How quickly can THC place a accounts payable VA?
Most matching begins after a 15-minute strategy call and a documented scope. THC typically presents a match within 48 hours, subject to the required experience, working hours and system needs.
Bookkeeping virtual assistants
Controlled bill intake and payment preparation
Accounts Payable Support With Approval Controls Intact
Turn vendor bills into a visible, approved payment queue without giving up authorization controls or asking managers to chase paperwork.
The VA validates administrative completeness, prepares coding from client rules, routes approvals and schedules authorized payments. The client retains bank authority, accounting judgment and vendor-contract decisions.
Who this role is for
A defined owner for recurring work
- Operators receiving bills across multiple inboxes and locations
- Finance teams spending close week chasing approvals
- Businesses with duplicate invoice or late-fee risk
- Owners who want separation between preparation and release
Signals the workflow needs an owner
- Invoices arrive through email, mail and portals without one intake point
- Approvers cannot see due date, owner or supporting purchase record
- Duplicate bills reach the payment queue
- Vendor statements are not reconciled to recorded bills
- Payment questions interrupt owners throughout the week
Buyer decision summary
When should a business choose a accounts payable support with approval controls intact from THC?
Choose THC when the work needs one accountable owner and you want matching, onboarding support, performance review and continuity planning included around the role.
- Best for
- Turn vendor bills into a visible, approved payment queue without giving up authorization controls or asking managers to chase paperwork.
- Operating model
- One dedicated virtual assistant supported by a THC Client Manager, not a rotating task queue.
- Starting price
- $700 per month for up to 20 hours per week
- Matching
- THC targets an initial match within 48 hours when the required combination is available on the bench. Specialized requirements can take longer and are confirmed after role review.
- Client responsibility
- The VA does not authorize or release funds, independently create sensitive vendor changes, decide accounting treatment, approve purchases or resolve contractual disputes.
Review the supporting facts and anonymized engagements in the THC evidence and claims register.
Responsibilities and operating scope
The role is built around a queue, service standard, documentation rule and escalation path. It is not an unbounded list of miscellaneous tasks.
Monitor approved vendor bill channels and create one intake record
Check vendor, date, amount, duplicate status and required support
Prepare account, class, location or project coding from client rules
Match bills to purchase orders or receipts where applicable
Route bills to the correct approver and follow pending items
Prepare approved payment batches without releasing funds
Respond to vendor status questions using approved information
Maintain due-date, exception and approval reports
How the work moves
- 01
Capture once
Collect each bill into the controlled intake queue and check for duplicates and required source documents.
- 02
Prepare
Apply client-authored coding and matching rules, then flag exceptions rather than guessing.
- 03
Approve
Route by amount, department or location and follow up before due dates.
- 04
Schedule and reconcile
Prepare authorized batches, record payment status and investigate statement differences for client review.
Inputs from the client
- Vendor master and approved change procedure
- Chart of accounts and coding rules
- Purchase orders, receipts and contract terms
- Approval matrix and payment calendar
- Bank access boundaries and release authority
Handoffs and approvals
- Vendor creation and bank-detail changes require controlled verification
- Coding exceptions go to bookkeeping or accounting personnel
- Only authorized client personnel release payments
- Contract, fraud and disputed-charge questions go to client leadership
Systems and tools
- QuickBooks Online, Xero or ERP
- Bill.com, Ramp, Brex, Airbase or approved AP platform
- Purchase order and document systems
- Vendor statements and approval reports
KPIs that reveal operating health
The starting scorecard is agreed during onboarding and adjusted to the client's baseline, volume and control requirements.
- Bills captured within the agreed service level
- Percent approved before due date
- Duplicate and exception rate
- Late fees and avoidable payment delays
- Vendor statements reconciled to the AP ledger
Scope boundary: The VA does not authorize or release funds, independently create sensitive vendor changes, decide accounting treatment, approve purchases or resolve contractual disputes.
Relevant client engagement
A seven-location retail operator
- problem
- Transaction volume, source documents and recurring financial administration were distributed across locations and difficult to keep current.
- delegated
- Bookkeeping administration, transaction organization, recurring reporting support and exception follow-up.
- implementation
- A dedicated VA maintained the approved bookkeeping workflow and prepared organized records for the client and its accounting professionals.
- result
- The engagement supported the operator as it grew to seven locations and gave management a more consistent administrative process. No page-specific savings or close-time result was recorded.
- timeframe
- The engagement expanded as the client added locations; an exact measurement period was not recorded.
Results from an anonymized client engagement. The client's identity is withheld for confidentiality.
Onboarding, management and continuity
THC maps volume, permissions, working hours, service levels and exceptions before access is granted. The client approves the match, supplies procedures and reviews early work. The Client Manager supports onboarding, KPI reviews, issue resolution and continuity planning. Process documentation is kept current so coverage or replacement does not require rebuilding the role from memory.
Choose the staffing model you want to manage
| Model | Best fit | Operating tradeoff |
|---|---|---|
| THC managed VA | A team that wants a dedicated role owner plus matching, Client Manager support, documented onboarding and continuity planning. | The client still owns policies, approvals, permissions and professional decisions. Plans start at $700 per month. |
| Independent freelancer | A team ready to source, assess, train, supervise and arrange backup coverage directly. | The client carries recruiting, quality management and continuity risk. |
| Local employee | Work requiring physical presence, local employment or broad onsite responsibilities. | The employer carries salary, benefits, recruiting, workspace, leave coverage and replacement. |
| Rotating service | Simple transactions where relationship context and accumulated workflow knowledge matter less. | Rotation can weaken ownership, exception handling and continuity across a multi-step process. |
Frequently asked questions
Is the assistant dedicated to our account?
Yes. The role is assigned to your account and learns your procedures, systems, priorities and exception patterns. It is not a rotating task queue.
Who manages quality and continuity?
The client owns business rules and approvals. A THC Client Manager supports onboarding, performance reviews, issue resolution, documentation and continuity planning.
What is outside the accounts payable VA scope?
The VA prepares and routes the payables process. Authorized client personnel approve purchases, vendor changes, accounting treatment and every release of funds.
How does pricing work?
Plans start at $700 per month. Final pricing depends on approved hours and role requirements, not a fee for every individual task. THC confirms scope before matching begins.
See whether this role fits your workflow.
Tell us what is waiting, who owns it now, your systems, volume, working hours and approval rules.
After you submit, THC reviews the workflow, confirms scope and pricing, and schedules a fit conversation. If the role is appropriate, matching begins against the skills and hours you approved.
Discuss This Role