reminder wording
• Where job or order details come from, such as a job tracker or a sales inbox
• Who approves bills, and who approves credits
• The folder structure your bookkeeper or CPA prefers
• A contact for questions the records cannot answer

Logins should live in a password manager you control, and the assistant's user should be separate from yours.

Questions about invoicing and bookkeeping admin

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