--- title: "Assistants who work in QuickBooks Online" description: "Dedicated assistants who work inside QuickBooks Online every day: setup support, daily admin, data hygiene, reporting. Ask what a named assistant handles." url: https://assistbpo.com/software/quickbooks-online/ updated: 2026-09-20 publisher: AssistBPO (SS Support Network LLC) language: en-US --- # Assistants who work in QuickBooks Online AssistBPO's QuickBooks Online virtual assistant does the daily bookkeeping admin inside your own QuickBooks Online company. Capturing receipts, entering bills, raising and sending invoices, chasing overdue ones, keeping customer and vendor records clean and categorizing bank feed items under your accountant's rules. - Accounting software - Your account, your data [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) Month-end, reconciliations and tax stay with your accountant or our sister brand LedgerBPO. In short - Invoices raised, sent and chased the same week the work is done - Receipts captured and attached, bills entered with due dates - Bank feed items categorized under rules your accountant approved QuickBooks Online Accounting software by Intuit Inc. · US, UK, CA, AU QuickBooks Online is a product of Intuit Inc. The name and mark identify the software we work in; AssistBPO claims no partner, reseller or certification status unless held. Updated September 2026 · Reviewed by [Issabela Masters](https://assistbpo.com/team/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 - QuickBooks Online and [Shopify](https://assistbpo.com/software/shopify/) Checks that daily sales, refunds and fees sync into QuickBooks correctly and flags payout mismatches before month-end. - QuickBooks Online and [Amazon Seller Central](https://assistbpo.com/software/amazon-seller-central/) Reconciles settlement reports against deposits and notes fees and reimbursements for your bookkeeper. - QuickBooks Online and Dext Processes receipts and supplier invoices through Dext and confirms they publish to the right QuickBooks accounts. - QuickBooks Online and [Zapier](https://assistbpo.com/software/zapier/) Creates customers and invoices from form submissions or CRM deals and reviews failed Zaps weekly. - QuickBooks Online and [HubSpot](https://assistbpo.com/software/hubspot/) Keeps customer records aligned between CRM and QuickBooks and raises invoices when deals close won. - QuickBooks Online and Gusto Checks that payroll journals post to the right accounts and collects the documents your accountant asks for. ## Which QuickBooks Online admin tasks can you delegate? - Raise and send invoices from job sheets and orders on schedule - Send reminders and statements for overdue invoices - Capture receipts and attach them to the right transaction - Enter bills with due dates, terms and attachments - Categorize bank feed items under approved rules daily - Match deposits to invoices and record customer payments - Keep customer and vendor records current and free of duplicates - Maintain the products and services list and prices - Run accounts receivable and payable aging reports weekly - Prepare the missing receipts and open questions list for month-end - Check app connections such as Shopify and Dext are syncing - File supporting documents in the attachments of each transaction ## Roles that work in QuickBooks Online Data & back office ### Bookkeeping assistant Dedicated bookkeeping assistant - QuickBooks Online and Xero day-to-day operation, including bank rules and reconciliations - Double-entry basics: knowing which side an entry belongs on and why - Accuracy and attention to detail with receipts, amounts and dates Works in Hire a remote bookkeeping assistant [Bookkeeping assistant](https://assistbpo.com/roles/bookkeeping-assistant/) Data & back office ### Data entry specialist Dedicated data entry specialist - Typing at 60 words a minute or better with near-perfect accuracy - 10-key numeric entry for invoices and financial data - Spreadsheet skills: formulas, lookups, validation, pivot tables Works in Hire a remote data entry specialist [Data entry specialist](https://assistbpo.com/roles/data-entry-specialist/) ## Services delivered in QuickBooks Online - [Bookkeeping virtual assistant](https://assistbpo.com/services/bookkeeping-assistant/) - [Data entry services](https://assistbpo.com/services/data-entry/) - [Billing support outsourcing](https://assistbpo.com/services/billing-support/) ## Other accounting tools we work in - [Xero](https://assistbpo.com/software/xero/) - [All tools](https://assistbpo.com/software/) ## Frequently asked questions ### What does a QuickBooks Online virtual assistant do each day? The day starts in the bank feed: new items matched to invoices and bills or categorized under your accountant's rules, unknowns flagged rather than guessed. Then receipts: anything new in the Receipts tab or forwarding inbox is matched and attached, and missing ones are chased. Invoices are raised from the job sheets or orders you send, reminders go out for overdue accounts, and bills arriving by email are entered with attachments. The week closes with aging reports and a short note. Month-end, the assistant prepares the questions list for your accountant. ### Do you have QuickBooks Online certified assistants? Intuit runs the ProAdvisor program for accounting professionals, and we do not claim ProAdvisor status or any QuickBooks certification for AssistBPO staff. Our bookkeeping assistants are trained on QuickBooks Online before joining a client company: invoicing, receipts, bills, bank feeds and rules, customer and vendor records, products and services, reports and the audit log, then supervised work under a team lead. AssistBPO holds no Intuit partner, reseller or affiliate status. Where a client wants a credentialed accountant, our sister brand LedgerBPO provides that separately. ### How much does a QuickBooks Online virtual assistant cost? Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. A bookkeeping assistant is priced per person for a block of monthly hours on the Data & back office desk, not per transaction or per invoice. Many small businesses combine the QuickBooks work with other admin such as email, scheduling or order processing in one seat. If you also want the month-end close, reconciliations and reporting handled, we pair the assistant with an accountant from LedgerBPO on one plan. Your QuickBooks subscription stays in your name. ### What should the assistant not do in QuickBooks? The assistant does not reconcile bank accounts, post journal entries, change the chart of accounts, run payroll, prepare or file any tax return or make payments. Those tasks belong to your accountant, your CPA or LedgerBPO, and the line is written into the assistant's instructions so the backup follows it too. We never file your taxes. What the assistant does is keep the inputs current and clean: invoices, receipts, bills, bank feed categorization under approved rules, customer and vendor records and the reports that show where money is waiting. ### How do we give the assistant access safely? Add the assistant as a standard user with limited access in your QuickBooks Online company, choosing customers and sales, vendors and purchases or both, and leaving out banking transfers, payroll and company settings unless you decide otherwise. They sign in from a managed device with multi-factor authentication under their own login, so the audit log shows every entry against their name. Our staff are employed, background-checked and under NDA; card and bank details are never written down outside QuickBooks. Remove the user and access ends immediately. ### Can the assistant chase overdue invoices for us? Yes, as your own staff would. The assistant sends reminders and statements from QuickBooks on the schedule you set, follows up by email and phone with lawful consent and do-not-call scrubbing, offers the payment link, records promises to pay on the customer record and tells you which accounts are still open after the sequence. Tone follows your script, and disputes or requests for payment plans go to you. We do not act as a third-party collection agency; accounts you decide to hand to one leave the assistant's list. Next step ## Your desk, staffed. Wherever you are. Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours. [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours, or [hear our demo receptionist](https://assistbpo.com/demo-line/). - A named assistant proposed within 72 hours - Employed, screened and managed staff, never freelancers - Your hours, your tools, your data --- Source: https://assistbpo.com/software/quickbooks-online/ · Contact: https://assistbpo.com/contact/ · Full site map for agents: https://assistbpo.com/llms.txt