Is it safe to give an assistant access to financial tools?

Use role based permissions rather than shared logins, grant preparer level access without payment authority, and keep approvals with an owner or finance lead. The assistant should be able to prepare everything and release nothing.

How should overdue invoices be chased?

With a written ladder: a friendly reminder before the due date, a follow up on the day, then set intervals afterward with the tone escalating slowly and the owner brought in at a defined point. Most late payment is inattention rather than refusal.

How do I avoid month end scrambles?

Move the work to a weekly rhythm. A short weekly reconciliation keeps receipts fresh in memory and turns the monthly close into a review instead of a reconstruction.

What reports should the assistant produce?

A weekly accounts receivable aging view, a list of exceptions needing a decision, and a monthly spend summary by category. Reports should end with what needs your attention, not just totals.

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Intermediate3-4 hoursSave 8+ hrs/week

Invoice & Expense Management

This playbook hands the preparation side of your finances to your assistant while approval and payment authority stay with you. It covers scheduled invoicing, a written ladder for chasing overdue payments, weekly reconciliation instead of a month end scramble, expense coding, and role based access so the assistant can prepare everything and release nothing. Reports end with what needs a decision.

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Set Up Invoice Processing Workflow

Create a systematic approach to handling incoming invoices.

Automate Expense Categorization

Use AI to consistently categorize expenses for accurate reporting.

Common Questions

Answers about running invoice & expense management with a virtual assistant.

Prepare and send invoices on schedule, chase overdue payments politely and persistently, code expenses, reconcile receipts, and produce a weekly summary. Approval and banking access stay with you.