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Accounts Payable Invoice Coding Virtual Assistant Guide
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Financial Operations
Forbes Rated Best Virtual Assistant CompanyA Managed Team That Runs Your QuickBooks Books
A managed Stealth Agents team runs your QuickBooks bookkeeping, AP, AR, and reconciliations, led by a dedicated project manager so your controller stops doing data entry.
- Dedicated project manager included
- Platform-fluent operators
- Same-week onboarding
- Flat per-operator model, no tiering
Deploy a Managed QuickBooks TeamBuilt for Controller / Director of Finance Operations · Same-week onboarding
Your best next hire, or your money back.
We stand behind every placement with our best-hire guarantee.
Hire 10+ year experienced executive assistants.
Every agent brings at least a decade of professional experience.
Industry-specific virtual assistants.
Matched to your field so they add value from day one.
Client Reviews
What Our Clients Say
★★★★★
“Lindsay has been incredible. She handles the tactical work, which has freed me up to focus on bigger-picture initiatives.”
CS
Chad Sublet
Business Owner
★★★★★
“We went from 300 hours a month to over 2,500 hours with Stealth Agents.”
EG
Erika Giron
CEO, Horizon Pacific Staffing
★★★★★
“They have made a real difference in our day-to-day operations and truly feel like part of our internal team.”
AB
Alex Behrens
Client since Oct 2024
★★★★★
“Gained time for sales and closed 3 clients within two days. Exceptional service.”
AW
Aisha Wonderfull
CEO, Publishing Startup
★★★★★
“Outstanding service. Less than 24-hour VA placement. Fast, high-quality. I have hired multiple times.”
OH
Owen Hone
Multiple Hire Client
★★★★★
“Great communication, efficient and proactive assistant, visible business growth.”
SJ
Sarah Jacoby
Client
★★★★★
“The team learned my brand and goals and transformed my business. My dream team.”
MC
Martine Cadet
Client
★★★★★
“Lindsay has been incredible. She handles the tactical work, which has freed me up to focus on bigger-picture initiatives.”
CS
Chad Sublet
Business Owner
★★★★★
“We went from 300 hours a month to over 2,500 hours with Stealth Agents.”
EG
Erika Giron
CEO, Horizon Pacific Staffing
★★★★★
“They have made a real difference in our day-to-day operations and truly feel like part of our internal team.”
AB
Alex Behrens
Client since Oct 2024
★★★★★
“Gained time for sales and closed 3 clients within two days. Exceptional service.”
AW
Aisha Wonderfull
CEO, Publishing Startup
★★★★★
“Outstanding service. Less than 24-hour VA placement. Fast, high-quality. I have hired multiple times.”
OH
Owen Hone
Multiple Hire Client
★★★★★
“Great communication, efficient and proactive assistant, visible business growth.”
SJ
Sarah Jacoby
Client
★★★★★
“The team learned my brand and goals and transformed my business. My dream team.”
MC
Martine Cadet
Client
★★★★★
“We especially appreciate how diligent and pleasant Evy is. True pros.”
RC
Rich Cochran
Client
★★★★★
“Agents tackled diverse tasks seamlessly and manager Charm consistently provides excellent talent matches.”
GA
George Assi
2-Year Partner
★★★★★
“Stealth Agents provided me with a fantastic virtual assistant who has been an absolute asset.”
LM
Lee Maasen
Business Owner
★★★★★
“VA George eliminated late-night documentation work, restoring my sleep and enabling proper business planning.”
KC
Kevin Carabajal
Client
★★★★★
“Paolo is exceptional. Communicative, fast turnaround, quality work every time.”
LS
Lynda Sunshine West
Client
★★★★★
“The easiest VA onboarding process. Communicative and helpful throughout.”
MJ
McKay Jaeckel
First-Time Hire
★★★★★
“Continuously impressed by professionalism, punctuality, attention to detail, and the kind family approach.”
E
Evan
Long-Term Client
★★★★★
“We especially appreciate how diligent and pleasant Evy is. True pros.”
RC
Rich Cochran
Client
★★★★★
“Agents tackled diverse tasks seamlessly and manager Charm consistently provides excellent talent matches.”
GA
George Assi
2-Year Partner
★★★★★
“Stealth Agents provided me with a fantastic virtual assistant who has been an absolute asset.”
LM
Lee Maasen
Business Owner
★★★★★
“VA George eliminated late-night documentation work, restoring my sleep and enabling proper business planning.”
KC
Kevin Carabajal
Client
★★★★★
“Paolo is exceptional. Communicative, fast turnaround, quality work every time.”
LS
Lynda Sunshine West
Client
★★★★★
“The easiest VA onboarding process. Communicative and helpful throughout.”
MJ
McKay Jaeckel
First-Time Hire
★★★★★
“Continuously impressed by professionalism, punctuality, attention to detail, and the kind family approach.”
E
Evan
Long-Term Client
Trusted By Over 2,000+ Businesses
4.7★
83 reviews
Trustpilot
4.8★
80 reviews
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51 reviews
BBB
5.0★
28 reviews
Scope of Work
What your QuickBooks team handles
Stealth Agents deploys QuickBooks-fluent operators who run the transactional work inside your file: categorizing bank and card feeds, reconciling accounts, entering bills, sending invoices, and prepping the month-end close. A dedicated project manager owns the close calendar and reports to your controller, so your books stay current without adding local finance staff.
- Bank and credit-card feed categorization against your chart of accounts
- Monthly account reconciliations in QuickBooks Online or Desktop
- Bill entry, expense coding, and vendor record management in Accounts Payable
- Customer invoicing, payment application, and receivables follow-up
- Sales-tax tracking and 1099 vendor preparation
- Month-end close prep: accruals, adjusting entries, and tie-outs
- Recurring management reports built from the QuickBooks P&L and balance sheet
- Chart-of-accounts hygiene and duplicate-transaction clean-up
Why Teams Bring Us In
The bottlenecks inside QuickBooks
Uncategorized Bank Feeds
Bank and credit-card feeds pile up faster than a lean team can categorize them, and unreviewed transactions quietly distort every report your leadership reads.
Reconciliations That Slip
Monthly reconciliations across operating, payroll, and card accounts get pushed to the back of the queue, and small variances compound into a painful close.
AP and AR Backlog
Entering bills, coding expenses, sending invoices, and working the receivables aging is repetitive work that stacks up when one bookkeeper owns it all.
A Close That Runs Long
Accruals, adjusting entries, and clean-up drag month-end past deadline, leaving your controller reviewing raw data instead of finished statements.
The Managed Model
Output and oversight, without managing anyone
A dedicated project manager per client
One Stealth Agents project manager runs your team day to day, owning quality, coverage, and SLAs. Your operations leaders stay in control without managing individuals.
Scale the team, not the pricing model
Start with one QuickBooks operator and scale to a team as transaction volume grows, a flat, per-operator model with no tiering. A dedicated Stealth Agents project manager owns the close calendar, quality, and SLAs, and reports to your controller.
Capabilities
What a managed team delivers
Transaction Categorization
Review and code every bank and card feed against your chart of accounts, with class or location tracking, so reports reflect reality.
Reconciliation Discipline
Reconcile bank, card, and clearing accounts on a fixed schedule and flag variances before they reach your controller.
AP & AR Operations
Enter and code bills, manage vendors, send invoices, apply payments, and work the receivables aging so cash keeps moving.
Month-End Close Prep
Post accruals and adjusting entries, tie out schedules, and hand your controller a review-ready close instead of a pile of raw data.
Reporting & File Hygiene
Build recurring P&L and balance-sheet reports and keep the QuickBooks file clean as transaction volume grows.
20-30 hrs
Reclaimed Per Week
Transactional bookkeeping time returned to your finance team.
Dedicated PM
On Every Engagement
A Stealth Agents project manager owns the close calendar, quality, and coverage so your controller manages outcomes, not people.
5-7 days
Typical Close Prep
Managed teams tighten the QuickBooks month-end timeline as they take over.
FAQ
QuickBooks operations, answered
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