How do I manage invoices when I am the only person in finance?
By Tim White · How-to · Last updated
When you're the only person handling invoices, aim to touch each one as little as possible. Route every bill to one intake, let a tool check the fields so clean invoices need no attention, and set one weekly session to review what's flagged and pay what's due.
1. One intake
Forward every invoice to one address and ask vendors to use it. Bills stop scattering across your inbox, the owner's inbox and the front desk. Paper bills get photographed and sent to the same place.
2. Let clean invoices clear themselves
With InvoiceJet, an invoice where every field is high confidence and nothing looks like a duplicate is marked verified with no clicks. On a typical week you only look at the few that were flagged.
3. One weekly session
Pick a slot, say Tuesday at 10, to clear the review queue, send approvals and schedule payments. The Monday email lists what's overdue and what's due in the next two weeks, so you know what to pay before you start.
4. Month end
Export a CSV in the QuickBooks or Xero bill import layout, import it, and reconcile your three or four biggest vendors against their statements. That's usually enough to catch what slipped.
Common questions
What if I'm away for a week?
Forwarded invoices keep arriving and get extracted while you're out. The Monday email tells you what's due when you're back. For approvals, name someone who can sign off on urgent bills while you're away.
Sources
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