Operational support, organized by workflow.

Revenue Workflow

Invoice Drafting & Follow-Up

We help prepare customer invoices, track unpaid balances, and send client-approved follow-up reminders so invoices do not sit forgotten.

Best for

Owners who need invoices prepared on time and routine follow-up on unpaid balances.

What's included

• Invoice preparation in QuickBooks Online
• Tracking of unpaid and overdue invoices
• Client-approved follow-up reminder emails
• Status updates as invoices are paid
• Monthly summary of paid and open invoices

Payment Workflow

Bill Payment Drafting

We enter approved vendor bills, route them through the approval process, and prepare payment drafts for the client's final review and submission. The client remains responsible for submitting all payments.

Best for

Owners who want approved vendor bills prepared and ready to submit — without handing over the bank account.

What's included

• Vendor bill entry in QuickBooks Online
• Approval routing (ApprovalMax optional)
• Payment drafts prepared for owner submission
• Due-date visibility before bills are late
• Organized bill records inside QuickBooks
• Monthly summary of approved and pending bills

Office Navigators does not approve bills, submit payments, or move funds. The client submits all payments.

Records Workflow

Business Paperwork Reset

We organize scattered business documents, digital files, receipts, tax records, licenses, insurance documents, and other records into a cleaner system.

Best for

Owners with scattered documents and no consistent filing system.

What's included

• Document intake and review
• Digital folder structure setup
• Up to 150 documents organized
• Business document inventory
• Renewal and expiration tracker
• Missing document checklist
• Final walkthrough

Maintenance Workflow

Monthly Records Maintenance

We help keep business documents, receipts, vendor records, renewal notices, and recurring paperwork organized on an ongoing basis.

Best for

Owners who want their records kept current every month without doing it themselves.

What's included

• Monthly document filing
• Receipt and statement organization
• Renewal tracker updates
• Missing document report
• One monthly check-in

Renewal Workflow

Renewal Tracker

We help track licenses, permits, insurance certificates, contracts, and important renewal dates so owners have better visibility before deadlines become urgent.

Best for

Owners juggling licenses, permits, insurance certificates, and contract renewals.

What's included

• License and permit inventory
• Insurance certificate tracking
• Contract and agreement filing
• Renewal date calendar
• Expiration alerts setup

People Workflow

Employee File Cleanup

We organize onboarding paperwork, W-4s, I-9s, acknowledgments, emergency contacts, and employee records into a cleaner file structure.

Best for

Small employers who need organized employee files and onboarding paperwork.

What's included

• Onboarding paperwork organization
• Employee file structure
• Policy acknowledgment tracking
• I-9 and W-4 document tracking
• Confidential file separation

Administrative organization only. We do not provide HR compliance advice.

Vendor Workflow

Vendor & Contractor Records

We organize W-9s, contracts, certificates of insurance, vendor contact details, renewal dates, and contractor documents.

Best for

Owners working with vendors, subcontractors, or 1099 contractors who need current paperwork on file.

What's included

• Vendor and contractor inventory
• W-9 collection and tracking
• Certificate of insurance tracking
• Contract and agreement filing
• Renewal date tracking
• Vendor contact records

Tax-Ready Workflow

CPA-Ready Packet

We organize receipts, statements, 1099s, W-9s, payroll reports, expense records, and supporting documents before they go to a CPA, bookkeeper, or tax preparer.

Best for

Owners preparing records before they go to a CPA, bookkeeper, or tax preparer.

What's included

• Receipt and expense organization
• Bank and credit card statement grouping
• 1099 and W-9 collection support
• Tax document checklist
• Packet handoff to your CPA or bookkeeper