Stop Chasing Invoices. Streamline Your Payables.
Scale your finance department with a dedicated Accounts Payable Virtual Assistant. We handle the heavy lifting of data entry, vendor communication, and compliance so you can focus on strategy—at a fraction of the cost of an in-house hire.
Proficiency in Industry-Standard Platforms
A Full-Cycle AP Department in One VA
From the moment an invoice arrives to the final reconciliation, we handle every touchpoint with surgical precision.
Invoice Coding & Entry
Automated ingestion of digital and paper invoices with precise GL coding, department allocation, and class tracking.
Three-Way Matching
Rigorous verification comparing Purchase Orders, receiving reports, and vendor invoices to eliminate overpayment.
Vendor Onboarding
Managing the full lifecycle of vendor setup, including tax documentation collection, banking verification, and contract compliance.
Statement Reconciliation
Monthly audits of vendor statements against your ledger to identify missing invoices, unapplied credits, or billing errors.
Payment Batch Prep
Organizing weekly payment runs while optimizing for early payment discounts and strategic cash flow management.
Dispute Resolution
Serving as the primary point of contact for vendor inquiries, resolving pricing variances and quality-related credit memos.
Expense Management
Processing employee reimbursements and corporate card reconciliations against internal spending policies.
Audit Trail Maintenance
Ensuring every transaction is backed by digital documentation for seamless tax audits and compliance reporting.
AP Performance Aging
Generating weekly AP Aging reports to provide leadership with visibility into upcoming liabilities and working capital.
Client Success Stories
Frequently Asked Questions
How do we handle bank access and payment authority? +
Your VA only has "stager" or "preparer" access. They reconcile invoices and prepare the payment batch in your bank or Bill.com, but they cannot release funds. You maintain final "Click to Pay" authority for every transaction.
What security measures are in place for my financial data? +
We use enterprise-grade security including encrypted credential management, mandatory secure VPNs, and multi-factor authentication (MFA). Our VAs work within your ERP environments, ensuring data never leaves your secure systems.
Do you support multiple entities and currencies? +
Yes. Our AP specialists are trained in multi-entity accounting and intercompany reconciliations. We also handle multi-currency conversions and can manage vendor accounts across various international jurisdictions.
What software do you work with? +
We are experts in QuickBooks Online/Desktop, Xero, NetSuite, SAP, Bill.com, Expensify, and Microsoft Dynamics. If you use a proprietary ERP, our managed PM will learn the workflow and train the VA accordingly.
What happens if my dedicated VA is sick? +
This is the benefit of a managed service. Every account has a secondary backup VA cross-trained on your specific SOPs. If your primary VA is away, the backup steps in immediately to ensure no invoice is ever late.
Can you help with tax documentation and year-end prep? +
Absolutely. We manage the collection of required tax documents from all vendors throughout the year and ensure that vendor records are clean and ready for seamless annual tax reporting and audits.
What is the onboarding timeline? +
Typically, we can have your dedicated AP specialist integrated into your workflow within 48 to 72 hours. We start with a discovery call to map your processes and grant system permissions.
How do we communicate with our VA? +
We adapt to your stack. Most clients use a dedicated Slack/Teams channel, email, or daily huddles. Your dedicated Project Manager is also available for high-level strategy and performance reviews.
Eliminate Payables Bottlenecks Today
Join growing businesses that have automated their financial operations. Schedule your free 30-minute discovery call or reach out directly.
Direct Support Channels
Inquire About AP Talent
Tell us about your team size and current invoice volume.