Unleashed Virtual Assistant: POs raised, suppliers chased, stock that matches the shelf

Nobody searches “unleashed virtual assistant” because they’re curious. You search it because the whole product business lives in that inventory file, and the person raising every purchase order, chasing the supplier who said Tuesday and meant next month, receipting deliveries, completing assemblies and counting stock on a Sunday is you, the owner, in the gaps between everything else you also do.

Unleashed is a genuinely capable platform. It has reorder points, multi-warehouse stock counts, bills of materials and assemblies, batch and serial tracking, a B2B Store, demand forecasting through the Advanced Inventory Manager and a clean push to Xero. The features are not the problem. What most product businesses are missing is a person with the hours to drive those features every single day, so on-hand stays true, suppliers actually deliver, and nothing oversells because the count was wrong. The software is doing its job. The gap is the human in front of it, and right now that human is you, at a time of night when you should be off the clock.

That’s the honest shape of the problem, and it’s why a VA who knows Unleashed is a different proposition to a general admin person you’d have to teach the platform from scratch. The work below is specific, it’s repeatable, and almost none of it requires your judgement once the rules are set. That’s exactly the kind of work that should leave your desk.

The daily rhythm a VA runs in your Unleashed

Morning, before the dispatch run: purchasing. The Reorder report shows what’s running down against its reorder point. Your VA raises the purchase orders straight off it, sends them to the right supplier at the right lead time, and the fast movers never quietly hit zero while you were doing something else.

Then receipting, which is where on-hand either stays honest or starts to drift. When a delivery lands, the VA receipts the goods against the PO line by line, matching received quantity and cost to what’s actually on the dock, not what was ordered. A part-shipment gets receipted as a part-shipment and the back-order stays open and visible, so a sales order is never promised stock that isn’t really there.

Then supplier follow-up. Open POs past their delivery date get chased, partial and late shipments get logged, and the supplier who keeps slipping becomes a fact in Unleashed rather than a vague feeling you have on a bad week.

If you manufacture or kit, assemblies come next. The VA completes assembly jobs against your bills of materials so components are consumed and finished goods come into stock, and flags a short component before a build starts rather than halfway through it. Where a build needs a disassembly to break a kit back into parts, or a component swap because a supplier shipped a near-equivalent, the VA prepares it and brings the decision to you rather than guessing, because changing what goes into a product is a margin and quality call, not a data-entry one.

Then sales orders and dispatch admin. Overnight and B2B Store orders get processed, stock allocated against the right warehouse, the pick raised and the invoice generated, so the order is ready for your team to physically pack the moment they walk in. Wholesale customers stay on their correct price tier, and a trade account is never accidentally quoted the retail number because the order was rushed.

And underneath all of it, stock accuracy, the thing that quietly decides whether any of the above is trustworthy. Scheduled stock counts run through Unleashed’s Stock Count feature warehouse by warehouse, with adjustments posted for damages, returns and shrinkage. A count that’s right is the difference between Unleashed being your source of truth and being a number you secretly don’t believe.

If you run more than one location, stock transfers are part of the rhythm too. The VA raises the transfer in Unleashed when stock needs to move from the main warehouse to a shop or a third-party location, dispatches it, and receipts it at the other end so on-hand is correct in both places rather than sitting in a limbo nobody owns. Where you hold batch or serial-tracked stock, the VA captures the batch and serial numbers at receipting and again at dispatch, so traceability is intact if you ever need to recall a batch or answer a customer who asks what they actually received.

The weekly and month-end work, not just the daily

Plenty of the value isn’t in the daily grind, it’s in the passes that only happen if someone has the hours for them. Each week, the VA runs the Reorder report properly rather than glancing at it, factoring in lead times and open POs so you’re not double-ordering what’s already on the water. They work the Sales Order Enquiry for orders stuck in a backorder or part-allocated state, so nothing sits unfilled because the system was quietly waiting on stock that arrived two days ago.

Where you use Unleashed’s Advanced Inventory Manager for demand forecasting, the VA keeps the inputs clean, because a forecast built on a dirty sales history and wrong lead times is worse than no forecast at all. They also keep an eye on slow-moving and negative on-hand lines, the two quiet signals that a count is wrong or a receipt was missed, and surface them to you before they become a write-off or an oversell.

Month-end is where the inventory file meets the books. The VA reconciles the Unleashed Stock on Hand value back to the inventory journal that posted to Xero, so your bookkeeper isn’t hunting for a variance between what the warehouse says and what the balance sheet says. They make sure every receipted PO has its supplier bill matched and queued, and that the period’s adjustments are documented with a reason, not just a number, so an auditor or a future you can see why stock moved. None of this is glamorous. All of it is the difference between trusting your numbers at tax time and guessing.

The honest bit

A few things worth saying plainly, because a page that only lists what a tool does isn’t much use.

Unleashed will not fix a broken count on its own. The reorder points and the Stock Count tools are only as good as the person running them on a schedule, which is exactly why stock accuracy belongs in a VA’s scope rather than on a settings wishlist you never get to.

Unleashed charges per user, and crucially, its free logins are read-only. Unlike some platforms where you can hand out extra working seats at no cost, a VA who needs to raise POs, receipt stock and post counts needs a full paid seat. It’s a real cost, small but real, and we’d rather you hear it from us before you start than be surprised by it.

The Xero connection is largely one-way and mapped a particular way for a reason. Unleashed is the source of truth for inventory and pushes invoices, bills and the inventory journal to Xero. A VA keeps that feed flowing and flags failures, but the chart-of-accounts mapping and tax treatment behind it are a bookkeeper’s call, not something to be quietly re-pointed mid-month.

And Unleashed is not a shipping or warehouse-robotics platform. It allocates and records stock beautifully, but it doesn’t print a courier label or pick a shelf by itself. A VA drives the data and the dispatch admin; the physical pick and pack still happen in your warehouse.

What stays with you

Cost prices, sell-price strategy and margin decisions, the costing method, your bill-of-materials design, the chart-of-accounts mapping to Xero, tax-code rules and the original integration setup all stay with you and your bookkeeper. The margin part isn’t just a policy we wrote down, it’s a permission you set: Unleashed’s permission groups let you switch off the product cost-price fields and the margin and profit columns, so a VA can receipt a PO and reconcile quantities without ever seeing your landed cost or gross profit. You scope the role, you keep user management and the Xero connection. Any decision to substitute a BOM component, change a price tier or accept a short delivery on a supplier’s terms comes back to you, because those are commercial calls, not data entry.

If you also want help keeping supplier bills moving and customer invoices paid, that sits naturally alongside the inventory work as accounts payable and invoice chasing, worked on a cadence you approve.

What it costs and where to start

Unleashed admin sits on the admin tier, $12-17 AUD an hour excl GST, typically 10-20 hours a week for a growing product business, more in peak season or if the VA also handles wholesale B2B orders and catalogue data entry. Roughly $500-1,500 a month for most operations. Placement takes 7-10 business days, with 5-7 days supervised inside your Unleashed before any solo work, a 30-day recalibrate-or-replace guarantee, and no lock-in beyond 14 days notice. The $500 deposit is refundable and credits to your first month.

If you want the sector view, the ecommerce page goes deeper on product-business support, and the VA cost guide has the full pricing picture. Otherwise book a discovery call with Jenn, who will tell you straight if your volume isn’t ready for a VA yet. Bring your Reorder report and a screenshot of your open purchase orders. We’ll find the hours.