Accounts Payable & QuickBooks Online

Overview

This role is for a highly disciplined Accounts Payable professional with advanced QuickBooks Online expertise. The position involves owning the full accounts payable workflow, managing vendors, and performing QuickBooks Online cleanup and organization for a multi-location orthodontic organization.

This is a system-building role, requiring strong accrual accounting knowledge, vendor controls, and the ability to organize and clean a complex QuickBooks Online file.

Responsibilities

Accounts Payable Ownership

• Manage the full-cycle accounts payable process
• Enter, code, and verify vendor bills accurately
• Match invoices to purchase orders and approvals
• Maintain organized vendor files and W-9 documentation
• Schedule and process weekly payment runs
• Monitor duplicate bills and help prevent overpayments
• Reconcile vendor statements monthly

QuickBooks Online Management

• Clean and reorganize the existing QuickBooks Online file
• Merge duplicate vendors and accounts properly
• Maintain an accurate chart of accounts structure
• Ensure proper class and location tracking by office
• Maintain accrual-based accounting integrity
• Reconcile credit cards and bank accounts monthly
• Identify misclassified transactions and correct them
• Assist in building a clean month-end close process

Financial Controls & Reporting Support

• Prepare monthly AP aging reports
• Track outstanding liabilities
• Support month-end close checklist completion
• Maintain digital documentation standards
• Flag unusual spending patterns
• Assist in preparing location-level expense summaries

Workflow Discipline

• Build standardized AP workflow documentation
• Create a clear approval routing structure
• Implement bill submission deadlines
• Maintain a payment calendar
• Reduce manual errors through system improvements

Requirements

• Minimum 3–5 years accounts payable experience
• Advanced QuickBooks Online experience (required, not optional)
• Experience cleaning and reorganizing messy QuickBooks Online files
• Strong understanding of accrual accounting
• Experience in multi-location businesses preferred
• Strong Excel skills
• Highly detail-oriented and organized
• Able to work in-office initially

Preferred Qualifications

• Experience cleaning and reorganizing messy QBO files
• Multi-location business experience

Key Performance Metrics (Measured Monthly)

• 100% of vendor bills entered within 48 hours of receipt
• Zero duplicate payments
• All bank and credit cards reconciled by the 10th of each month
• Clean AP aging report delivered monthly
• Reduction in QuickBooks cleanup errors month over month
• Month-end close participation completed on schedule

Compensation & Benefits

• Salary is up to $80K annually based on prior experience
• Pay rate: $25–$40 per hour based on skills and experience
• Health, Dental, and Vision
• PTO
• 401(k) with company match
• Discounted orthodontic care for you and your family
• Ample growth & advancement opportunities
• Convenient office locations

Location

• Job type: Full-time
• Work arrangement: hybrid or remote
• Option: Could be fully remote position
• Note: Able to work in-office initially