Invoice #4092 Generated
VA drafted & emailed via QuickBooks Online
Past Due: Day 15 Follow-up
VA sent polite, templated payment reminder
Payment Reconciled
Stripe payout matched to QBO invoice. Book closed.
Stop Chasing Clients.
Fix Your Cash Flow.
Stop losing thousands to forgotten invoices and awkward collection calls. Hire a highly trained Billing Virtual Assistant to manage AR/AP, send polite payment reminders, and reconcile your ledgers—fully supervised by a Dedicated Project Manager for free.
100%
Fully Managed
0%
Overdue Tolerated
70%
Overhead Savings
Integrated Seamlessly Into Your Billing Stack
The Smart Alternative to Doing It Yourself
Founders and agency owners use Sagedoer to completely offload their invoicing friction without paying $50k for a local billing clerk.
| The Problem | DIY / Local Billing Clerks | SageDoer (Managed VA) |
|---|---|---|
| Time Waste & Delay | You spend Sunday nights drafting invoices, or you forget to bill clients for weeks. | Instant Billing. VAs generate and send invoices the moment a project is marked complete. |
| The "Awkward" Follow-up | You hate asking clients for money, so overdue invoices sit untouched, hurting cash flow. | Emotionless Collections. VAs use polite, persistent email cadences to ensure you get paid without ruining the relationship. |
| Cost & Overhead | You pay an in-house AR clerk $25+/hr, plus software seats and payroll taxes. | Flat $6-$7/hr. Scale up or down. Get expert financial admin for a fraction of the cost. |
| Reconciliation Errors | Stripe payouts and bank fees don't match, causing nightmares for your CPA at tax time. | Clean Books. VAs meticulously match deposits to invoices, keeping your ledger pristine for your accountant. |
| Quality Assurance | Typing errors on invoices lead to underbilling or frustrated clients. | Dedicated Project Manager randomly audits sent invoices and aging reports to ensure 100% accuracy. |
What Will Your Billing VA Handle?
We take over the tedious ledger work so you can focus on delivering your core services and growing top-line revenue.
Invoice Generation & Dispatch
Send us raw project notes or timesheets. Your VA generates professional, branded invoices in QuickBooks or Xero, applies the correct tax codes, and emails them directly to the client.
Accounts Receivable Chasing
Fix your cash flow. The VA manages the "Aging AR" report, sending polite, scheduled email reminders at 3, 7, 15, and 30 days past due until the payment is secured.
Payment Reconciliation
When a wire transfer, Stripe, or PayPal payment hits your bank account, the VA meticulously matches it to the open invoice in your accounting software, keeping your ledger perfectly balanced.
Accounts Payable & Vendor Bills
Stop paying late fees. Your VA tracks incoming bills from your suppliers or contractors, inputs them into Bill.com or QBO, and queues them up for your final 1-click payment approval.
Dispute & Chargeback Handling
If a client disputes an invoice or files a chargeback, the VA gathers the signed contracts, delivery proofs, and email logs to build a defense packet and submit it to Stripe/PayPal.
Cash Flow & Aging Reporting
Every Friday, the VA provides you with a clean, easy-to-read summary: Total Invoiced, Total Collected, and an Aging Report showing exactly who owes you money and for how long.
How We Secure Your Cash Flow
From establishing secure access to closing the books, our Project Manager ensures total accuracy and confidentiality.
Phase 1
Secure Access & Audit
Provide restricted "Clerk" or "Read-Only" access to your accounting software (QuickBooks/Xero). We review your current AR/AP backlog.
Phase 2
SOP & Tone Setup
Your Dedicated PM maps your invoicing workflows, sets up your tax/discount codes, and approves the templates the VA will use to follow up with clients.
Phase 3
Expert Execution
The VA takes over daily billing. They draft new invoices, reconcile Stripe/bank feeds, and chase late payments. The PM audits their accuracy.
Phase 4
Pay Only for Output
We meticulously log processing time. You are billed strictly for actual VA labor executing your financial admin. The PM's QA is 100% free.
Trusted by Agencies, Contractors & Founders
"We had over $40,000 in aging accounts receivable because I simply didn't have time to email clients. Within 30 days of hiring a Sagedoer VA, they politely chased down and collected $32k of it. Massive ROI."
David S.
CEO, Digital Marketing Agency
"The VA handles all of our vendor bills in Bill.com. They queue up the weekly payables, and I just log in on Friday and click 'Approve'. It saves my local accountant 10 hours a week."
Elena M.
Director of Ops, Retail Co.
"Having the dedicated Project Manager is exactly what I needed to feel secure. They reviewed the VA's QuickBooks invoice drafts for the first two weeks to ensure they matched our complex pricing before sending them out."
Kevin R.
General Contractor
"We had over $40,000 in aging accounts receivable because I simply didn't have time to email clients. Within 30 days of hiring a Sagedoer VA, they politely chased down and collected $32k of it. Massive ROI."
David S.
CEO, Digital Marketing Agency
"The VA handles all of our vendor bills in Bill.com. They queue up the weekly payables, and I just log in on Friday and click 'Approve'. It saves my local accountant 10 hours a week."
Elena M.
Director of Ops, Retail Co.
Ditch the High-Priced Local Clerk.
No payroll taxes, no expensive local recruiter fees, and no hidden QA charges.
Part-Time
Perfect for solo founders or agencies needing weekly invoice generation and follow-ups.
Est. $560 USD / Month (4 Weeks)
- 20 Hours Per Week
- Pay only for hours of pure work
- Dedicated QA Project Manager included
- Free management supervision
- Zero setup or onboarding fees
Full-Time
For high-volume businesses needing daily reconciliation and vendor bill tracking.
Est. $960 USD / Month (4 Weeks)
- 40 Hours Per Week
- Pay only for hours of pure work
- Dedicated QA Project Manager included
- Free management supervision
- Zero setup or onboarding fees
Expertly Answered Concerns
Common questions regarding financial security and software access.
Do they have access to my bank account to move funds?
No. Your VA should never have direct login access to your bank accounts to authorize wire transfers. We operate strictly within your accounting software (like QuickBooks or Xero) via restricted "Clerk" or "AR/AP User" roles. They prepare the ledgers, queue the bills, and follow up with clients. You maintain final financial authorization.
How does the VA deal with clients who refuse to pay?
The VA removes the awkwardness from collections. They act as your "Accounts Receivable Department," sending polite, professional, and increasingly firm template emails at strict intervals (e.g., 3, 7, 15, and 30 days overdue). If a client becomes hostile or continues to ignore requests, the VA escalates the file back to you to decide on formal collections.
Are they a replacement for my CPA or Bookkeeper?
No. Think of the VA as your internal Billing Clerk. They handle the daily administrative friction—sending invoices, chasing payments, and entering vendor bills. They ensure the data is accurate and ready so your licensed CPA or senior bookkeeper can focus on tax strategy and final month-end close.
Can they set up recurring subscriptions in Stripe?
Yes. VAs are trained in modern payment gateways like Stripe, PayPal, and Square. They can configure recurring billing profiles, update expiring customer credit cards, and process authorized refunds or cancellations.
Do I pay extra for the QA Project Manager?
No. The dedicated QA Project Manager is provided 100% free of charge. They review sent invoices for typos, check the aging report, and manage the VA’s daily schedule so you don’t have to micro-manage them.
Ready to Secure Your Cash Flow?
Stop losing hours on Sunday drafting invoices. Send us your software stack and billing volume, and our team will get back to you with a tailored AR management plan.
Direct Contact Channels
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