Hire Dedicated Wholesale Invoice Management Virtual Assistants
Eliminate overdue B2B receivables, invoice discrepancy disputes, and slow billing cycles. Hire vetted wholesale invoice specialists who execute 3-way purchase order matching, generate EDI 810 invoices, track Net 30/60 terms, issue credit memos for damaged goods, and reconcile aging AR balances—supervised by a free dedicated Project Manager starting at just $6/hour.
Wholesale AR Operations Hub
Free dedicated Project Manager supervision
End-to-End Invoice Management Across Industry-Standard Systems
Our wholesale invoice management assistants operate seamlessly across your ERP accounting ledgers, wholesale portals, and Electronic Data Interchange (EDI) gateways.
QuickBooks
Wholesale sales orders, batch invoicing, term schedules (2/10 Net 30), and credit memosNetSuite ERP
Complex multi-subsidiary billing, revenue recognition, customer credit limits, and cash applicationEDI 810 Systems
EDI 850 PO ingestion, 856 ASN verification, and compliant EDI 810 electronic invoice feedsXero Accounting
Repeating wholesale invoices, multi-currency receivables, and automated bank feed matchingBill.com / Melio
ACH payment collection portals, buyer auto-pay configurations, and payment status trackingWholesale Portals
Faire marketplace payout reconciliations, Net 60 terms tracking, and distributor statement auditsWhat a Managed Wholesale Invoice Management VA Handles Daily
From 3-way matching warehouse pack lists against retail purchase orders to managing aging receivables and resolving customer deduction claims, our VAs protect your wholesale cash flow.
3-Way PO & Fulfillment Matching
Eliminating customer payment pushback by ensuring the invoice matches warehouse reality.
- Matching customer Purchase Orders against warehouse Bills of Lading (BOL) and proof of delivery
- Verifying negotiated wholesale price tiers, volume breaks, and customer contracted discounts
- Flagging partial shipments or backordered units before invoices are created to avoid short-pay disputes
- Reviewing freight terms (FOB Destination vs FOB Origin) to bill shipping surcharges accurately
EDI 810 Transmission & Vendor Portals
Meeting strict big-box retail and distributor electronic billing compliance standards.
- Generating and verifying EDI 810 electronic invoices via SPS Commerce, TrueCommerce, or DSCO
- Uploading invoices directly to customer accounting portals (Ariba, Coupa, Vendor Central)
- Resolving EDI mapping errors and rejection notifications within 4 hours
- Attaching required documentation (signed packing slips, freight receipts) to digital invoices
Net 30/60 Aging & Polite Reminders
Shortening Days Sales Outstanding (DSO) without damaging delicate retail buyer relationships.
- Running weekly Accounts Receivable (AR) aging reports (1–30, 31–60, 61–90+ days)
- Sending automated courtesy reminder statements 5 days prior to invoice due date
- Executing professional multi-touch follow-ups on overdue accounts via email and phone
- Applying early-pay discounts (e.g. 2% 10 Net 30) for prompt buyers according to agreed terms
Deduction Claims & Credit Memos
Investigating customer short-payments and resolving unauthorized chargebacks.
- Investigating retail deduction codes (slotting allowances, damaged cartons, OTIF fines)
- Gathering warehouse proof to dispute invalid retail compliance chargebacks
- Issuing formal credit memos in your ERP for legitimate shortages or returns
- Applying credit memos against open customer balance statements to keep ledgers clean
Cash Application & Bank Reconciliation
Applying batch incoming wire, ACH, and check payments to individual open invoice lines.
- Deciphering complex customer remittance advice PDFs to match lump-sum payments
- Posting payments accurately against specific invoice numbers in QuickBooks or NetSuite
- Reconciling unapplied cash balances and investigating unidentified bank deposits
- Syncing merchant marketplace payouts (Faire, Bulletin, Mable) against accounting records
Master Customer Records & Audit Filing
Maintaining complete documentation trails for financial audits, factoring, and tax compliance.
- Updating customer billing contacts, AP inboxes, resale certificates, and tax exempt forms
- Archiving signed POs, delivery receipts, and invoices in structured cloud storage
- Preparing invoice batches for invoice factoring or asset-based credit lines
- Dedicated Project Manager quality control check on invoice accuracy and AR balances
Why Wholesale Brands Choose SageDoer for Invoice Operations
Full-time accounts receivable clerks cost $55k+/year with employee benefits, while generic virtual assistants lack knowledge of EDI 810 standards, 3-way matching, and deduction codes. SageDoer delivers vetted wholesale billing specialists with free Project Manager oversight.
| Invoicing & Billing Capability | In-House Staff / Solo Freelancer |
SageDoer Managed Service
|
|---|---|---|
| Cost & Pricing Model | $55k–$70k salary plus healthcare, paid time off, and software seats | Predictable $6 – $7/hr. Pay strictly for productive working hours. Zero overhead or benefits |
| Dedicated Project Manager | None. Founders and CFOs must personally audit invoice calculations and review time logs | Dedicated Project Manager included for free to monitor billing SLAs, data accuracy, and aging reports |
| Wholesale & EDI Mastery | Generic VAs confuse freight terms, miscalculate tier discounts, and struggle with EDI rejection logs | Trained in NetSuite, QuickBooks, SPS Commerce EDI 810, 3-way matching, and deduction dispute protocols |
| DSO & Collections Consistency | Invoices sit unbilled for days after warehouse dispatch; overdue accounts slip to 90+ days | Same-day invoice creation upon BOL confirmation; disciplined Net 30/60 automated reminder cadences |
| Turnover & Workflow Continuity | Billing stops when an employee quits, leaving receivables uncollected and cash flow frozen | Seamless internal backup coverage with standardized SOPs ensuring daily invoicing never stops |
| Platform Surcharges & Fees | Up to 20% freelance marketplace fees, contract sign-on charges, and data export caps | 0% platform markups. Simple, centralized USD invoicing based strictly on verified hours |
How SageDoer Coordinates Your Wholesale Invoicing Lifecycle
From PO receipt and warehouse verification to electronic invoice dispatch, aging follow-ups, and cash application.
Submit Requirements
Share your accounting ERP (QuickBooks, NetSuite, Xero), EDI platform, typical monthly invoice volume, and billing terms via Email, Form, or WhatsApp.
Finalise The Deal
Our dedicated Project Manager joins you to establish 3-way matching rules, discount structures, credit memo approval thresholds, and collection cadence schedules.
Expert Execution
Your assistant matches POs, transmits EDI 810 invoices, reconciles customer remittances, issues credit memos, and manages aging balance nudges.
Pay Only For Output
We log and charge exclusively for the virtual assistant's actual working hours. Your dedicated Project Manager's supervision is completely free.
Transparent Hourly Rates. Dedicated Project Manager Included for Free.
Scale your accounts receivable operations and wholesale billing accuracy without hiring high-cost full-time billing clerks.
20 Hours / Week
Ideal for emerging brands, boutique wholesale manufacturers, and distributors generating 50 to 200 monthly wholesale invoices needing PO matching, Net 30 tracking, and payment posting.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
- 3-way PO matching, invoice dispatch & aging reports
40 Hours / Week
Designed for high-volume commercial distributors, multi-warehouse suppliers, and enterprise CPG brands managing high invoice volume, EDI 810 feeds, deduction chargebacks, and complex cash application.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
- EDI 810 transmission, deduction disputes & NetSuite/ERP sync
Strict Non-Disclosure Agreements, Bank-Grade Data Security, and No Lock-in Contracts.
Trusted by CFOs, Wholesale Founders & Supply Chain Operations
See how scaling commercial suppliers reduced payment disputes, shortened DSO by 14 days, and streamlined their accounts receivable with SageDoer.
"Before SageDoer, our warehouse would ship orders but invoices wouldn't get dispatched for 4 to 5 days. Retailers were constantly pushing back payment dates. Our SageDoer VA 3-way matches the BOL and generates the invoice the same day goods leave the dock. Our DSO dropped by 16 days."
"Big-box retailers hit us with thousands in compliance chargebacks and short-pay deductions that we never had time to contest. Our VA audits every remittance, disputes invalid chargebacks with carrier delivery receipts, and recovered over $32,000 in short-payments in 6 months."
"EDI 810 invoice rejections used to freeze our account receivables. Our assistant monitors SPS Commerce daily, corrects invalid vendor catalog numbers, and resubmits invoices immediately. Our big-box retail partners are happier, and cash flow is predictable."
"The free dedicated Project Manager is phenomenal. They monitor weekly AR aging, ensure our credit memo approval thresholds are followed to the letter, and verify timesheets. At $6/hour, it has saved us from hiring a $65k in-house billing specialist."
"Before SageDoer, our warehouse would ship orders but invoices wouldn't get dispatched for 4 to 5 days. Retailers were constantly pushing back payment dates. Our SageDoer VA 3-way matches the BOL and generates the invoice the same day goods leave the dock. Our DSO dropped by 16 days."
"Big-box retailers hit us with thousands in compliance chargebacks and short-pay deductions that we never had time to contest. Our VA audits every remittance, disputes invalid chargebacks with carrier delivery receipts, and recovered over $32,000 in short-payments in 6 months."
"EDI 810 invoice rejections used to freeze our account receivables. Our assistant monitors SPS Commerce daily, corrects invalid vendor catalog numbers, and resubmits invoices immediately. Our big-box retail partners are happier, and cash flow is predictable."
Frequently Asked Questions About Wholesale Invoice Management
Clear answers about software permissions, 3-way matching rules, EDI protocols, banking security, and credit memos.
Before issuing any wholesale invoice, your assistant compares three documents: the customer's official Purchase Order (verifying agreed line-item pricing and payment terms), the warehouse packing slip/Bill of Lading (confirming actual physical units dispatched), and the draft invoice. If quantities shipped fall short of the PO or prices differ from contracted line sheets, your assistant adjusts the invoice lines prior to sending, preventing retail short-payments and billing disputes.
Yes. Big-box retail chains (e.g. Target, Walmart, Whole Foods, Kroger) require EDI compliance. Our specialists are familiar with EDI platforms like SPS Commerce, TrueCommerce, and DSCO. They verify that EDI 850 POs are properly converted, match ASN 856 carton identifiers, and transmit validated EDI 810 electronic invoices. If an invoice generates an EDI 997 functional acknowledgment error, they troubleshoot mapping syntax and re-transmit without delay.
Security is paramount. Your assistant operates using restricted Accounts Receivable (AR) permissions inside your cloud software (QuickBooks, NetSuite, Xero) without requiring banking disbursement access or wire transfer authority. All staff sign legally binding Non-Disclosure Agreements (NDAs), use enterprise password managers (1Password/LastPass) with mandatory two-factor authentication (2FA), and undergo rigorous background checks.
When a buyer short-pays an invoice, your assistant requests the detailed remittance advice and deduction reason codes (e.g., damaged freight, pricing variance, advertising allowance). They cross-reference signed warehouse delivery receipts and freight claims to verify whether the deduction is valid. If valid, they issue a formal credit memo with accounting memos. If unauthorized, they compile a dispute packet for your sales rep or buyer AP contact.
Your free dedicated Project Manager acts as your primary quality assurance supervisor. They spot-check billing entries for mathematical and tax accuracy, ensure weekly AR aging follow-ups meet your communication tone guidelines, monitor your assistant's logged working hours with complete transparency, and serve as your single escalation contact for scaling invoicing volume at zero extra charge.
Ready to Accelerate Your Wholesale Cash Flow?
Book a 30-minute discovery call or submit your wholesale billing specifications below. Our dedicated Project Manager will evaluate your ERP software, monthly invoice volume, and pair you with a vetted wholesale invoice management assistant within 24 to 48 hours.
Hire a Wholesale Invoice Management Specialist
Tell us about your accounting software (QuickBooks, NetSuite, Xero), EDI requirements, monthly invoice volume, and primary AR challenges. We will assign your dedicated assistant and supervise your billing workflows.