Bookkeeping/Accounting- initial setup and monthly service using Xero

2. Scope of Work Phase 1: Upfront Setup & Integration (One-Time Deliverable) The majority of the technical work is required upfront to establish clean corporate hygiene and automated data flow: 1. Xero Chart of Accounts Setup: o Build a clean, streamlined Chart of Accounts tailored for a single-member LLC environmental consulting firm. o Categorize Cost of Goods Sold (COGS) specifically for laboratory analysis fees and sampling consumables (Air-O-Cell cassettes, tape lifts). o Separate operating expenses (professional liability E&O insurance, software subscriptions, vehicle mileage/expenses). 2. Jobber & Xero Integration: o Connect and configure the direct integration between Jobber and Xero. o Test mapping for client profiles, invoices, line items, and payment gateways (Stripe/Jobber Payments) to ensure clean synchronization without duplicate entries. 3. Texas Sales Tax Workflow Configuration: o Configure Xero and Jobber to handle Texas Comptroller tax rules correctly:  Tax-Exempt (0%): Out-of-pocket / private consulting assessments.  Taxable (8.25% Austin Rate): Assessments associated with active property insurance claims (reclassified under Texas Rule 3.355 as Insurance Investigations). 4. Historical Setup: Reconcile initial startup capital contributions and pre-launch vendor expenses. Phase 2: Ongoing Monthly Maintenance (Recurring Service) Due to our high-margin consulting model, monthly transaction volume is intentionally light: • Bank & Credit Card Reconciliation: Monthly reconciliation of 1 business checking account and 1 business credit card. • Jobber Sync Audit: Review Xero bank feeds against Jobber payment payouts to ensure zero clearing account discrepancies. • Quarterly Sales Tax Support: Compile collected Texas sales tax totals for quarterly Texas Comptroller WebFile returns. • Financial Reporting: Generate monthly Profit & Loss (P&L) and Balance Sheet statements formatted for Schedule C tax preparation. 3. Preferred Candidate Qualifications • Xero Certified Advisor: Proven expertise setting up and managing Xero accounting software. • Jobber Integration Experience: Demonstrated experience integrating Jobber CRM with Xero (mapping line items, payments, and clearing accounts). • Texas Sales Tax Familiarity: Understanding of Texas Comptroller sales tax requirements (specifically Austin market 8.25% rates and tax-exempt vs. taxable service classifications). • Schedule C Alignment: Experience structuring Chart of Accounts for U.S. single-member LLC pass-through tax reporting. 4. Proposal Submission Requirements Please reply with the following information: 1. Pricing Structure (Please quote separately): o Fixed Fee — Phase 1: One-time price for Xero setup, Chart of Accounts creation, Jobber integration, and tax mapping. o Monthly Retainer — Phase 2: Ongoing monthly price for light maintenance, reconciliations, and reporting. 2. Relevant Experience: Brief summary of your experience with Xero, Jobber integrations, and service-based small businesses. 3. Certifications: Mention any relevant credentials (Xero Certified ProAdvisor, CPA, EA, Bookkeeping Certification). 4. Estimated Timeline: How quickly can you complete the Phase 1 setup upon selection?