Cash in: invoices sent when the work is delivered
Your VA issues each invoice when the work is delivered, checked against the contract, addressed to the right contact, and carrying any PO reference the customer's system requires. Follow-ups then go out at seven, fourteen, and thirty days. Late payments are often caused by invoices that went out late, reached the wrong inbox, or arrived with missing information.
Cash out: payables kept on schedule
Bills are captured on arrival, coded, queued for your approval, and scheduled according to their actual terms. Accounts payable and receivable aging reports stay current so you can see who owes you and what is due this week without reconstructing the previous quarter. Every approval remains yours.
Expenses and cards reconciled regularly
Receipts are collected weekly through the expense platform you already use, such as Expensify, Ramp, Brex, or another system, matched to card transactions, coded correctly, and flagged when something falls outside policy. Company cards are reconciled monthly. Regular receipt collection helps keep month-end close from being delayed by missing documentation.
Payroll inputs prepared before the cutoff
Timesheets are gathered and checked, hours and commissions are prepared, and changes for new hires, departing employees, and rate adjustments are compiled and delivered to whoever runs payroll in your existing system, such as Gusto, ADP, Rippling, or another platform, before the deadline. Your VA prepares the inputs. Compensation decisions remain entirely with you.
The same monthly report, on the same date
Revenue, margin, cash position, aged balances, and budget-to-actual results are assembled consistently and delivered on a fixed date. A finance VA does not interpret the numbers; your CPA or finance lead can do that from reports prepared the same way every month.
Vendors, contracts, and renewals in one register
What you pay for, the terms, and upcoming renewal dates are kept in one register instead of spread across multiple inboxes. New vendors are set up properly, supplier questions are handled, and renewals are flagged early enough for you to make a decision before they renew automatically.
Document requests answered from the file
When a lender, an insurer, an accountant, or a prospective buyer asks for records, the request is answered from an organized file rather than reconstructed under pressure. Your VA keeps the register current, knows where each document lives, and prepares the package for your review before it goes out.
Finance VA, bookkeeper, or accountant: who does what
A bookkeeping virtual assistant owns the ledger, including entries, reconciliation, and the close. A finance VA owns the administrative work around it, including billing, collections, expenses, payroll inputs, and reporting. Your CPA owns judgment, tax, and sign-off. Smaller companies may start with one person covering the first two areas and split them as volume grows. If you run an accounting practice and need staff for client work, see our accounting firms page. The full role list is on virtual assistant services.
