Shorten Your DSO. Hire a Customer Invoicing VA
Stop letting outstanding invoices stall your cash flow. Hire a managed Virtual Assistant to handle invoice drafting, payment tracking, professional collections, and account reconciliation while you focus on sales.
Validated by Operations Managers
"Our VA manage our entire invoicing cycle in QuickBooks. They catch billing discrepancies before the client even sees the invoice. It's lowered our stress significantly."
"The collections follow-up is firm but professional. We reduced our Days Sales Outstanding (DSO) by 12 days within the first 60 days of hiring SageDoer."
"Dedicated PM oversight is the key. I talk to one person, and they manage the VAs who handle our monthly recurring billing and portal uploads."
"No hidden platform fees. We pay strictly for the hours our VA spends reconciling payments and managing our customer portal."
"They handle our complex multi-entity billing across Xero. The accuracy with intercompany invoicing has been flawless."
"If our primary VA takes a day off, SageDoer has a trained replacement ready immediately. Our billing cycle never pauses."
"Our VA manage our entire invoicing cycle in QuickBooks flawlessly."
Complete Receivables Management
Our specialists act as your tactical billing leads, providing the data and oversight needed to keep your balance sheet balanced.
Invoice Drafting
Creating professional, branded invoices from your contracts or billing triggers. Handling line-item verification and taxes.
Payment Reminders
Automating and manually following up on overdue balances with professional tact to ensure your cash flow remains consistent.
Bank Reconciliation
Matching incoming wire transfers, Stripe payouts, or checks to open invoices in your accounting software daily.
Portal Management
Uploading invoices to client portals (Coupa, Ariba, etc.) and monitoring approval statuses to prevent administrative delays.
Discrepancy Resolution
Liaising with client accounts payable departments to resolve billing questions, credit requests, or missing Purchase Orders.
Recurring Billing Audit
Reviewing monthly subscription or retainer contracts to ensure every billable client is invoiced accurately and on schedule.
Aging Reporting
Generating weekly A/R aging reports, highlighting high-risk accounts, and providing notes on all collection efforts for leadership.
Account Set-Up
Onboarding new customers into your accounting system. Verifying tax IDs, contact information, and billing terms.
Sales Tax Tracking
Ensuring the correct sales tax is applied based on jurisdiction and grouping data for easy reporting to your CPA.
Proficient in Financial Tech Stack
The SageDoer Blueprint
Eliminating the friction between work done and payment received.
Submit Cycle
Share your contract terms, billing triggers, and accounting software stack.
Finalise Strategy
Your PM reviews goals and assigns a specialized financial administrator.
Expert Execution
The VA drafts, tracks, and reconciles invoices securely under PM supervision.
Pay for Output
Billed only for tracked work hours. Management and quality oversight is free.
Transparent, High-Value Pricing
Part-Time
20 Hours Per Week
Est. $560 / Month
- Pure working hours tracking
- Dedicated PM included
Full-Time
40 Hours Per Week
Est. $960 / Month
- Pure working hours tracking
- Dedicated PM included
Frequently Asked Questions
How secure is providing financial access?
Extremely secure. VAs sign binding NDAs. We recommend providing restricted "Data Entry" or "Invoicing Only" access to your accounting software to protect your bank settings and high-level reports.
Can they use our custom CRM/Portal?
Yes. Our VAs are pre-trained in major portals like Ariba and Coupa. If you use a proprietary or local system, your PM will oversee the brief training period during onboarding.
Do they handle collections calls?
Our VAs provide the *administrative follow-up* (emails and portal inquiries). For high-stakes voice collections, we can coordinate with your internal team or provide specialized support.
How do they handle billing errors?
This is a managed service. Your PM conducts routine QA checks. If an error is detected, the PM addresses it immediately, corrects the invoice, and handles retraining at no cost to you.
Do they work in my time zone?
Yes. We coordinate overlap hours so your VA is online and responsive during your standard business day for real-time billing updates.
What is the "Success Manager"?
Your single point of contact. They manage the VA's daily workflow, handle training on your specific internal controls, and ensure your financial standards are always met.
Eliminate Payment Friction.
Delegate the invoicing grind so you can focus on building the business. Reach out now for a custom proposal.
Request Your Billing Admin
Tell us about your billing volume and current software. We reply within 24 hours.