Define the queue
Name the source documents, deadlines, permitted actions, and the person who answers exceptions.
Accounts Payable and Receivable VAs
Keep invoices and follow-ups in view.
Assistants who help manage bills, vendor payments, customer invoices, collections follow up, and QuickBooks aging reports.
Discuss this rolePrepared work. Visible questions. Decisions with your reviewer.
The recurring queue
A specific role.
A useful contribution.
Best fit: bills, invoice follow ups, and aging reports repeat every week but payment release and sensitive customer decisions must stay controlled.
Work your assistant can prepare
- Bill entry
- Vendor document requests
- Invoice reminders
- Aging report prep
What to look for in the handoff
Bills entered and sorted
Vendor documents are logged with references and due dates, with possible duplicates flagged.
Payment queues maintained
Disputes, missing approvals, and changes to payment details remain in an exception log.
Customer follow ups tracked
Approved reminder wording, contact dates, and customer responses stay together.
Aging reports sent on schedule
The agreed aging view is exported with the period, filters, and unresolved balances noted.
From a loose queue
to a reviewable handoff.
Agree what goes in, what comes back, and who checks it. Start with one recurring workflow.
You provide
The working materials
Vendor bills, customer invoices, due dates, and approved reminder language.
Your assistant returns
A prepared packet
Updated follow-up records, a due-date list, and payment or dispute exceptions.
A situation to plan for
The question is part of the work.
A vendor asks for new bank details. Your assistant flags the request for your established verification process and keeps payment approval with you.
An illustrative workflow, not a customer case study.
An invoice that may have been submitted twice
- Source
- Two supplier invoices share a reference but arrive through different channels.
- Prepared
- The assistant pairs the documents and checks the available status records.
- Held for review
- No payment, credit or deletion is authorized by the assistant.
- Returned
- The reviewer receives both sources, the observed difference and the action requiring approval.
Ownership stays clear
Preparation is delegated.
Approval stays defined.
Review disputed balances, vendor changes, credits, and payment releases with an authorized owner.
Controls to keep
- Payment release stays approved
- Message templates are prewritten
- Disputed accounts escalate
Records in scope
accounts payable aging · accounts receivable aging · vendor bills · customer invoice reminders · payment queue
A manageable first handoff.
Use the initial cycle to make expectations concrete before expanding the task list.
Prepare a sample
Review a small set of completed work together. Resolve missing evidence and adjust the checklist.
Keep a review rhythm
Use a recurring handoff with completed items, open questions, and the next priorities.
How do we choose the first tasks?
Start with a repeatable part of the queue that has clear source material, a deadline, and a named reviewer. Agree the expected handoff before expanding the role.
What happens when a transaction is unclear?
The assistant records the source and the question, then routes it to your designated reviewer.
What access should the assistant receive?
Use an individual account with permissions appropriate to the approved scope. Keep payment authorization and sensitive decisions with the people responsible for them.
Start with the work
Tell us where the queue gets stuck.
Bring your recurring tasks, deadlines, and review requirements. We will help define a workable support role.
Plan your QuickBooks support