Accounts Receivable Virtual Assistant
Late payment is usually a follow-up problem. Invoices go out late, reminders stop when the business gets busy, and nobody wants to make the awkward call. Meanwhile, cash that you've earned sits with your customers.
An accounts receivable virtual assistant makes the routine consistent: invoices out on time, polite reminders on schedule, and a clear list of who owes what.
What your VA takes on
- Invoicing: raising invoices from your job or time records.
- Reminders: sending friendly reminders before and after the due date.
- Calls: phoning overdue accounts from your script, if your hours overlap.
- Matching: applying payments and querying anything that doesn't match.
- Reporting: a weekly aged receivables report.
- Disputes: logging the issue and passing it to the right person.
A typical week
- Daily: new invoices and payment matching.
- Monday: aged receivables report.
- Tuesday: reminder round.
- Thursday: calls to overdue accounts.
- Month end: statements and escalation list.
Tools they work in
- Accounting: Xero, QuickBooks Online, MYOB, Sage, FreeAgent
- Automation: Chaser, Fathom, built-in reminders
- Payments: Stripe, GoCardless, your bank
The bright line
Your VA doesn't write off debt, offer settlements without your approval, threaten legal action or act as a licensed debt collector. Debt collection is regulated in many markets, including under the Fair Debt Collection Practices Act in the US for third-party collectors, so take advice before pursuing an overdue debt further.
Compare it with a local hire using our free virtual assistant cost calculator.
Signs it is time
- Your debtor days keep rising.
- Invoices go out late.
- You avoid chasing clients.
- Payments can't be matched.
What it costs
Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.
Most businesses can cover this on Essentials at $899 a month, along with other bookkeeping tasks.
Your first 30 days
- Week one: ledger access, tone and escalation rules.
- Week two: invoicing.
- Week three: reminders.
- Week four: calls and reports.
Related
- Bookkeeping virtual assistant
- Virtual assistant for accountants
- Small business virtual assistant
- All industries we support
FAQ
Will chasing damage client relationships? Not if it's polite, consistent and in your wording.
Can a VA do accounts payable too? Yes. Keep payment approval with you.
Is this different from a bookkeeper? It's one part of the job. Our bookkeeping page covers the wider role.
Can they get access to my bank? Use read-only access. Keep payment authority with you.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.