Bookkeeper

Overview

This role combines bookkeeping, contract billing, quoting, and sales tax support. Responsibilities include maintaining accurate books in QuickBooks Desktop, preparing and sending recurring licensing and services invoices, handling AP/AR activities and collections, and filing sales tax returns for multiple states.

Responsibilities

Bookkeeping (QuickBooks Desktop)

• Enter bills and record deposits from the finance inbox twice a week
• Sync and code bank feed transactions weekly
• Ensure payroll is recorded in the correct month
• Reconcile bank accounts and support the monthly review
• Prepare AP payment runs for approval and process approved payments through QuickBooks Bill Pay
• Follow up with customers on invoices past net 45 and maintain an up-to-date AR tracking sheet
• Enter subcontractor timesheet data as invoices
• Process monthly partner commission payments
• Send consulting services invoices at the start of each month for the previous month

Contract invoicing (Work 365)

• Prepare and send about 30 Microsoft licensing and services invoices a month, mostly in the second week
• Handle high-dollar billing with a very high level of accuracy
• Perform light contract maintenance throughout the month

Quoting (HubSpot)

• Build quotes for Microsoft products and services
• Apply knowledge of Microsoft contracts across quoting, contract management, and invoicing

Sales tax

• File monthly or quarterly sales tax returns for four to five states

Additional work (once ramped up)

• Submit project claims in the Microsoft Partner Portal
• Clean up and maintain the CRM
• Help send, collect, and report on customer satisfaction surveys

Requirements & Qualifications

• 3+ years of hands-on bookkeeping experience, including full month-end cycles and bank reconciliations
• Strong QuickBooks skills (QuickBooks Desktop is a big plus)
• Experience with AP, AR, and follow-up collections
• Exposure to U.S. sales tax filings, ideally across multiple states
• High attention to detail, especially when billing high-dollar invoices
• Professional written and spoken English (customer and vendor contact about billing, payments, and quotes)
• Comfortable learning new systems; experience with Work 365, HubSpot, Microsoft licensing (CSP/EA), or another IT or SaaS billing environment is a strong plus (training will be provided)
• Track record of staying in roles long-term