Bookkeeping Administration
Keep Your Financial Admin Tidy, and Your Accountant Happy.
Shoeboxes of receipts, unsent invoices and half-reconciled spreadsheets create stress at the end of every month. Bookkeeping administration support keeps your financial paperwork organized and up to date, so your accountant or bookkeeper can focus on the numbers.
Service overview
Bookkeeping Administration, Explained
Most small businesses don't struggle with accounting itself, they struggle with the paperwork that feeds it. Receipts aren't captured, invoices go out late, supplier bills sit in an inbox and nobody notices a customer is 60 days overdue until cash gets tight.
Our bookkeeping administration service handles that groundwork. Your assistant captures and categorizes receipts in your tools, prepares and sends invoices, logs bills, sends polite payment reminders and keeps supporting documents organized, following the rules set by you and your accountant.
To be clear about scope: we provide administrative support, not accounting, tax or financial advice. Final reconciliations, tax filings and financial decisions should remain with a qualified accountant or bookkeeper. Many clients find their accountant's time becomes more valuable, and often more efficient, when the admin is already done.
What we handle
What Your Assistant Can Take Off Your Plate
Receipts & expenses
- Capturing receipts into Dext, Hubdoc or your accounting tool
- Matching receipts to transactions
- Expense report preparation
- Chasing missing receipts from your team
Invoicing
- Preparing and sending invoices from your system
- Recurring invoice setup
- Logging supplier bills for approval
- Organizing invoice records
Accounts receivable admin
- Tracking overdue invoices
- Polite payment reminder emails
- Updating payment status
- Aged receivables summaries
Record keeping
- Organizing financial documents in folders
- Preparing month-end document packs
- Answering your accountant's document requests
- Maintaining supplier and customer records
Who it's for
Is This the Right Support for You?
Small business owners
Who do their own financial admin late at night and want it off their plate.
Service businesses
Consultancies and agencies with lots of invoices and expenses to track.
Accountants and bookkeepers
Firms that want admin help gathering client documents.
E-commerce stores
Businesses with high volumes of supplier bills and platform payouts.
Business benefits
What Changes When You Delegate
Get paid faster
Invoices go out promptly and overdue ones are followed up.
Month-end without panic
Documents organized and ready when your accountant needs them.
Lower accountant workload
Professional time spent on analysis, not chasing receipts.
Clearer cash picture
Up-to-date records make cash flow easier to understand.
Example workflows
What This Looks Like in Practice
Weekly receipt capture
- 1Receipts arrive by email forward or photo upload
- 2Your assistant captures them in your expense tool
- 3Applies categories using your accountant's rules
- 4Flags anything unclear for your review
Monthly payment reminders
- 1On the 1st, your assistant reviews the aged receivables report
- 2Sends friendly reminders on invoices past due using approved wording
- 3Updates payment status as money arrives
- 4Shares a short list of accounts that need a personal call from you
Commonly used software
We Work Inside Your Tools
Your assistant works in the systems your business already uses. Tool familiarity varies by assistant, so we confirm the right fit for your stack during matching.
- QuickBooks Online
- Xero
- FreshBooks
- Wave
- Sage
- MYOB (Australia)
- Dext
- Hubdoc
- Expensify
- Bill.com
- Stripe
- PayPal
- Google Sheets
- Microsoft Excel
Product names are trademarks of their respective owners. Listing them does not imply partnership or certification.
How Bravura VA supports the workflow
Structured From Day One
We work alongside your accountant or bookkeeper wherever possible. During onboarding, we'll agree categorization rules, approval steps and what your assistant should never do (for example, approving payments or changing bank details).
Access is set up with limited user roles in your accounting software. Your assistant does not need, and should not have, permission to move money unless you explicitly decide otherwise with appropriate controls.
Human oversight & AI
Smart Tools. Human Responsibility.
Accounting platforms increasingly auto-categorize transactions and read receipts, which can save time. But automated suggestions are sometimes wrong, and fixing them later is painful. A human assistant reviews the suggestions, applies your accountant's rules consistently and asks when something doesn't fit, so the records your accountant receives are clean.
How we use AI responsiblyHow it works
Getting Help Shouldn't Add More Work to Your Day.
- 01
Tell Us What You Need
Book a free discovery call and explain the tasks taking up your time.
- 02
Build Your Support Plan
We discuss your workload, priorities, tools, communication requirements and suitable support arrangement.
- 03
Delegate and Focus on Growth
Once your engagement is agreed and onboarding is complete, start delegating tasks and tracking progress.
FAQ
Bookkeeping Administration FAQs
No. We provide bookkeeping administration only. Tax returns, financial statements and advice should come from a qualified professional.
We don't recommend it. Most tasks can be done in your accounting software with a limited user role. Payments and bank changes should stay with you.
Yes, and we encourage it. Your assistant follows their rules and prepares what they need.
Commonly QuickBooks Online, Xero, FreshBooks and similar tools. Familiarity varies by assistant, and we'll confirm fit during matching.
Related services
Often Combined With
Administrative Support
Email, scheduling, documents, spreadsheets and the daily admin that keeps a business running.
ExploreData Entry & Research
Accurate data entry, list building, market research and tidy, usable spreadsheets.
ExploreOperations Support
Process documentation, vendor coordination and the operational glue that holds a growing team together.
ExploreReady to get started?
Let's Get Some Work Off Your Plate.
Tell us what is taking up your time. We'll help you explore a practical support solution.
- Phone / WhatsApp+254 714 089 042
- Emailva@bravura.co.ke
- HeadquartersNairobi, Kenya
Ask About Bookkeeping Administration
Share a few details and we'll reply by email to arrange next steps.