Stop Hiring Accounting Assistants.
Automate Instead.
Stop paying $50K+ annually for accounting assistants. Our automation handles AP/AR processing, expense management, data entry, and payment processing—faster, more accurately, and at a fraction of the cost.
The Impact of Automation
Real results from businesses that chose automation over traditional hiring
Complete accounting tasks in fraction of the time
vs. hiring a full-time accounting assistant
Error-free AP/AR processing and data entry
Invoices and payments processed immediately
The Traditional Hiring Challenge
Why businesses struggle with hiring and managing Accounting Assistants
High Cost, Low ROI
Accounting assistants cost $40-55K annually plus benefits. Much of their work is repetitive data entry that provides little strategic value.
Processing Delays
Manual invoice and payment processing creates bottlenecks. Vendors wait for payments, receivables pile up, cash flow visibility suffers.
Data Entry Errors
Manual entry of invoices, receipts, and transactions introduces mistakes. Errors cascade through your financial systems.
Limited Capacity
Month-end, quarter-end, and year-end overwhelm staff. Growth means hiring more people or accepting longer processing times.
Poor Documentation
Tracking down receipts, approvals, and supporting documents is time-consuming. Audits and reviews take forever.
Turnover Disruption
When accounting assistants leave, institutional knowledge disappears. Training new hires takes months.
Cost Comparison: Hire vs Automate
See the difference automation makes to your bottom line
Traditional Hiring
per year
- ✗ Salary + benefits + taxes
- ✗ Recruitment & training costs
- ✗ Limited to 40 hours/week
- ✗ Turnover risk & sick days
- ✗ Human error in repetitive tasks
Automation Solution
per year
- ✓ Fixed monthly cost, no surprises
- ✓ Works 24/7/365 without breaks
- ✓ 100% accuracy on every task
- ✓ Scales instantly with demand
- ✓ Integrates with existing tools
Annual Savings
Reinvest in growing your business
Months to ROI
Fast payback, long-term gains
What We Automate
Every task a Accounting Assistant handles, automated with AI and RPA technology
Accounts Payable Automation
Streamline the entire AP process from invoice receipt to payment processing.
- Invoice OCR and data extraction
- Automated GL coding and routing
- Approval workflow automation
- Scheduled payment processing
- Vendor statement reconciliation
Accounts Receivable Automation
Automate invoice generation, delivery, payment tracking, and collections.
- Automated invoice creation and delivery
- Payment receipt matching
- Aging report generation
- Automated payment reminders
- Collections workflow automation
Expense Management
Capture, categorize, and process employee expenses automatically.
- Receipt capture and OCR
- Policy compliance checking
- Automated approval routing
- Reimbursement processing
- Credit card reconciliation
Payment Processing
Automate check runs, ACH payments, wire transfers, and payment tracking.
- Batch payment processing
- Multi-method payment support
- Payment status tracking
- Remittance advice generation
- Bank feed reconciliation
Financial Data Entry
Eliminate manual journal entries, adjustments, and transaction recording.
- Automated journal entry creation
- Recurring entry automation
- Inter-company transaction processing
- Accrual automation
- Period-end adjustments
Document Management
Organize, store, and retrieve financial documents automatically.
- Automatic document filing
- OCR and full-text search
- Retention policy enforcement
- Audit trail maintenance
- Cloud backup and archival
Success Stories
Real businesses that automated their Accounting Assistant operations
Professional Services: AP/AR Automation
A professional services firm was spending 25 hours weekly on accounts payable and receivable processing with one full-time accounting assistant. Invoice processing took 3-5 days, causing payment delays and cash flow gaps. We implemented end-to-end AP/AR automation, reducing processing time to same-day and eliminating the need for dedicated staff.
90% reduction in processing time
$48K annual salary savings
Same-day vs. 3-5 day processing
Zero invoice processing errors
What our clients say
Chuck Baresich
President
Haggerty AgRobotics Company
Had the team prepare a system for us to automate the re-branding of our digital invoicing and statements. The system has been working flawlessly for over a year. Simple to administer and the team are easy to get in contact with make adjustments or update our requirements.
Marilee A Nowgesic
CEO
Canadian Indigenous Nurses Association
The team is friendly, reliable and extremely patient to ensuring our concerns are addressed and understood. They have enabled an open table to allow for their clients to receive timely (...really feels like 24/7 platforms...) and concise information on the latest trends in IT, data collection and many other relevant issues. DigitalStaff has also provided an environment that allows for multiple levels and skills of their clients - so you never have to feel like you're not contributing. Their ability to translate your project needs provides an impressive output/deliverable to suit the needs of our projects.
Kevin Potts
President
Norseman Construction
Oscar and his team are amazing, they are always there when we need them. The automation process has been truly amazing, and we have found alot more time and productivity in our day to day processes.
Kyle Watters
Owner
Elmira Stove Works
We have been using Digital Staff for almost 10 years now, they look after all of our network and computer IT needs. They are friendly and great people to work with, knowing they are only a phone call away is piece of mind in our business. I would highly recommend this company for all your IT needs and if you are looking to save time, money and improve efficiency.
Gerda Zonruiter
Senior Research and Evaluation Consultant
Centre for Organizational Effectiveness
Oscar has helped me problem solve and find solutions for specific tasks saving me a lot of time. He provided me with the instruction I needed to implement the solutions on my own. He was responsive and easy to work with.
Paul B Bélanger
Trademark Attorney
The Law Office of Paul B. Bélanger
I am familiar with the highly professional services of DigitalStaff. I resorted to the business services of DigitalStaff on numerous occasions, knowing they pay attention to provide high quality services at reasonable price. I recommend DigitalStaff in confidence knowing their specialized services will provide satisfaction to any client, small or large.
Jill Osborne
National Executive Director
Kids Kicking Cancer Canada
The DigitalStaff team helped create effective and affordable solutions for our small shop. They quickly gained an understanding of our needs and have helped us trouble-shoot along the way.
Michael Mandich
Customer
It was wonderful service. I found Oscar to be honest and thoughtful. He was always available to do even the smallest tasks. He tried to teach me many things on the computer and was patient even though I find it very difficult. I recommended him to friends and they had high praise for his abilities. It is easy to give him 5 stars ⭐️
Ali Tavakoli
AI, RPA, and Automation Developer
DigitalStaff
DigitalStaff is a great company for doing Robotic Process Automation, the owner is very friendly and can take care of any issues that come up very quickly. Highly recommend DigitalStaff for RPA workload or any other type of software development where you need to automate tasks.
Ilze Van der Merwe
National Expansion Manager
Kids Kicking Cancer Canada
Our Organization can highly recomend DigitalStaff. They have helped us automate many of our work processes which saves us time and makes us efficient. We are a small organization with few hands, and having DigitalStaff assist us in our IT and backend processes makes our work lighter which opens up our time to get to things that really matter, which is making a difference in Children's lives.
Dr. Joan Clayton
Psychologist
Dr. Reist & Associates
Excellent and prompt service, highly skilled, personable and always eager to help and resolve issues - ABSOLUTELY THE BEST
Joe Orendorff
Owner
Elmira Stove Works
Great Service!
Frequently Asked Questions
Everything you need to know about automating this role
Can automation handle our multi-step approval workflows?
Yes! We configure custom approval routing based on amount thresholds, departments, vendors, and any other criteria. Approvers receive notifications, can approve from mobile, and the system escalates if needed. You maintain full control while eliminating manual routing and tracking.
How does automation integrate with our accounting software?
We integrate directly with QuickBooks, Xero, Sage, NetSuite, Microsoft Dynamics, SAP, and other major platforms via APIs. Automation can read and write data, create transactions, attach documents, and perform nearly any task a human assistant would do in the software.
What about vendor relationships and payment terms?
The automation respects all vendor terms, payment schedules, and early payment discounts. We configure rules for each vendor relationship. The system can optimize payment timing to maximize discounts while maintaining cash flow.
Can we still have human oversight on payments?
Absolutely. You decide what requires approval and what can process automatically. Common setup: routine invoices under $X auto-process, larger amounts or new vendors require approval. You get exception reports showing what processed and what needs attention.
How does automation handle matching invoices to POs and receipts?
The system performs 3-way matching (PO, receipt, invoice) automatically using fuzzy matching and AI. It handles variations in dates, amounts, descriptions, and formats. Matches process automatically, exceptions flag for review with context about the discrepancy.
What happens at month-end and quarter-end close?
Automation accelerates close processes significantly. Recurring entries post automatically, accruals calculate and record, reconciliations run, and reports generate on schedule. Tasks that took days now complete in hours, with better accuracy.
How secure is automated payment processing?
Payment automation includes multiple security layers: dual approval for high amounts, positive pay file generation, fraud detection rules, encrypted communication, audit logging, and segregation of duties. Many clients report improved security vs. manual processes.
Can automation handle our unique accounting requirements?
Yes. We customize workflows to match your policies, procedures, and requirements. Whether you need job costing, project-based accounting, fund accounting, or industry-specific processes, we configure automation to support your needs.
Ready to Automate Your Accounting Operations?
Get a free process review with automation recommendations and ROI estimates. See how much time and money you can save.
✓ No credit card required • ✓ Free consultation • ✓ Custom automation roadmap