Internal Accountant (QBO) for Small Grocery – AP, Reconciliations & SOPs

Ongoing role, 5–10 hours weekly (seasonally flexible) | Requires overlap with Mountain Time (Denver) | Tools: QBO, QBO Bill Pay, Sharepoint, Notion, email/Slack/WhatsApp

About Us
We're an independent grocery store in Aurora, CO. Our CPA firm handles taxes and strategy; now we need a hands-on internal accountant to keep daily finance operations running smoothly—paying vendors on time, maintaining clean books, organizing receipts, and documenting clear, simple processes.

Your Core Responsibilities

Accounts Payable & Vendor Management
You'll own the full AP cycle: maintaining current vendor records with W-9s and payment terms, entering and coding bills accurately, scheduling payments through QBO Bill Pay, and executing weekly pay runs. You'll keep an AP calendar tracking due dates, resolve credits and duplicates, and reconcile vendor statements quarterly.

Expense Workflow & Receipts
Build and run a simple receipt capture system via mobile and email intake. Each week, match receipts to bank and card transactions, follow up on missing documentation, and create QBO bank rules for recurring vendors to streamline coding.

Light Accounts Receivable
Create and send invoices, apply payments, maintain AR aging reports, and manage a friendly, professional collections cadence when needed.

Process Documentation
Write concise 1–2 page SOPs for each recurring process and maintain a centralized Finance Runbook with indexes and file links.


Your First 4–6 Weeks

You'll establish our core financial infrastructure: a complete vendor master sheet, AP calendar with weekly pay-run checklist, a receipt intake system with staff training guide, 20–40 bank rules with a coding map, a lean month-end close checklist targeting ≤5 business days, a standard monthly report pack (P&L, balance sheet, AP/AR aging), and SOPs covering vendor payments, bank feed review, reconciliations, month-end close, receipt capture, vendor onboarding, light AR/collections, and 1099 tracking.

Success Metrics
We measure by results: 98%+ on-time vendor payments, 95%+ receipt coverage on transactions, reconciliations completed within 5 business days of statement availability, month-end close within 5 business days, and reclass rate under 1% of monthly transactions.

What You Bring
At least 3 years of hands-on QBO experience with small retail or multi-vendor businesses. You've built effective bank rule systems, cleaned up coding quickly, and reconciled efficiently. You write clear SOPs and checklists, communicate proactively, and stay ahead of details. Experience with 1099/W-9 management and light collections is a plus.

How We'll Work Together
You'll receive QBO access (invoicing + Bill Pay), read-only bank/card access, and Sharepoint Access We'll have a brief weekly check-in (15–30 minutes) to review the AP calendar, discuss blockers, and track KPIs.

To Apply
Please share a concise package: your 3–5 step weekly QBO AP workflow outline, five priority bank rules for a grocery store (with your reasoning), your month-end close checklist for achieving a 5-day close, one specific example of helping a small team reach ≥95% receipt coverage, plus your hourly rate, weekly availability, and typical Mountain Time overlap.