· Reviewed by Issabela Masters
Why do Xero users need a virtual assistant?
Xero is the accounting platform for a large share of small businesses in the UK, Australia and New Zealand, and a growing number in the US and Canada, usually with an accountant or bookkeeper attached. The friction is not the accounting; it is the paperwork feeding it. Bank feed lines wait for a receipt nobody uploaded, a supplier bill arrived as a PDF in an inbox, quotes are sent late, invoice reminders were switched off after a client complained, and the accountant charges for every hour spent chasing. An assistant sits between you and your accountant. They raise and send invoices, run the reminder sequence, push receipts through Hubdoc, enter bills with attachments, keep contacts and tracking categories clean, suggest bank feed matches under approved rules and hand your bookkeeper a short questions list rather than a shoebox.
What can a virtual assistant do inside Xero?
- Sales invoices, quotes and repeating invoices
- Raises invoices and quotes from your job sheets or orders with the right items, tracking categories and branding theme, sets up repeating invoices for retainers and sends them on the schedule you choose.
- Invoice reminders and receivables
- Keeps Xero's invoice reminder settings and wording correct, sends statements, follows up overdue accounts by email and phone with lawful consent and do-not-call scrubbing, and records the outcome on the contact.
- Bills and purchase orders
- Enters supplier bills with due dates and attachments, converts purchase orders to bills when goods arrive and prepares the weekly bills-to-pay list; approvals and payments stay with you.
- Hubdoc and Files
- Forwards and uploads receipts and supplier invoices into Hubdoc, checks the extracted data, publishes to the right account and attaches documents in Files so every transaction has its evidence.
- Bank feeds
- Reviews new bank statement lines daily, suggests matches to invoices and bills, applies bank rules your bookkeeper approved and flags unfamiliar lines; the reconcile sign-off remains with your bookkeeper.
- Contacts and tracking categories
- Merges duplicate contacts, keeps billing details, payment terms and default accounts accurate, and applies tracking categories consistently so reports by location or department read true.
- Xero Expenses
- Checks employee expense claims for receipts and the right account, chases missing details and submits them for your approval.
- Reports and accountant handoff
- Runs aged receivables, aged payables and unreconciled lines reports weekly and prepares a month-end questions list so your accountant or LedgerBPO can reconcile and close without delay.
Integrations we handle
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Xero and Hubdoc
Captures receipts and bills by upload, email and supplier fetch and publishes them to Xero with the document attached.
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Xero and Shopify
Checks that daily sales summaries, refunds and fees post to Xero correctly and flags payout differences.
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Xero and Stripe
Confirms Stripe payments apply to the right invoices and that fees are recorded under the account your bookkeeper set.
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Xero and Zapier
Creates contacts and draft invoices from CRM deals or form submissions and reviews failed Zaps weekly.
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Xero and HubSpot
Keeps customer records aligned between HubSpot and Xero and raises invoices when deals close won.
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Xero and Dext
Processes supplier invoices through Dext where you use it instead of Hubdoc and checks they publish to the right codes.
