Bookkeeper & Finance Ops for Simple Delaware C-Corp

Hello! We’re looking for a reliable bookkeeper / finance ops assistant to help manage monthly bookkeeping, reconciliation, receipt collection, compliance calendar management, and year-end tax prep coordination for a simple Delaware C-Corp. This is not intended to be a high-level CPA/CFO role. I’m looking for someone detail-oriented and proactive who can keep the books clean, manage the recurring monthly accounting admin, and coordinate with a CPA or tax preparer when needed. Preferred pricing structure: I expect there may be an initial setup/cleanup phase, followed by a much lighter monthly ongoing workflow. For that reason, I’m open to hourly work for the initial setup phase, but would prefer to move to a fixed monthly fee once the system is established. The ideal structure would be: 1. Initial setup / cleanup: hourly, or a capped setup fee once scope is clear 2. Ongoing monthly bookkeeping: fixed monthly fee 3. Annual tax filing / CPA coordination: separate fixed fee if needed 4. Ad hoc extra work: hourly only when required The ongoing monthly work should be fairly light once set up, likely focused on reconciliation, receipt capture, monthly close, missing-docs lists, and compliance calendar management. The company is straightforward: * Regular, predictable income from Stripe for a premium digital subscription product * Recurring monthly software and operating expenses * Banking through Mercury, so bank feeds and reconciliation should be easy to set up * Open to the best accounting software setup — I’m used to Xero, but I have also set up Puzzle.io as an option because I want reconciliation and receipt matching to be as automated as possible * Goal is to keep the company clean, organized, and compliant with minimal ongoing input from me The main objective is to create a low-maintenance accounting system so I can focus on growing revenue rather than thinking about bookkeeping, receipts, filings, and deadlines. What I need help with * Set up or clean up the bookkeeping system * Recommend the best software stack for this setup: Xero, Puzzle.io, Mercury integrations, Stripe feeds, receipt capture tools, etc. * Set up Mercury bank feeds and Stripe integrations * Keep the books updated regularly * Reconcile Mercury bank transactions, Stripe payouts, Stripe fees, refunds, software expenses, and other recurring costs * Create a simple chart of accounts appropriate for a digital subscription business * Create and maintain a clear filings/compliance calendar for the Delaware C-Corp * Track key deadlines such as federal corporate tax filing, Delaware franchise tax/annual report, registered agent renewals, 1099s if relevant, and any other required filings * Prepare clean books and a year-end package for the CPA/tax preparer * Coordinate directly with a CPA, EA, or qualified US tax preparer for annual filings if you do not handle those yourself * Ask me for anything needed well ahead of deadlines, rather than waiting until the last minute * Create a tidy receipt/invoice collection system, ideally using automation where possible * Set up a shared inbox, forwarding workflow, or receipt capture system for software providers and recurring vendors * Identify missing receipts or documentation each month and provide a simple list of what is needed * Provide a short monthly summary of the books: revenue, expenses, cash position, and any open issues * Flag anything that may need attention, such as contractor payments, 1099s, sales tax/nexus questions, or unusual transactions Ideal background * Strong bookkeeping experience * Experience with US small businesses or Delaware C-Corps * Experience with US based SaaS, subscription, digital product, or online businesses * Familiarity with corporate compliance deadlines, especially federal C-Corp tax filing and Delaware franchise tax / annual report requirements * Experience with Stripe reconciliation, including payouts, fees, refunds, disputes, and revenue matching * Experience with Mercury, Xero, Puzzle.io, QuickBooks, or similar tools * Comfortable setting up automated workflows for receipts, invoices, and reconciliation * Able to be proactive and organized without needing constant management * CPA/EA is not required for the monthly bookkeeping role, but you should be comfortable coordinating with a CPA or tax preparer for annual filings * You do not need to be based in the USA, but you must understand US company bookkeeping and be comfortable working with US tax filing workflows Working style I want this to be as hands-off as possible. The right person will not just categorize transactions. They will help own the accounting/admin side, maintain a clear system, manage the compliance calendar, and tell me what is needed before deadlines. I do not mind if a separate CPA/tax preparer handles the actual annual filings, but I want one person to own the process, document collection, calendar, and coordination. To apply, please include: 1. Your experience with US small-business or Delaware C-Corp bookkeeping 2. Your experience with Stripe reconciliation 3. Your preferred accounting software stack for this type of business 4. How you would set up an automated receipt/invoice collection system 5. Your suggested monthly workflow for keeping the books current 6. Whether you are comfortable managing a compliance calendar and coordinating with a CPA/tax preparer 7. Whether you can recommend or work with a CPA/EA/tax preparer for Form 1120 and annual filings 8. Your proposed approach for the initial setup/cleanup phase 9. Your proposed ongoing monthly fixed fee once the system is running 10. Your hourly rate for ad hoc work Thank you!