QuickBooks Online Bookkeeper for Recurring Billing & AR (Ongoing, Remote)

About Us WhatsUpSCV is a local media, marketing, and events company serving the Santa Clarita Valley. We work with a high volume of clients (advertising and marketing accounts, event sponsors, and vendors) and we run our books in QuickBooks Online. We are growing and will be pursuing financing, so we need our books kept clean, accurate, and ready to stand up to a lender or investor at any time. What We Need Our biggest pain point is recurring billing slipping through the cracks: monthly invoices going out late or not at all, and client payments getting missed. We need someone who builds a system so a billing date is never missed, and who keeps our books clean enough that our financials always present the business accurately. Phase 1, Full Cleanup and Setup This must be completed within 4 weeks of starting. This is a firm deadline, so please only apply if you can meet it. Week 1, Stabilize: Get QuickBooks access plus access or exports for every revenue source (bank statements, payment processor, existing invoices). Turn on automatic recurring invoices and reminders for known active clients so current billing stops slipping immediately. Week 2, Rebuild the picture: Reconstruct our full client list from the last 12 months of bank deposits, payment processor records, and existing invoices, rather than from a list we hand over. Reconcile every account, categorize transactions, and clean up the chart of accounts. Surface clients who paid but were never invoiced, any client whose recurring payment quietly stopped, and anyone being undercharged. Week 3, Confirm and recover: Bring us the rebuilt client roster to confirm rates and terms, then bill and collect what we are owed, chase overdue balances, and separate personal and business transactions. Deliver an initial AR aging report. Week 4, Lender ready baseline: Deliver the first full monthly report package (P&L, Balance Sheet, Cash Flow, and AR aging) with books fully reconciled and current. Ongoing Responsibilities Manage recurring invoices in QuickBooks Online so every client is billed correctly and on schedule, using automatic recurring invoices and reminders so nothing depends on someone remembering. Handle individual invoices for events, sponsorships, and vendor fees. Own accounts receivable: send invoices on time, apply payments, track outstanding balances, and follow up on overdue accounts. Communicate directly with our clients from a company email address to send invoices, answer billing and payment questions, and collect on overdue accounts, professionally and in keeping with our brand. Manage accounts payable (actual payments subject to our approval). Keep all transactions categorized and reconcile every bank and credit card account each month. Run a formal monthly close and deliver monthly financial statements (P&L, Balance Sheet, Cash Flow), an AR aging report, and a short summary in plain English. Track 1099 contractors and any applicable sales tax, and keep books ready for our CPA at year end. Proactively flag issues such as cash flow, rising overdue balances, and margins. Confidentiality This role has full visibility into our revenue, client list, rates, and financials. We require strict confidentiality. Must Have Skills Proven QuickBooks Online expertise (required) Strong experience with recurring invoicing and AR management at volume Bank and credit card reconciliation and monthly close Comfortable producing clean financial statements (P&L, Balance Sheet, Cash Flow) Experience with businesses based in the US (US chart of accounts, 1099s, US sales tax) Excellent written English Professional, client facing written communication for billing and collections, since you will email our clients directly Extremely organized, reliable with deadlines, and proactive Nice To Have Media, advertising, agency, or events bookkeeping experience Experience preparing books that are ready for lenders or investors QuickBooks Online ProAdvisor certification or an accounting credential (CA, CPA, ACCA) Engagement Ongoing monthly retainer, with strong potential to take on our other businesses over time Flat fee of $200 per month for the ongoing work. Please quote the Phase 1 cleanup as a separate fixed fee. Phase 1 must be completed within 4 weeks of starting Monthly close by the 7th. Communication by email plus WhatsApp or Slack, with an optional monthly video call. You will be given a company email address to handle all client billing and collections communication Start date: as soon as possible To Apply, Please Include Your QuickBooks Online experience and how you have handled recurring billing and AR The exact system you would set up so a recurring monthly invoice is never missed The largest client or invoice volume you have managed in QuickBooks Online Confirmation you can complete the Phase 1 cleanup within 4 weeks