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Intermediate3-4 hoursSave 8+ hrs/week
Invoice & Expense Management
Take control of your finances without drowning in paperwork. This playbook helps your VA use AI to process invoices, categorize expenses, and generate financial insights that keep you informed and compliant.
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Tools Used:ChatGPTQuickBooks/XeroZapierGoogle Sheets
Create a dedicated email folder or inbox for all invoices
Build an invoice intake form capturing: vendor, amount, due date, category, project/client
Set up AI prompts to extract invoice data from PDFs and images
Create approval workflows based on amount thresholds
Pro Tips
- •Use AI to flag duplicate invoices or unusual amounts
- •Set up payment reminders 7 days before due dates
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