Financial Systems Setup for Early-Stage Clinical Research Startup (MVP Phase)

Job Description We are an early-stage clinical research / health data startup building a platform in the hair and scalp disorders space. We are currently in MVP phase with active collaborators in multiple countries and preparing for IRB-aligned research operations. At this stage, we are not looking for ongoing bookkeeping or tax services. We are looking for a financial systems freelancer to help us establish clarity, structure, and clean financial tracking from the ground up. Our current situation: * Early-stage, pre-revenue / MVP phase company * 3 research collaborators (international, IRB process in progress) * One contractor handling data operations * Early expenses partially mixed with personal spending * No formal accounting system yet in place We need to establish financial clarity before the system becomes harder to reconstruct. ⸻ Scope of Work (Initial 5-10 hours total) 1. Expense Reconstruction (Past 2–6 months) * Review bank/credit card transactions and receipts * Categorize all expenses into a simple, logical structure: * Software / tools * Research / data operations * Collaborator payments * Travel / clinical / professional * Miscellaneous / unclear items * Identify missing documentation or gaps ⸻ 2. Personal vs Company Expense Separation * Flag and organize mixed or ambiguous expenses * Propose a clean separation or reimbursement structure * Help establish a defensible financial record for early-stage research startup context ⸻ 3. Financial System Setup (Forward-Looking) * Recommend and/or implement a lightweight system such as: * QuickBooks, Xero, or Airtable-based ledger (depending on fit) * Set up: * Chart of accounts tailored to research / clinical MVP operations * Consistent categorization rules * Simple monthly burn / expense tracking template ⸻ Ideal Candidate * Experience with early-stage startups or small businesses * Comfortable working with incomplete / messy financial data * Strong organizational mindset (this is a systems-building task, not just bookkeeping) * Bonus: experience with healthcare, research, biotech, or academic labs * Ability to work independently and structure ambiguity ⸻ Important Notes * This is a short-term foundational setup project (5-10 hours), not ongoing bookkeeping (at least initially) * The goal is to create a clean system that can later scale or be handed off to a bookkeeper/CFO * Accuracy, clarity, and structure are more important than tax optimization at this stage ⸻ Deliverables * Clean categorized expense ledger (past 2–6 months) * Clear separation framework for personal vs company spending * Simple financial tracking system (tool + structure) * Monthly burn report template ⸻ How to Apply Please include: * Relevant experience with early-stage startups or messy financial cleanup * Tools you’ve used (QuickBooks, Xero, Airtable, etc.) * A short description of how you approach setting up financial systems from scratch