A coded invoice queue ready for approval
Administrative support for cannabis operators
Dispensary Billing and Accounting Support
Administrative finance support for dispensaries: vendor invoice intake, accounts payable preparation, payroll data checks, and reconciliation records.
Best fit: Dispensary operators who keep their own books or work with a bookkeeper and need the administrative volume handled consistently.
ScopeAdministrative work inside your written procedure
ReviewA named operator or manager approves exceptions
AccessMinimum-necessary system permissions
The operational problem
What this work looks like when it has no owner.
Cannabis finance carries a heavy documentation load. Vendor invoices arrive in several inboxes, purchase orders do not always match, payroll changes are scattered across messages, and month-end becomes a search for missing support. The bookkeeper can do the accounting, but someone still has to prepare a clean, complete record.
This is not a reason to hand over judgment. It is a reason to give the repeatable part of the work a documented owner, a reliable cadence, and a review path that does not depend on a manager remembering at the end of a long day.
Who this is for
Built for teams with a real queue, not a vague task list.
Dispensary operators who keep their own books or work with a bookkeeper and need the administrative volume handled consistently.
We are a fit when the work can be described, reviewed, and kept inside clear access limits. We are not a fit when the request is to make licensed decisions on your behalf or to replace an accountable manager.
What we need from your team
- Accounting or document-system access with the approved permissions
- The vendor inbox and invoice routing rules
- A chart of accounts, approval limits, and coding guidance
- The payroll checklist and a named reviewer for changes
- The month-end close calendar and the bookkeeper or CPA contact
What we handle
The administrative scope.
The exact list is written into the role brief. Anything outside it returns to your named reviewer instead of being improvised.
- Vendor invoice intake, naming, and coding preparation
- Accounts payable aging and approval routing
- Purchase order, receiving record, and invoice matching
- Payroll change collection and data verification
- Bank and sales reconciliation preparation
- Month-end document organization and missing-item lists
What you receive
Outputs your team can check.
Good administrative support leaves a record. These are the visible outputs that make the work reviewable, not just busy.
An accounts payable aging view with missing support flagged
A three-way match exception list for purchases
A payroll change log with confirmation status
A month-end document pack and open-item list
How the work moves
A controlled start, then a reviewed rhythm.
Map the paper trail
We follow a sample invoice from inbox to approval to accounting entry and note where support goes missing.
Set the routing
Vendors, approval limits, coding rules, and escalation contacts are written into one intake procedure.
Prepare the record
The assistant captures, codes, matches, and routes documents. Payment release and accounting approval remain with your team.
Close with a clean list
Month-end review produces an open-item list rather than a pile of unexplained differences.
Controls and review
Quality is a visible routine.
- Invoice-to-purchase-order and receiving-record matching on samples
- Duplicate invoice checks before routing
- Approval-limit validation on every payment request
- Payroll change confirmation against the approved source
- Open-item aging reviewed with the bookkeeper or operator
What stays with your team
Operator authority is not delegated.
- No payment release, bank transfer, or check signing
- No tax advice or 280E allocation decision
- No journal-entry approval or financial statement sign-off
- No payroll final approval or employee classification decision
- No accounting opinion or representation to a tax authority
Final boundaries depend on your license, jurisdiction, internal policy, and the systems you approve. We document them with you before launch.
Common starting scenarios
Where teams usually begin.
These are representative starting points. Your queue, systems, and approval path determine the actual scope.
The invoice inbox is three weeks behind
The assistant captures the backlog, removes duplicates, matches what can be matched, and produces a short list of missing approvals and receiving records for the operator.
Month-end close
The document pack is organized before the bookkeeper starts. Reconciliation differences and missing support are listed with owners instead of being discovered during the close.
A vendor statement does not match
The assistant compares the statement, invoices, and payment records, documents the difference, and routes the vendor follow-up without changing the ledger.
Questions before the first call
Billing and Accounting FAQ
Can the assistant pay bills?
No. The assistant prepares the invoice and approval record. Payment release, bank access, and signing authority remain with your authorized team.
Do you provide bookkeeping or tax advice?
No. We provide administrative preparation and documentation. Your bookkeeper, CPA, and authorized finance lead retain accounting judgments and tax positions.
Can you support 280E documentation?
The assistant can organize the records and cost categories your finance lead defines. The allocation method and tax treatment remain with your qualified professional.
How is financial confidentiality handled?
Access is limited to the systems and folders in scope, with confidentiality terms in the role brief. Sensitive payment credentials are never part of the assistant role.
Related services
Other queues that often connect.
Ready to review billing and accounting for your operation?
Bring the current queue, the systems, and the approval path. We will tell you what can be delegated and what should stay with your team.
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