BLUF: Vendor setup affects bills, reporting, and payment risk. A VA should gather and verify information, not independently authorize a new payee.
Collect the approved vendor request, legal name, contact details, service description, payment terms, tax form status, and supporting document. Flag duplicates, changed bank details, and missing approvals.
Workflow steps
Start with the approved source, complete only routine preparation, and log every exception with evidence. The related ap ar va quickbooks online guide shows a related handoff, while the related quickbooks month end close packet guide covers the next review step.
Expert tip
Use one dated queue with an owner, status, evidence link, and next action. This gives the owner a short review list instead of scattered messages.
Owner CTA
Once the first queue is stable, map the next controlled handoff with the QBOAssistant team. Keep judgment-based accounting, tax, payroll, and payment decisions with an authorized reviewer.
Verification
Before closing the queue, sample completed work against its source document, confirm unresolved items are assigned, and preserve the review record. See QuickBooks Online guidance for platform context.
QuickBooks VA workflow table
| Workflow area | What the VA prepares |
|---|---|
| Daily queue | Invoices, receipts, bank feeds, and open QuickBooks questions |
| Weekly review | Owner approvals, exception list, and unresolved transaction notes |
| Monthly packet | Reports, missing documents, and accountant-ready source material |
Related resources
Compare the service fit on the QuickBooks VA services page, then use the free consultation form to map the first handoff. For platform context, review QuickBooks Online.
