· Reviewed by Issabela Masters
Why do QuickBooks Online users need a virtual assistant?
QuickBooks Online is easy to open and easy to fall behind in. The bank feed shows 340 items for review, receipts are in three phone camera rolls, invoices go out on the 20th instead of the 1st, and the accountant's month-end email is a list of questions about transactions nobody remembers. The accountant is expensive for that kind of work and the owner has no time for it. An assistant fills the gap between the two. Every day they capture receipts and attach them, enter bills with due dates, raise invoices from your job sheets, send reminders and statements, tidy customer and vendor records, and categorize bank feed items under the rules your accountant wrote. By month-end the books are current, the questions list is short, and your accountant or LedgerBPO can close the month instead of chasing paper.
What can a virtual assistant do inside QuickBooks Online?
- Invoices, estimates and sales receipts
- Raises invoices and estimates from your job sheets, timesheets or orders using your products and services list, sends them on your schedule, records payments received and converts accepted estimates.
- Receipt capture and attachments
- Collects receipts through the Receipts tab, the mobile app and the forwarding address, matches them to expenses and bank items, attaches them to the transaction and chases the ones still missing.
- Bills and vendors
- Enters bills with due dates, terms and attachments, keeps vendor records and payment details current, and prepares the weekly bills-due list; approvals and payments stay with you.
- Bank feeds
- Works the For review tab daily: matches items to invoices and bills, categorizes under approved bank rules, adds memos and flags anything unfamiliar for your accountant instead of guessing.
- Customers and receivables
- Sends invoice reminders and statements, follows up overdue accounts by email and phone with lawful consent and do-not-call scrubbing, records promises to pay and reports what is still outstanding.
- Products, services, classes and locations
- Keeps the products and services list, prices and class or location tags accurate so invoices and reports code the same way every time.
- Reports
- Runs accounts receivable aging, accounts payable aging, open invoices and unbilled time reports weekly, and sends a short note on what needs attention.
- Accountant handoff
- Prepares the month-end pack: uncategorized transactions list, missing receipts list, open questions and anything unusual, so your accountant or LedgerBPO can reconcile and close without chasing you.
Integrations we handle
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QuickBooks Online and Shopify
Checks that daily sales, refunds and fees sync into QuickBooks correctly and flags payout mismatches before month-end.
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QuickBooks Online and Amazon Seller Central
Reconciles settlement reports against deposits and notes fees and reimbursements for your bookkeeper.
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QuickBooks Online and Dext
Processes receipts and supplier invoices through Dext and confirms they publish to the right QuickBooks accounts.
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QuickBooks Online and Zapier
Creates customers and invoices from form submissions or CRM deals and reviews failed Zaps weekly.
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QuickBooks Online and HubSpot
Keeps customer records aligned between CRM and QuickBooks and raises invoices when deals close won.
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QuickBooks Online and Gusto
Checks that payroll journals post to the right accounts and collects the documents your accountant asks for.
