Bookkeeper

Scope of Work – Bookkeeper Remote – Full-Time

About the Role

The Bookkeeper is responsible for the accurate and timely completion of day-to-day bookkeeping activities for assigned client accounts.

The role focuses on maintaining accurate financial records, completing assigned month-end responsibilities, proactively identifying discrepancies and missing information, and supporting the timely delivery of accurate client financial statements.

The Bookkeeper is also responsible for maintaining organized client tasks and documentation, following company and client-specific procedures, communicating delivery risks, and applying feedback provided by the leadership team.

Key Responsibilities Accurate & Timely Bookkeeping Complete day-to-day bookkeeping activities accurately within 48 hours of receiving information. Enter and maintain vendor bills, credits, and vendor information. Reconcile vendor statements and identify: Missing bills Unapplied credits Duplicate charges Other discrepancies Record and accurately categorize bank and credit card transactions according to the appropriate Chart of Accounts. Match bank-feed transactions to: Recorded deposits Bill payments Customer payments Other existing activity Identify uncategorized or unclear transactions and obtain client clarification through the designated system. Create and maintain customer records in QuickBooks Online. Enter customer estimates and approved change orders based on supporting documentation and client-specific procedures. Convert completed estimates into customer invoices based on installation, completion, or other client-specific reports. Record customer deposits and final payments and accurately apply payments to open invoices. Record and match bank deposits. Maintain accurate Accounts Receivable records and review aging reports for discrepancies. Follow up on questions related to customer balances, deposits, payments, and outstanding receivables. Journal Entries & Accruals Prepare and record required journal entries. Prepare and record payroll journal entries based on payroll reports. Allocate payroll and labor costs to the appropriate jobs when required. Record accountant-provided and other approved journal entries with appropriate supporting documentation. Prepare and record recurring monthly journal entries and accruals. Record commission, inventory, payroll, labor, and other client-specific accruals as applicable. Month-End Close & Financial Accuracy Complete assigned month-end responsibilities to support preliminary financial statements delivered by the 10th calendar day of each month. Complete all assigned: Bank reconciliations Credit card reconciliations Balance Sheet reconciliations Complete required job costing and month-end journal entries. Prepare accurate month-end financial statements. Identify missing information, outstanding questions, or incomplete work that may affect month-end close. Follow up on outstanding items through Double or other company-designated systems. Bank & Credit Card Reconciliations Reconcile each assigned bank and credit card account at month-end. Review uncleared transactions. Investigate and resolve aged, duplicate, voided, or otherwise inaccurate uncleared transactions. Follow up with clients for clarification or supporting documentation when necessary. Balance Sheet Reconciliations Reconcile assigned Balance Sheet accounts, including: Loans Payroll clearing Work in Progress Prepaid Expense Customer Deposits Other assigned accounts Investigate remaining or unusual balances in payroll clearing and other reconciled accounts. Review accounts for: Unusual balances Unsupported balances Negative balances Aged balances Unreconciled balances Investigate and resolve discrepancies as they arise. Escalate unresolved reconciliation items to the Account Manager. Job Costing & Revenue Reconciliation Complete job costing for installed or completed jobs according to client-specific SOPs. Reconcile installation and completion reports to revenue recorded in QuickBooks Online. Investigate and resolve revenue discrepancies. Allocate material, labor, commissions, and other job costs to the appropriate completed or installed jobs. Transfer applicable costs from Work in Progress and Prepaid Expense accounts to Cost of Goods Sold. Confirm that Work in Progress, Prepaid Expense, and Customer Deposit balances are cleared for completed or installed jobs on a monthly and year-to-date basis. Correctly identify completed jobs by changing customer naming conventions when applicable. Job Costing Review Review job profitability for unusual costs, margins, or variances. Confirm job-costing entries are complete and properly supported. Identify items requiring Account Manager review. Make corrections or provide supporting information when requested. Quality, Organization & Documentation Maintain organized client tasks, files, supporting documentation, questions, and outstanding needs. Track work progress using company-designated systems, meetings, reporting forms, and software. Attach or retain appropriate supporting documentation in the client folder for transactions and journal entries. Keep client-specific SOPs current. Notify the Account Manager when procedures, systems, or client requirements change. Assist with maintaining: Company SOPs Client-specific SOPs Checklists Workflows Follow all company and client-specific SOPs, checklists, workflows, and bookkeeping best practices. Verify completed work against source documentation. Review work for: Coding errors Duplicate transactions Missing activity Unusual balances Unresolved discrepancies Correct identified errors in a timely manner. Apply prior corrective feedback to future work. Proactively communicate when additional training, clarification, or resources are needed. Communication & Team Responsibilities Provide proactive and accurate status updates to the Account Manager regarding: Assigned clients Outstanding needs Month-end progress Delivery risks Anticipated delays Client communication gaps Capacity concerns Other potential risks Communicate risks before they affect deadlines. Escalate unresolved discrepancies, missing information, or client concerns promptly. Respond in a timely manner to Account Manager questions, feedback, and corrective actions. Support Account Managers and coaches by providing accurate financial information and transaction details when requested. Attend required company, Pod, and client touch-base meetings and coaching calls. Arrive prepared to provide accurate updates and discuss outstanding needs. Assist with year-end accountant requests, financial support schedules, and other year-end bookkeeping tasks. Coordinate coverage and provide complete handoff information before planned PTO. Proactively identify recurring bookkeeping breakdowns or inefficiencies and recommend improvements to the Account Manager. Complete other assignments reasonably related to the position, confirming the expected outcome, priority, and due date. Perform all duties in accordance with stated company values and documented handbook policies. Performance Evaluation & Accountability

Performance will be evaluated based on the Bookkeeper's ability to maintain accurate, timely, organized, and complete bookkeeping records for assigned client accounts.

Key areas of accountability include:

Accuracy and timeliness of bookkeeping. Completion of month-end responsibilities. Accuracy of reconciliations. Quality of job costing and revenue reconciliation. Timely identification and resolution of discrepancies. Organization and completeness of supporting documentation. Compliance with company and client-specific SOPs. Proactive communication regarding risks and outstanding needs. Responsiveness to Account Manager feedback and corrective actions. Consistent application of prior feedback to future work. Key Performance Indicators (KPIs)

Performance should be measured against the following expectations established in the scope:

48-Hour Bookkeeping Turnaround: Day-to-day bookkeeping activities completed accurately within 48 hours of receiving required information. Month-End Deadline: Assigned month-end responsibilities completed in support of preliminary financial statements delivered by the 10th calendar day of each month. Reconciliation Accuracy: Assigned bank, credit card, and Balance Sheet accounts reconciled accurately, with discrepancies investigated and resolved or escalated appropriately. Job Costing Accuracy: Completed and installed jobs accurately reconciled, costed, and supported. Documentation Quality: Client tasks, files, supporting documentation, and outstanding needs remain organized and current. Communication & Risk Management: Delivery risks, missing information, discrepancies, and client concerns are communicated proactively before deadlines are affected. Reporting Structure Reports to the Account Manager for assigned client accounts. Works alongside Account Managers and coaches to provide accurate financial information and transaction details. Participates in required company, Pod, client touch-base, and coaching meetings. Software & Tools

The Bookkeeper will work with company- and client-designated systems, including:

QuickBooks Online Double Company-designated reporting systems Company and client task-management systems Google or other documentation systems as applicable to the client 90-Day Onboarding Plan Phase 1: Training & Process Familiarization – Month 1 Learn company bookkeeping procedures and expectations. Become familiar with client-specific SOPs, workflows, checklists, and Chart of Accounts. Learn the QuickBooks Online setup for assigned client accounts. Understand the company's reconciliation and month-end close processes. Learn job costing and revenue reconciliation requirements. Become familiar with documentation, task tracking, and escalation procedures. Review communication expectations with the Account Manager. Phase 2: Guided Execution – Month 2 Begin independently completing day-to-day bookkeeping responsibilities. Perform vendor, bank, credit card, and Balance Sheet reconciliations with appropriate oversight. Begin completing assigned journal entries and accruals. Support month-end close responsibilities. Begin completing job costing and revenue reconciliation. Maintain client documentation and outstanding-item tracking. Receive and apply feedback from the Account Manager and leadership team. Phase 3: Full Ownership – Month 3 Assume full responsibility for assigned client bookkeeping activities. Consistently meet the 48-hour turnaround expectation. Complete assigned month-end responsibilities within established deadlines. Independently identify and resolve routine discrepancies. Escalate unresolved issues appropriately. Maintain accurate and organized client documentation. Demonstrate consistent adherence to client-specific SOPs and company bookkeeping standards. Proactively identify recurring bookkeeping inefficiencies and recommend improvements. Work Environment Remote position. Requires the ability to work independently while maintaining consistent communication with the Account Manager and team. Requires strong organization and attention to detail across multiple client accounts. Requires timely completion of recurring bookkeeping and month-end responsibilities. Requires participation in required company, Pod, client, and coaching meetings. About the Company

The Profit Masters for The Cash Flow CFO provides bookkeeping and financial support services for client accounts.

The Bookkeeper role is structured around accurate and timely day-to-day bookkeeping, month-end responsibilities, financial statement support, client documentation, discrepancy identification, and proactive communication with the leadership team.

Final Notes

This role is designed for a detail-oriented bookkeeping professional who can take ownership of assigned client accounts and consistently deliver accurate financial work on schedule.

Success in this position means:

Accurate day-to-day bookkeeping. Timely completion of assigned work. Clean and complete reconciliations. Accurate job costing and revenue reconciliation. Organized client documentation. Proactive identification of discrepancies and missing information. Clear communication with the Account Manager. Consistent adherence to company and client-specific procedures. Strong application of feedback and continuous improvement.