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Using A Virtual Assistant To Create & Organize Expense Reports

Introduction

Keeping track of business and personal spending can be a pain when you are making purchases on a near constant basis. Managing all of your receipts and organizing them into a document to send off to a bookkeeper is a time consuming process, so we at Byron are here to take that stress off your shoulders. By working with us to create a streamlined workflow for creating and maintaining a properly organized expense report, we can save you the headache of having to rush to get your finances in order when it comes time to prepare for taxes to be submitted. We will be going over the steps that you will need to take in order to set you up with one of our assistants to assist you with keeping an ongoing organized expense report.

Time Saving Benefits

Having Byron assist you with creating and managing your expense reports can help you save multiple hours per month. Putting together these reports is a long and tedious task that can build up quickly over time if you do not stay on top of organizing these expenses in an easy to read manner; that is why utilizing Byron to routinely build these reports on your behalf is a great way way to free up 5 or more hours per month that you would otherwise be dedicating towards performing these upkeep tasks.

Create A System To Offload Expenses

Before you are ready to submit a request for an assistant to start organizing your receipts, you will need to come up with a system for yourself in order to get your physical or online spending records into a form in which your assistant can access them. We at Byron recommend either creating a new email address to share with your assistant that you can forward your receipts into or creating a Dropbox account where you upload your receipts into. Either of these options allow you to easily create a database that will only contain the expense receipts that you need to keep track of, so we recommend that you go with either of these options to make the process easier on you.

 

If you already have a system in place where you keep track of your expenses and do not need to go through the process of setting one up from scratch, you will need to share whatever information or credentials with your assistant in order for them to access them. For security reasons, we recommend that you set up an account with a password sharing service such as Dashlane or Commonkey before sharing your credentials with our assistants. It is important to create an added layer of security whenever you are sending someone else sensitive information, so we stress that you take the necessary precautions; especially when it comes to handling financial information.

Set A Schedule For Your Assistant

When you set up your system for managing your receipts and spending history, you will need to come up with a schedule for when you would like your assistant to check in on your receipts and start putting together an expense report based on those receipts. You can have them do this on a daily, weekly, or monthly basis depending on your needs, but you will need to specify on a general timetable that you would like your assistant to have an expense report ready for you to review and submit when the time comes. This schedule does not have to be set in stone, so you will not need to worry about committing to a timeframe that may need to be changed down the road.

Submitting Reports

Once you establish the necessary timetable for your assistant to follow when to create/update an expense report, you will need to set up a schedule for when they submit them to you for your approval. You can also set it up so that your assistant can submit this report to the proper person in your organization once you look it over and make sure that it is in order. We recommend that you set this time for review/approval a good amount of time before they will be needed so that there is room for any necessary corrections/additions that you may need to have your assistant address.

 

For having your assistant send off the approved expense report, you will need to make sure you provide all the necessary relevant information, as well as the contact information of whoever you would like them to send off this report. This may not be necessary depending on how you choose to handle your expenses, but know that this is an additional step Byron can assist you with if you choose to do so.

Getting Started With Byron

With the help of Byron, we can help manage your expenses in an easy and efficient manner so that you have the reports that you need, when you need them. Utilizing our assistants to keep an ongoing report for all your purchases is an easy and cost effective way for you to always know how much you are spending and where you making your purchases. We can handle virtually any type of task you need done in regards to creating and managing an expense report, so do not hesitate to reach out to us about what your needs specifically are.

How to get started...

1

Create a Byron account

2

Create a long-term placement project

3

Your dedicated long-term assistant is placed to you in hours

4

Get on a kickoff call and your assistant gets to work

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