Determining a process that works best for you is the key.
Some of our clients have no internal office help at all. Because the software is so user-friendly (and we set it up to be turn-key), it is the owners themselves who actually enter the invoices, record the deposits, and write the checks. It is that easy.
For others, they have their managers enter the invoices that fall under their control directly into the system. For example, because the bar managers accept the bar deliveries & approve the invoices, they are the ones who enter them into the system. And because only a handful of invoices are received each day, it is most efficient to enter them that same day. By doing so, they are not only "approving" the invoice for payment, and have confidence in their cost figures, but it eliminates the need for handling paper more than once (either by them or someone else). Eliminating redundancy keeps costs down.
Other clients choose to have an "administrative assistant" -- not a bookkeeper or accountant -- who enters the invoices and daily sales information. Using this approach, they are able to delegate tasks. Good financial controls are always in place regardless of which method you use since the items entered into the system are always approved by management before the checks are paid, and the employees entering the invoices do not have access to check printing, checkbook balances, or a myriad of other functions. While the records are always up-to-date, good internal controls exist.
