Give the role a reliable starting point.
Provide the billing schedule, approved fee information, reminder templates, and escalation rules. Identify who approves invoices, credits, payment arrangements, and any communication about overdue balances.
A clearer practice receivables queue
Billing and collections support
Prepare billing records, follow up using approved language, and surface disputes or exceptions for your firm’s authorized team.
Book a free consultationScope, access, and coverage are agreed with your team.
The day-to-day work
A clear queue. A useful handoff.
Define the recurring work and the evidence your team needs to review it. These building blocks become a role-specific operating plan.
- Collect approved time and fee inputs for invoice preparation
- Check billing contact details and delivery status
- Send approved reminders for outstanding invoices
- Record payment references and route billing questions
What comes back to your team
Work you can see and review.
Invoice preparation queue
A working record with source references, current status, and the person responsible for the next step.
Receivables follow-up register
A focused view of missing inputs, unanswered questions, and items that need your decision.
Billing-exception summary
A dated handoff that distinguishes completed work from pending review and unresolved exceptions.
Put the role into practice
From the first brief to the final check.
A practical handoff
A client questions a line item after receiving an invoice. The assistant links the question to the approved billing record, pauses routine reminders under the agreed rule, and sends the matter to the engagement owner for a response.
Illustrative workflow, not a client case study.Check the work before closing the loop.
Check balances and payment status against the authorized source before contacting a client. Keep disputed, promised, and received payments distinct, and log the date and recipient of every reminder.
Your systems, your permissions
Fit the role to your environment.
Tool familiarity is considered when defining the role. Your team approves every platform, access level, and source of truth.
QuickBooks OnlineXeroIgnitionPractice management software
Platform names describe possible working environments, not endorsements or a promise of certification.
Before you start
A few useful questions.
What should we prepare for billing and collections support?
Provide the billing schedule, approved fee information, reminder templates, and escalation rules. Identify who approves invoices, credits, payment arrangements, and any communication about overdue balances.
How will we know what is complete?
Check balances and payment status against the authorized source before contacting a client. Keep disputed, promised, and received payments distinct, and log the date and recipient of every reminder.
Which decisions remain with us?
Your firm approves fees, credits, payment plans, and collection decisions. Support staff do not move funds, change banking instructions, or make legal threats or unsupported statements about a debt.
Can the role work in our existing tools?
We scope the role around your approved systems, including environments such as QuickBooks Online, Xero, Ignition. Access, training, and the final tool requirements are confirmed before the role begins.
Related support
Connect the work around this role.
Records ready for review
Client document coordination
Organize client requests and source files against an engagement-specific checklist.
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Visible work queues
Engagement workflow support
Maintain engagement tasks, review stages, and dependencies across your practice.
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An orderly start
Client onboarding support
Coordinate approved intake steps and keep the new-client file complete for your practice team.
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Room for client work
Practice administration
Coordinate the inbox, appointments, and recurring administrative follow-through behind your firm.
Explore the service ↗A role shaped around your operationStart with the work
Start with the work
you want to hand over.
Tell us where the queue slows down. We’ll discuss the scope, tools, coverage, and review points that belong in your support role.
Book a free consultation
Define the role before making a commitment.