Virtual Assistant—Bookkeeping, Invoicing & Accounts Receivable

About VeriFast

Welcome to VeriFast – We are a high-growth Canadian B2B SaaS technology company that powers trust at scale for medium to enterprise companies before onboarding a new client relationship. In other words, they rely on VeriFast as the most critical partner in their screening process to expand the pool while keeping out bad actors and blocking fraud.

We’re on a mission to rid the world of cumbersome and costly paper-based manual processes (we love trees and the environment) in favour of easy-to-use automated systems that allow consumers to quickly apply for approvals for apartments, much-needed loans, or the home of their dreams. This is a win-win way to securely connect buyers with businesses and fulfill evolving consumer demands for services of all shapes and sizes. The housing and banking industries are hot for our all-in-one screening solutions, and we are growing fast.

Job Summary

We are seeking a highly organized and detail-oriented Virtual Assistant to support our accounting operations, focusing on bookkeeping, invoicing, and accounts receivable. The ideal candidate will have experience working with QuickBooks and invoicing platforms, managing accounts receivable collections, and assisting with financial reporting. This role requires strong communication skills, attention to detail, and the ability to work independently in a fast-paced environment.

Key Responsibilities

Invoicing and Data Entry

• Transpose invoices from QuickBooks into various invoicing platforms daily (e.g., Ops, Vendor Café, Vendor Access, Coupa) via Excel uploads or manual entry.
• Ensure invoices are processed accurately and on time.

Reporting and Compliance

• On the first day of each month, pull and edit monthly usage reports, ensuring their accuracy before forwarding them to the accounting team.
• Assist in setting up new clients in payment and invoicing portals, including gathering compliance documents (e.g., Certificate of Insurance, W-9, Workers’ Compensation Exemption).

Accounts Receivable and Collections

• Assist in AR collections alongside the VP of Operations.
• Send email reminders for outstanding invoices.
• Make follow-up calls to clients when emails are not successful.
• Escalate delinquent accounts by suspending services when necessary.
• Provide AR updates in morning meetings when required.

Client Communication and Support

• Respond to client inquiries regarding invoices, payments, and account balances.
• Assist with processing client payments via credit card, check, or bank transfer.

Financial Reporting Support

• Assist in transferring new sales quotes from the quoting tool into QuickBooks, including:
• Creating new client profiles.
• Generating invoices and setting up recurring billing.
• Updating the master client list.
• Support monthly financial reporting, including:
• Updating Excel financial reports (e.g., master customer list, balance sheet, income statement, cash flow statement, churn report).

Qualifications and Skills

• 2+ years of experience in bookkeeping, invoicing, or accounts receivable support.
• Experience with QuickBooks and invoicing platforms (Ops, Vendor Café, Vendor Access, Coupa preferred).
• Proficiency in Excel (pivot tables, VLOOKUP, basic financial reporting).
• Strong data entry and accuracy skills.
• English proficiency: B2 (Upper-Intermediate) or higher (must communicate clearly via email and phone).
• Ability to work independently, prioritize tasks, and meet deadlines.
• Prior experience in a virtual assistant or remote accounting support role is a plus.

Interview Process

You will automatically be invited to complete a TestGorilla assessment after applying. Successful candidates will be asked to an initial interview. After the first interview, successful candidates will have a final interview.

Benefits

• Impact: Be part of a company making a difference in powering trust at scale.
• Growth: Join a rapidly growing organization with opportunities for professional development.
• Culture: Work in a supportive, collaborative, and innovation-driven environment.
• Benefits: Competitive compensation and flexible work arrangements.

Job Type: Full-time

Pay: R387 000,00 – R572 000,00 per year