--- title: "Assistants who work in Xero" description: "A Xero virtual assistant codes bills, reconciles bank feeds, chases unpaid invoices and prepares month-end files for your accountant. Talk to our team." url: https://assistbpo.com/software/xero/ updated: 2026-09-20 publisher: AssistBPO (SS Support Network LLC) language: en-US --- # Assistants who work in Xero AssistBPO's Xero virtual assistant handles the daily admin inside your own Xero organization. Raising and sending invoices, chasing overdue ones, uploading receipts through Hubdoc or Files, entering bills with attachments, keeping contacts tidy and suggesting bank feed matches for your bookkeeper to confirm. - 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, reconciliation sign-off and tax returns stay with your accountant or our sister brand LedgerBPO. In short - Sales invoices and quotes raised and sent on schedule, reminders running - Receipts and bills captured through Hubdoc and attached to transactions - Bank feed matches suggested daily; sign-off stays with your bookkeeper Xero Accounting software by Xero Limited · US, UK, CA, AU Xero is a product of Xero Limited. 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 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 - Xero and Hubdoc Captures receipts and bills by upload, email and supplier fetch and publishes them to Xero with the document attached. - Xero and [Shopify](https://assistbpo.com/software/shopify/) Checks that daily sales summaries, refunds and fees post to Xero correctly and flags payout differences. - Xero and Stripe Confirms Stripe payments apply to the right invoices and that fees are recorded under the account your bookkeeper set. - Xero and [Zapier](https://assistbpo.com/software/zapier/) Creates contacts and draft invoices from CRM deals or form submissions and reviews failed Zaps weekly. - Xero and [HubSpot](https://assistbpo.com/software/hubspot/) Keeps customer records aligned between HubSpot and Xero and raises invoices when deals close won. - Xero and Dext Processes supplier invoices through Dext where you use it instead of Hubdoc and checks they publish to the right codes. ## Which Xero admin tasks can you delegate? - Raise and send invoices and quotes from job sheets on schedule - Maintain invoice reminder settings and send statements - Follow up overdue invoices by email and phone with consent - Upload receipts and bills through Hubdoc and attach documents - Enter supplier bills with due dates and attachments - Suggest bank feed matches daily for your bookkeeper's sign-off - Merge duplicate contacts and update payment terms - Apply tracking categories consistently on invoices and bills - Review employee expense claims and submit for approval - Run aged receivables and payables reports weekly - Prepare the month-end questions list for your accountant - Check app connections such as Shopify and Stripe are posting ## Roles that work in Xero 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/) Executive & admin ### Administrative assistant Dedicated administrative assistant - Accurate data entry with a habit of double-checking - Strong document formatting in Word, Google Docs and PDF tools - Spreadsheet skills: lookups, filters, pivot tables, basic formulas Works in Hire a remote administrative assistant [Administrative assistant](https://assistbpo.com/roles/administrative-assistant/) ## Services delivered in Xero - [Bookkeeping virtual assistant](https://assistbpo.com/services/bookkeeping-assistant/) - [Data entry services](https://assistbpo.com/services/data-entry/) - [Forms processing outsourcing](https://assistbpo.com/services/forms-processing/) ## Other accounting tools we work in - [QuickBooks Online](https://assistbpo.com/software/quickbooks-online/) - [All tools](https://assistbpo.com/software/) ## Frequently asked questions ### What does a Xero virtual assistant do each day? First the inbox and Hubdoc: new receipts and supplier bills checked, coded to the right account and published with the document attached. Then bank feeds: new statement lines matched to invoices and bills or coded under approved rules, with unfamiliar lines listed for your bookkeeper. Invoices and quotes are raised from what you send, reminders and statements go out, and overdue accounts are followed up. Contacts and tracking categories are tidied as they go. Weekly, aged receivables and payables reports arrive with a short note, and at month-end a questions list goes to your accountant. ### Do you have Xero certified assistants? Xero runs advisor certification for accounting and bookkeeping practices, and we do not claim Xero advisor certification or any vendor credential for AssistBPO staff. Our assistants are trained on Xero before joining a client organization: invoicing and quotes, reminders, bills and purchase orders, Hubdoc and Files, bank feeds and rules, contacts, tracking categories, Xero Expenses and reports, then supervised work under a team lead. AssistBPO holds no Xero partner, reseller or affiliate status. Credentialed accounting work is provided separately by our sister brand LedgerBPO. ### How much does a Xero 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, in your time zone, not per transaction. Businesses with modest volume usually combine Xero admin with other back-office work in the same seat. If you want reconciliations, month-end close and management reports handled as well, we pair the assistant with an accountant from LedgerBPO on one plan. Your Xero subscription stays in your name. ### What stays with our accountant and what does the assistant do? The assistant handles inputs: invoices, quotes, reminders, receipts, bills, contact hygiene, bank feed match suggestions and reports. Your accountant, bookkeeper or LedgerBPO handles reconciliation sign-off, manual journals, fixed assets, payroll, year-end and any VAT, GST or sales tax return. We never file your taxes and never submit a return of any kind on your behalf. The split is written into the assistant's instructions, and the weekly questions list keeps both sides talking so nothing is coded twice or left in limbo. ### How is access to our Xero organization controlled? You invite the assistant as a user with the Invoice Only or Standard role, choosing whether they see bank accounts and reports, and keeping the Adviser role, payroll and subscription settings with you or your accountant. They sign in from a managed device with multi-factor authentication under their own login, so Xero's history and notes show every change against their name. Our staff are employed, background-checked and under NDA. Financial data stays inside Xero and Hubdoc unless you ask for an export. Remove the user and access ends at once. ### Do you handle the differences between UK, Australian, Canadian and US Xero setups? Yes. The assistant is briefed on your organization's country edition before day one: VAT rates and reverse charge coding in the UK, GST coding and the tax rates your BAS agent expects in Australia, GST and HST or provincial rates in Canada, and sales tax coding by state in the US. They apply the tax rate your accountant assigned to each item and account and never change tax settings. Any tax question that is not answered by your existing rules goes to your accountant, not to a guess. 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/xero/ · Contact: https://assistbpo.com/contact/ · Full site map for agents: https://assistbpo.com/llms.txt