Invoice processing services receive your supplier bills, enter them in your accounting software, route them for approval and record payment. A trained person does the entry, a team lead reviews the work, and you pay by the hour.
Invoice processing services take the bills you receive and make sure each one is entered, approved and paid on time. It is repeat work that eats hours every week. A trained person can do it for you, with checks along the way.
What invoice processing services cover
- Receiving bills. From email or a shared folder, in one place.
- Invoice data entry. Supplier, date, amount, tax and category.
- Matching. Each bill is checked against the order or contract.
- Approval. Bills over your limit wait for your yes.
- Payment records. Paid bills are marked and filed.
Accounts payable outsourcing: what to hand off first
Start with invoice data entry. It is simple, repeatable and easy to check. Next hand off the matching step and payment reminders. Keep the approval of large bills and the final payment click with you until you trust the routine.
Set up an invoice approval workflow
- Choose one inbox where all bills are sent.
- Set an approval limit, such as bills over a set amount.
- List your suppliers, their terms and the right expense category.
- Agree a day each week for approvals and payments.
A clear invoice approval workflow stops late fees and double payments.
How to check accuracy
Ask for a short weekly list of bills entered, bills waiting and bills with questions. Spot-check five bills against the originals. Look for duplicate suppliers and odd amounts. Give notes in writing, and your assistant will correct the entries.
Vendor bill entry in your own software
Vendor bill entry happens in the tools you already use, such as QuickBooks, Xero or a spreadsheet. You do not move to a new system. Share access with limited permissions, and remove it when the work ends.
Where AI helps
Your assistant is a real person. AI helps read bill details and spot likely duplicates. A person checks each entry, and a team lead reviews the result.
What it costs
Pay-as-you-go is $12 an hour, and hours never expire. A dedicated assistant starts from $5.62 an hour. See the bookkeeping service, the pricing page, or read about bookkeeping services for small business.
Ready to try one? See pricing or start for $1.
Frequently asked questions
What do invoice processing services include?
Receiving bills, entering the details, matching them to orders, sending them for approval, scheduling payment and filing the records.
Can I outsource invoice data entry?
Yes. A trained assistant can enter bills into QuickBooks, Xero or a spreadsheet, and flag anything unusual for you to approve.
How much do invoice processing services cost?
Pay-as-you-go is $12 an hour. A dedicated assistant starts from $5.62 an hour. Cost depends on how many bills you handle each month.
What is doing this yourself costing you?
Doing it yourself: $2,165 a month of your time.
The same hours at our $12/hr pay-as-you-go rate: $520. Dedicated plans start at $5.62/hr.
Simple maths from the numbers you enter. It assumes a VA can take on those hours.
Start for $1Written by the MyRemoteVA team. Search-trend figures come from Google Trends. Prices shown are our current plans. Last updated October 4, 2026. Questions or corrections? Contact us.