Quick answer: Back-office support covers the administrative work behind the scenes: preparing and sending invoices, payment reminders, organizing receipts, recording expenses, vendor follow-ups, document filing and monthly reports for you and your accountant. Outsourcing it to a reliable assistant keeps cash flowing, keeps records clean for tax time, and frees hours every week. Your accountant still handles tax filings and financial advice.
What back-office support includes
Invoicing and collections
- Create and send invoices on schedule.
- Send polite payment reminders at set intervals.
- Track who has paid and who hasn't.
- Escalate overdue accounts to you.
Expenses and receipts
- Collect and organize receipts digitally.
- Record expenses by category and location.
- Track recurring bills and subscriptions.
Vendors and suppliers
- Follow up on orders, deliveries and invoices.
- Keep vendor contact lists and terms up to date.
Documents
- File contracts, invoices and statements in organized cloud folders.
- Maintain templates (quotes, invoices, letters).
Reporting
- Weekly cash summary (invoiced, collected, outstanding).
- Monthly income and expense summary.
- Year-end document pack for your accountant.
A simple monthly back-office calendar
| Week | Tasks |
|---|---|
| Week 1 | Send invoices; reconcile last month's payments |
| Week 2 | First payment reminders; record expenses |
| Week 3 | Second reminders; vendor follow-ups |
| Week 4 | Monthly summary; file documents; prepare for next month |
Invoice follow-up best practices
- Send reminders on a schedule, not when you remember.
- Be polite and clear: amount, due date, how to pay.
- Reattach the invoice every time.
- Offer easy payment options.
- Track every reply.
What stays with you and your accountant
- Tax filings and advice.
- Financial decisions and approvals.
- Payroll tax compliance (through your provider).
Frequently asked questions
Is back-office support the same as bookkeeping?
It overlaps. Back-office support focuses on administrative tasks (invoices, receipts, filing, reports), while bookkeeping and accounting cover full financial records and compliance. Many businesses use an assistant for admin and an accountant for the books.
How much time can it save?
Owners often spend several hours a week on invoices, receipts and follow-ups. A good assistant handles most of it.
Is it secure?
Use limited access to accounting tools, a password manager and organized cloud folders.
Key takeaways
- Back-office support keeps invoices, receipts, vendors and reports organized.
- A monthly calendar keeps cash flowing and records clean.
- Your accountant still handles taxes and advice.
Next step: Get back-office support from an experienced assistant.