Accounts Assistant Job Responsibilities

At Towerstone Accountants we provide specialist small business accountancy services for owners, directors, and growing businesses across the UK. We created this webpage for small business owners and managers who want clear explanations of accounting terms, processes, and concepts they may encounter when running a business. Our aim is to make financial language easier to understand, and help you make better informed decisions with confidence.

The role of an accounts assistant is one of the most misunderstood positions in finance, yet in practice it is one of the most important. I often describe the accounts assistant as the backbone of a finance function, because without accurate day to day processing everything else starts to wobble. In my experience working with small businesses, growing companies, and professional firms, a good accounts assistant can make the difference between calm control and constant financial firefighting.

Many people think of the role as purely administrative, focused on data entry or routine tasks, but that view misses the reality. An accounts assistant sits at the point where real world business activity meets financial records. They see the detail, the patterns, and often the early warning signs long before they show up in management accounts or tax calculations.

In this article I want to explain in depth what an accounts assistant actually does, what responsibilities typically fall within the role, how it differs depending on business size and sector, and what skills and behaviours make someone successful in the position. This is written from hands on experience managing finance teams and reviewing the work of accounts assistants across many different environments.

By the end, you should have a clear understanding of the scope of the role, why it matters, and how it supports both compliance and commercial decision making.

What an accounts assistant role is designed to achieve

At its core, the accounts assistant role exists to ensure that financial data is accurate, up to date, and properly recorded. This sounds simple, but in practice it requires consistency, judgement, and attention to detail.

The accounts assistant supports the wider finance function by handling transactional work, maintaining records, and ensuring that the raw financial data is reliable. Without this foundation, tasks such as management accounts, budgeting, tax returns, and audits become far more difficult and far less accurate.

In smaller businesses the accounts assistant may handle almost everything below final reporting. In larger organisations the role is more specialised, focusing on specific areas such as sales ledger or purchase ledger. Either way, the quality of the work directly affects the quality of financial information across the business.

Day to day bookkeeping responsibilities

One of the central responsibilities of an accounts assistant is bookkeeping. This involves recording financial transactions accurately and consistently, usually within accounting software.

Typical bookkeeping duties include:

• Posting sales invoices

• Recording purchase invoices

• Coding expenses to the correct accounts

• Maintaining accurate ledgers

• Ensuring transactions are recorded in the correct period

In practice this requires more than just entering numbers. The accounts assistant needs to understand what each transaction relates to, whether it is business related, and how it should be treated. Poor coding at this stage can distort profit figures and lead to errors later on.

I often say that good bookkeeping is about understanding the story behind the numbers, not just processing them.

Sales ledger responsibilities

The sales ledger is where customer invoices and payments are managed. Accounts assistants are often responsible for ensuring that income is recorded correctly and that customer balances are accurate.

Responsibilities commonly include:

• Raising sales invoices

• Issuing credit notes where required

• Allocating customer payments

• Reconciling customer accounts

• Investigating discrepancies

In many businesses this role also links closely with credit control. An accounts assistant may follow up unpaid invoices, send statements, and liaise with customers to resolve payment queries. This requires confidence and clear communication as well as financial accuracy.

Purchase ledger responsibilities

The purchase ledger focuses on money going out of the business. This is another core area for accounts assistants and one where attention to detail is essential.

Purchase ledger duties often include:

• Processing supplier invoices

• Checking invoices for accuracy and approval

• Coding costs correctly

• Preparing payment runs

• Reconciling supplier statements

In my experience errors here can quickly damage supplier relationships or cause cash flow issues. Paying the wrong amount, paying twice, or missing invoices entirely are all common problems when controls are weak.

A good accounts assistant understands the importance of matching invoices to approvals and keeping supplier accounts clean and up to date.

Bank reconciliations and cash control

Bank reconciliation is one of the most important control tasks in accounting and it is often handled by accounts assistants. This involves matching transactions in the accounting system to the bank statement to ensure everything is complete and accurate.

Bank reconciliation responsibilities include:

• Downloading or importing bank statements

• Matching receipts and payments

• Investigating unmatched items

• Identifying errors or missing transactions

This process is critical because it often highlights problems such as unrecorded income, duplicated expenses, or fraudulent activity. In my experience businesses that reconcile regularly spot issues early, while those that do not often discover problems months later when they are much harder to fix.

Accounts assistants also help monitor cash balances, ensuring there is enough liquidity to meet short term obligations.

Handling expenses and employee claims

Many accounts assistants are responsible for processing staff expenses. This requires an understanding of company policy and basic tax rules.

Responsibilities in this area can include:

• Reviewing expense claims

• Checking receipts and supporting evidence

• Ensuring claims comply with policy

• Posting expenses accurately

• Reimbursing employees

Errors here can lead to overpayments, tax issues, or employee dissatisfaction. A careful accounts assistant balances fairness with compliance and consistency.

Payroll support responsibilities

In some businesses the accounts assistant supports payroll, even if they do not run it entirely.

Payroll related responsibilities may include:

• Collecting timesheets or hours worked

• Updating payroll data

• Checking payroll reports

• Posting payroll journals

• Responding to employee queries

Payroll is an area where confidentiality and accuracy are especially important. Even small mistakes can cause frustration and loss of trust.

VAT and tax related support

Accounts assistants often play a key role in supporting VAT compliance. While final VAT returns are usually reviewed by senior staff or accountants, the underlying records depend heavily on accounts assistant work.

VAT related responsibilities can include:

• Ensuring VAT is coded correctly

• Checking VAT invoices meet requirements

• Preparing VAT reports

• Supporting VAT return preparation

• Assisting with queries

Mistakes at transaction level can lead to incorrect VAT returns, so attention to detail here is crucial.

Month end and year end support

Accounts assistants are heavily involved in month end routines. This is where transactional data is reviewed, tidied, and prepared for reporting.

Month end responsibilities often include:

• Completing bank reconciliations

• Reviewing ledgers for errors

• Accruing expenses

• Prepayments

• Supporting management accounts

At year end the role often expands to supporting external accountants or auditors by providing schedules, reports, and explanations.

Record keeping and compliance

Maintaining proper records is a fundamental responsibility. Accounts assistants help ensure that documents are stored correctly and are accessible when needed.

This includes:

• Filing invoices and receipts

• Maintaining digital records

• Supporting audit trails

• Ensuring retention rules are followed

Good record keeping protects the business in the event of HMRC queries or audits.

Use of accounting software and systems

Accounts assistants are usually heavy users of accounting software. This might include cloud platforms like Xero or QuickBooks, or larger systems in more complex organisations.

Responsibilities include:

• Entering data accurately

• Running reports

• Maintaining system integrity

• Learning new tools and updates

A good accounts assistant becomes highly efficient with systems and often helps identify ways to improve processes.

Communication and liaison responsibilities

Although often seen as a back office role, accounts assistants communicate with many different people.

This can include:

• Suppliers and customers

• Internal staff and managers

• External accountants

• Auditors

Clear communication helps resolve issues quickly and prevents misunderstandings from escalating.

Differences by business size and sector

The scope of an accounts assistant role varies significantly.

In small businesses the accounts assistant may handle almost everything from invoicing to VAT. In larger organisations the role is more specialised. In professional firms accuracy and compliance may be the focus, while in retail or hospitality speed and volume are critical.

Understanding the context is essential for setting expectations.

Skills required for an accounts assistant

From my experience the most important skills are not purely technical.

Key skills include:

• Attention to detail

• Organisation

• Time management

• Basic accounting knowledge

• Communication

• Integrity

Technical skills can be taught, but attitude and care are harder to instil.

Career progression and development

The accounts assistant role is often a stepping stone to more senior positions. Many finance managers, accountants, and controllers started as accounts assistants.

Exposure to real business data and processes provides a strong foundation for progression.

Common challenges in the role

Accounts assistants often face pressure around deadlines, incomplete information, and conflicting priorities. Managing these challenges requires clear processes and supportive management.

Where businesses invest in training and systems, the role becomes far more sustainable and rewarding.

Final thoughts

The accounts assistant role is far more than data entry. It is a position of trust and responsibility that underpins the entire financial function. When performed well it creates clarity, compliance, and confidence. When neglected it creates risk and confusion.

From my experience the best accounts assistants are those who understand why their work matters, who care about accuracy, and who see themselves as part of the wider business rather than just processing numbers.

If you view the role through that lens, it becomes not just a job, but a vital part of building a financially healthy organisation.

You may also find our guidance on accounting apprenticeships and accounts receivable useful when exploring related accounting topics. For a wider collection of plain English explanations, you can visit our knowledge hub.