Have A Virtual Assistant Manage Invoices, Collections & Track Down Payments
When running a business of any size, it goes without saying that it is important that you get paid for your services; and preferably in a timely and appropriate manner. It can be a large time sink for you to manage and keep track of your invoices, as well as track down those who owe you a payment if it ever comes to that. With the help of Byron, we can set you up with a personal assistant who can manage all your invoice needs. They can also assist you with the process of collecting these payments by handling customer interactions when it comes to tracking down an overdue invoices. In order to get yourself or your company set up, you will need to get a few things prepared before sending off your long-term request. We will be covering what you will need to do in order to make this happen.
When you are first preparing to get yourself set up with a Byron assistant, you will want to get started by outlining exactly what invoice tasks you would like them to handle on your behalf. It will help the initial steps of getting set up a lot quicker for both you and your assistant if you know exactly what tasks you want them to handle, so be sure to keep this in mind when preparing your instructions. You will want to make sure that your instructions are very clear and easy for your assistant to understand. Remember that they are not familiar with your business initially or know how you handle invoices and payments internally, so be sure to explain what you would like them to do for you and how they need to go about completing your task on a routine basis.
More than likely, your business will rely on a piece of software such as Quickbooks or PayPal to handle your payables and receivables. You will need to inform your assistant of how you handle this aspect of your business and give them all the resources and instructions needed for them to access what they need too in order to get the task done. Make sure that these instructions are precise and written out well since you would not want any mistakes to be made when dealing with whatever system you have in place.
Since you will most likely need your assistant to access your various accounts in order to complete the given task, we recommend that you get yourself set up with a service such as Dashlane in order to maintain a layer of security when sharing your sensitive information with others. We highly recommend you take this step since it is always better to ensure that your information is safe and secure, and utilizing a password sharing service is the best way to guarantee that your information.
The primary task that you will most likely want your assistant to handle when making this request is to send off and create invoices. Many businesses will utilize a piece of software like Quickbooks to create these automatically, but you may have another system in place for making these types of documents to send off to clients. You will need to prepare instructions on how your assistant can create and send out these invoices under the umbrella of your business. If it suits your purposes, you may want to create a specific email under the domain of your business for your assistant to use to send and receive invoices from. Whatever your specific case is, make sure that you clearly outline what you need them to do in order to handle incoming invoices, and what you need them to do to handle outgoing invoices.
Making Collection Calls
An possible task you can have your assistant handle on your behalf is the process of following up and collecting overdue invoices from clients that haven’t paid them yet. For this, you will need to outline a system for them to track which invoices have been paid and which invoices are overdue. However you have this system set up in your own business, you will need to share this information with your assistant in your instructions and give them the ability to access certain information on these clients in order to contact them about these overdue payments. You will also want to set up a timetable for your assistants to follow on when they will need to reach out about these overdue invoices, such as “Contact X client in Y amount of days if they have not made a payment and say the following”. If you would like them to do this task alongside the other responsibilities you are asking them to handle, you will need to include all relevant information they will need in order to get the task done when it needs to be.
Getting Started With Byron
Handling invoices is a very time consuming process for any business, and you may not want to dedicate the time towards handling various aspects of sending and receiving these invoices when you have other responsibilities that need your attention. With the help of Byron, we can save you a large amount of time by handling all the aspects of managing invoices so that you do not need to worry about this aspect of your business. We understand that every business operates in their own way behind the scenes, so we are here to adapt and assist you with whatever needs that you may have. If you have any special requests in regards to managing invoices for your business or need a specific type of task done in relation to them, do not hesitate to reach out to us about them.
How to get started...
Create a Byron account
Create a long-term placement project
Your dedicated long-term assistant is placed to you in hours