How quickly can THC place a accounts receivable 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
Invoice delivery and collection administration
Accounts Receivable Support That Keeps Cash Moving
Send approved invoices on schedule, follow every past-due balance consistently and give finance leaders a current view of what will collect next.
The VA owns the administrative cadence from invoice preparation through payment application and exception reporting. The client controls pricing, credit, write-offs, disputes and collection policy.
Who this role is for
A defined owner for recurring work
- Service businesses with invoices delayed after delivery
- Multi-location operators lacking one view of customer balances
- Accounting teams that need repeatable follow-up without another local hire
- Founders personally chasing overdue invoices
Signals the workflow needs an owner
- Completed work is not invoiced on a fixed schedule
- Aging reports contain unapplied payments or stale notes
- Customers receive inconsistent reminders
- Disputes arrive through email but never reach the correct owner
- Cash forecasting relies on memory instead of promised payment dates
Buyer decision summary
When should a business choose a accounts receivable support that keeps cash moving 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
- Send approved invoices on schedule, follow every past-due balance consistently and give finance leaders a current view of what will collect next.
- 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 set credit policy, change prices or terms, approve credits or write-offs, negotiate legal disputes, forecast revenue independently or perform regulated collection work.
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.
Prepare invoices from approved contracts, orders, milestones or time records
Route drafts through the client's approval matrix
Deliver approved invoices and confirm receipt when required
Maintain customer contacts, terms and billing portal requirements
Apply received payments using client-approved source data
Work aging buckets on an approved email and call cadence
Record promises, disputes, short pays and missing remittances
Produce weekly collection and exception reports
How the work moves
- 01
Build the billing queue
Reconcile billable events to approved source records and flag missing prices, approvals or customer requirements.
- 02
Invoice accurately
Prepare and deliver only approved invoices through the customer's required channel.
- 03
Follow the cadence
Contact accounts by age and status using approved language, then document each response and promise.
- 04
Escalate exceptions
Route disputes, credits, short pays and policy questions with the full history attached.
Inputs from the client
- Approved customer terms, rates and billing triggers
- Contracts, orders, milestones or time records
- Invoice approval and delivery rules
- Collection cadence and communication templates
- Owners for disputes, credits and write-offs
Handoffs and approvals
- Pricing, credit limits and payment terms remain client decisions
- Disputes and service complaints go to the account owner
- Credits, refunds and write-offs require authorization
- Formal collection action stays with qualified client professionals
Systems and tools
- QuickBooks Online, Xero or approved accounting system
- Bill.com, Stripe, Square or customer billing portals
- CRM and contract records
- AR aging, cash forecast and exception reports
KPIs that reveal operating health
The starting scorecard is agreed during onboarding and adjusted to the client's baseline, volume and control requirements.
- Days from billable event to invoice delivery
- Days sales outstanding trend
- AR balance by aging bucket
- Past-due accounts with current notes and next action
- Invoice rejection, dispute and unapplied-payment rate
Scope boundary: The VA does not set credit policy, change prices or terms, approve credits or write-offs, negotiate legal disputes, forecast revenue independently or perform regulated collection work.
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 receivable VA scope?
The VA administers approved invoicing and follow-up. Pricing, terms, credits, write-offs, disputes, legal collection and accounting judgments remain with authorized client professionals.
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