How to Stay on Top of Invoices and Payments (Without Doing It Yourself)
- tamryn16
- Aug 11
- 3 min read
If invoicing always ends up at the bottom of your to-do list — you’re not alone. We get it. You’ve got actual business to run. But when invoices are delayed, ignored, or awkward to chase, your cashflow starts to take the hit. And cashflow? That’s the lifeblood of your business.
At Streamline VA, we take the stress of invoicing and debtor follow-up off your plate completely — using efficient, professional processes powered by Xero (or your preferred platform).
💡 The Problem With DIY Invoicing
As a business owner, it’s easy to fall into one of two traps:
You’re so busy delivering work, you forget to invoice.
You send invoices but don’t have time to follow up.
The result? Money left on the table. Cashflow gaps. And late nights trying to figure out who’s paid and who hasn’t.
Worse still, unpaid invoices can add emotional friction — especially if you’re managing client relationships yourself. It’s hard to stay “the nice one” while also asking to be paid.
That’s why our clients outsource it entirely. We follow up, politely but firmly, to make sure you get paid on time — without awkwardness or delay.
📌 What We Do: Your Invoice & Payment Support, Sorted
Here’s how we keep your income flowing smoothly, starting with Xero (but we can adapt to most platforms):
🧾 Invoice Creation & Sending
We’ll create and send your invoices through Xero — whether they’re one-off jobs, time-based, or product-based.
Already have templates in place? Great. We’ll plug in the details and take it from there. Need help setting up your invoicing system? We do that too.
💬 Don’t use Xero? We’ve also worked in MYOB, QuickBooks, and more. We’ll make your system work smarter — whatever it is.
🔁 Recurring Invoices
If your business runs on retainers or subscriptions, we’ll schedule your invoices to go out automatically each month — with the right amounts, due dates, and details pre-set in Xero.
No more remembering who’s due when. No more late-night admin. Just clean, consistent billing that actually gets done.
📬 Payment Monitoring
We check your Xero dashboard regularly to track payments in real time. That includes:
Confirming payments have landed
Reconciling your bank feed with invoices
Spotting any anomalies early
Sending you a weekly summary of what's outstanding
This keeps your records accurate, your reports clean, and your cashflow predictable.
📥 Debtor Follow-Up (Done Right)
When invoices go overdue, we follow up on your behalf — with friendly, professional messages that protect your relationships and your bottom line.
We use customisable templates and tone of voice that reflects your brand. No threats. No awkward wording. Just a firm nudge from someone who isn’t you — which makes a huge difference.
💬 Sometimes, all it takes is a message from “accounts@” instead of the CEO. Clients respond faster when it’s not personal — trust us.
📊 Reporting You Can Actually Use
We’ll provide regular reports showing:
Invoices sent
Payments received
Overdue balances
Who owes what (and for how long)
And if you’re a Xero user, we can also help tidy up your aged receivables report and remove old invoices that shouldn’t be there anymore.
🔒 Why Use Xero?
We’re big believers in using the right tool for the job — and for us (and most of our clients), Xero ticks all the boxes:
Cloud-based access (no more emailing files back and forth)
Beautifully simple interface
Powerful invoicing, billing and reconciliation
Seamless integration with Stripe, PayPal, Harvest, and more
Secure sharing for you, your VA, and your accountant
We are Xero-certified, meaning we know how to get the most out of your finances — and help you maintain it as your business grows.
💡 Already set up in Xero but it’s a bit messy? We offer Xero clean-ups, too — so we can hit the ground running.
✨ The Best Part? You Don’t Have to Lift a Finger
We manage the invoicing process from end to end — all under your brand, your tone, and your preferred approach. Whether you want to hand off the full system or just need support chasing late payments, we’ll tailor a solution that fits.
This isn’t just a virtual assistant task — this is a business growth strategy.
Because when cashflow is consistent, you can plan ahead, pay yourself, and breathe easier.
🚀 Ready to Get Paid Without the Stress?
Let us take invoicing, payment tracking, and debtor follow-up off your list — for good.
We offer:
Ongoing monthly support
One-off Xero clean-ups and invoice setups
Flexible hourly packages for growing businesses
📩 Get in touch today and we’ll help you reclaim your time and your money.
Keep an eye out for our Debtor Follow-Up Email Template Pack — a free download with ready-to-send reminders to help you get paid faster (without the awkwardness).
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