Stop doing everything yourself. Hire a VA today.
Our team manages invoice matching, approval workflows, and payment scheduling so nothing falls through the cracks. We catch discrepancies early and keep your books accurate and audit ready.
When you bring on a 7VAS accounts payable virtual assistant, they slot directly into your existing systems — QuickBooks accounts payable, Xero accounts payable software, Bill.com AvidXchange Tipalti, NetSuite SAP accounts payable — with no onboarding lag, no software learning curve. From the first week, your AP virtual assistant delivers across every core AP function your business depends on.
Complete invoice lifecycle management from receipt through to approval and posting. Every invoice is tracked centrally, verified through 3-way purchase order matching, reviewed for discrepancies, and checked for duplicate invoice detection before any entry is made. Invoices are accurately posted into QuickBooks, Xero, NetSuite or SAP — categorised by vendor, department or cost centre, and stored digitally in AP audit trail maintenance format. Your invoice processing virtual assistant ensures zero untracked invoices, zero duplicate payments and a clean, reconcilable AP ledger every single week of the invoice process.
Your vendor payment virtual assistant manages the complete payment workflow with built-in controls that protect your business from unauthorized or erroneous payments. Payment batch approval workflow batches are prepared and submitted for your approval before anything is processed. Your AP VA handles payment methods including ACH wire transfer payment processing and platforms. Remittance advice is sent to vendors upon completion, and a complete AP audit trail maintenance record is maintained for every single payment made on your behalf.
Your expense categorisation virtual assistant ensures every outgoing transaction is recorded, categorised against the correct cost centre and reconciled to bank and credit card statements with precision. Expenses are tracked against approved budgets, with variances flagged for management review before they become material. Digital receipt management and supporting documentation are maintained as standard — giving your accountant the evidence trail they need without requesting it. Monthly and quarterly expense summaries are prepared with trend analysis supporting accurate cash flow forecasting support and management reporting the expense categorisation of everything.
Your vendor management virtual assistant manages all routine vendor communication with the professionalism and consistency suppliers expect. Payment status queries are responded to within agreed service levels. Invoice discrepancies and disputed charges are resolved promptly, with a complete record of every communication maintained. Payment schedules and approval timelines are communicated proactively so vendors are never left chasing.
Your accounts payable reconciliation virtual assistant performs structured reconciliation on a weekly and monthly cycle — giving your finance team clean, reliable records to work from. AP ledgers are reconciled against bank statements, vendor statement reconciliation is completed for missing or incorrectly posted invoices, and 3-way purchase order matching of purchase orders, invoices and payment records is performed as standard. AP aging report preparation is completed regularly so overdue balances are never a surprise. Month-end and year-end AP audit trail maintenance closing support is provided as part of every engagement, along with account reconciliation.
Your AP virtual assistant maintains a clean, deduplicated vendor master database management structure with current contact and banking details for every supplier. Payment terms, credit limits and contract renewal dates are tracked and monitored. Early payment discount capture opportunities are identified and flagged, and compliance documentation including W-9 collection and 1099 preparation for US clients and CIS compliance documentation for UK construction sector clients are collected and filed as standard.
Getting started with 7VAS takes four structured steps — from your first Discovery Call to a fully onboarded accounts payable virtual assistant managing your AP function and delivering results. The accounts payable onboarding process is completed within 48–72 hours of your first consultation call with our team.
We understand your accounting tools, transaction volume, and reporting needs to find a trained VA.
We match you with an Accounting VA experienced in bookkeeping, invoicing,and financial administration.
Collaborate directly with VA through secure channels for smooth financial updates and management.
Your VA integrates into your systems and processes to ensure accurate records and accounting operations.
All client information is handled with strict confidentiality and protected through secure systems, policies, and best practices to prevent unauthorized access or misuse.
Your data is accessed only when required and handled responsibly by trained professionals. We follow structured workflows to ensure sensitive information is managed safely.
Access to client systems and files is strictly limited to authorized team members only. Role-based permissions ensure that your data stays protected and visible.
All documents, credentials, and business information are stored securely and shared only through approved channels. We maintain complete confidentiality at all times.
We use secure and encrypted communication tools to protect emails, files, and messages—ensuring your business conversations remain private and secure.
We review and update our security practices regularly so the controls above stay current.
All 7VAS accounts payable virtual assistant services plans include a dedicated AP virtual assistant, a dedicated AP account manager and direct communication via phone, email and WhatsApp — with zero placement fees, no recruitment charges and no long-term contract required to get started today.