Inbox Management
Give the finance admin somewhere sensible to go
Supplier invoices, statements, credit notes, payment queries, receipts, emails asking whether something has been paid yet.
When all of that lands in your normal inbox, bookkeeping can involve an awful lot of forwarding, downloading and remembering to send things on.
With inbox management, we create a clearer route for your finance correspondence, giving me direct access to the information I need, without handing over your everyday email account.
Less friction
Stop being the middleman for your bookkeeping
The easier it is to get the right information into the bookkeeping process, the more likely the books are to stay current, and the more useful those figures become.
A dedicated accounts mailbox removes some of the little barriers that can get in the way. Supplier invoices don’t need to sit in your inbox waiting to be forwarded, statements have somewhere obvious to go, and finance queries are less likely to disappear among everything else competing for your attention.
Depending on the level of support agreed, I can use it to:
- collect supplier invoices and credit notes
- pick up receipts and other supporting documents
- deal with supplier statements
- request missing invoices or paperwork
- respond to straightforward finance queries
- follow up discrepancies or duplicates
- keep processed correspondence organised
- flag anything that needs your input or decision
The aim isn’t to remove you from your bookkeeping, it’s to make good bookkeeping easier to maintain, so you’re more likely to have current, complete figures when you want to use them.
Built around you
We'll work with the email setup you already have
You might already have an ‘accounts@’ address, you might be using Microsoft 365 with everything currently landing in your usual inbox, or your email might be set up another way entirely.
We’ll start with what you’ve already got and find the cleanest way to make it work.
Where possible, I’ll use a dedicated finance mailbox within your own business email setup, with secure access just for the bookkeeping work I need to do.
If you use Microsoft 365, that will often mean creating or using an existing ‘accounts@yourbusiness’ mailbox and giving me delegated access to it.
If you don’t already have an accounts address, we can look at setting one up, and if your email works differently, we’ll find an approach that keeps things practical without moving your finance correspondence outside your business unnecessarily.
The setup may differ from client to client, but the aim stays the same: you keep control of the mailbox, and I get the access I need to keep the bookkeeping moving.
The email address belongs to you
Suppliers continue dealing with your business, not Invi.
The correspondence stays with you
Invoices, statements and conversations remain inside your own email system.
Access is limited
I don’t need access to your ordinary business inbox just to manage accounts correspondence.
Access can be revoked
If our work together ends, you can simply remove my access.
The history remains intact
Whoever takes over next can pick up the same mailbox and see the existing correspondence.
Your mailbox, your information.
Access without giving away control
Wherever possible, I won’t ask you to hand over the password to your main email account, and I won’t route your finance correspondence through an Invi-owned address.
Instead, I’m given access to the specific mailbox I need for the bookkeeping work.
That gives us a much cleaner boundary.
Clean handovers
Because good systems continue to work when people change
Hopefully we’ll work together for a long time, but your bookkeeping setup shouldn’t depend on that.
If everything were being sent to something like ‘yourbusiness@inviaccounts.co.uk’, or suppliers had been told to correspond through an Invi address, things could become unnecessarily complicated if you ever changed bookkeeper.
Messages might continue arriving with me, historic correspondence would sit outside your business, suppliers may need new contact details and outstanding conversations would have to be handed over.
Keeping the mailbox within your own business environment avoids that.
If our work together ends, access can be removed, another person can be added and the correspondence stays exactly where it belongs.
Your business carries on. The person looking after the bookkeeping simply changes.
Your choice
From collecting paperwork to dealing with the conversation
Inbox management can be as simple as giving me somewhere to collect the documents I need, or it can go further.
If a supplier asks about an invoice, I can see the message, check what’s recorded in Xero and respond where appropriate.
If a statement doesn’t agree with the records, I can investigate it.
If an invoice is missing, I can request another copy rather than sending the task back to you.
If something looks duplicated or doesn’t make sense, I can ask the question.
The aim is to deal with as much of the routine back-and-forth as possible without turning every email into another job for you.
Clear boundaries
Some decisions will always stay with you
Inbox management doesn’t mean I start making commercial decisions on your behalf.
I’ll deal with routine bookkeeping correspondence within the scope we’ve agreed, but anything involving a business decision will come back to you.
That might include:
- agreeing new supplier terms
- disputing a charge
- approving an unusual purchase
- deciding whether or when something should be paid
- making commitments on behalf of the business
- anything outside the bookkeeping work we've agreed
You remain in control – I’m simply removing the unnecessary admin in between.
