Bookkeeper

Overview

This role supports bookkeeping and end-to-end financial operations across multiple concurrent campaigns and deal workstreams. Responsibilities include reconciliations, accounts receivable and collections, invoicing and automation, vendor onboarding across payment platforms, reporting and compliance support, and contribution to systems migration from QuickBooks Online to Xero.

Responsibilities

Reconciliation

• Reconcile bank feeds against invoices; identify and resolve discrepancies
• Reconcile PayPal activity against bank feeds and invoice records
• Review and clean up bills queued for payment in Ramp (AP platform)
• Conduct monthly 401(k) reconciliation with Gusto (payroll provider)
• Maintain CRM data integrity (HubSpot)
• Maintain accurate finance and accounting data on every deal record, including:
  • Date of service
  • Date of invoicing
  • Prepayment status
  • Reimbursements
  • Payment status
• Verify that contract value, HubSpot deal value, and invoice amount match on every deal; investigate and resolve discrepancies before payout
• Update deal records with expected payment dates and keep timelines current as they shift
• Maintain a single source of truth in HubSpot so team members can quickly determine where each deal stands financially

Accounts Receivable and Collections

• Track overdue invoices and drive follow-up to resolution
• Escalate at-risk receivables early rather than at month-end
• Maintain clear documentation of collections activity and client commitments on the deal record

Creator Payment Support

• Respond promptly to creator inquiries about deal status, payment dates, invoicing, and payment history
• Investigate and confirm actual payment status before responding—never estimate or guess at payment dates
• Handle delayed-payment conversations with care and professionalism:
  • Proactively obtain updates from clients when payments are late
  • Communicate clearly with creators without overpromising
• Escalate to the CEO when a payment delay is material or a creator relationship is at risk

Invoicing and Automation

• Support the buildout and maintenance of invoice-creation automation workflows
• Validate automated output against the books and troubleshoot breaks in the workflow

Vendor Onboarding and Client Payment Platforms

• Register and maintain as a vendor across client and agency payment portals (Tipalti, Bill.com, Lumanu, SAP Ariba, and brand-specific AP systems)
• Complete vendor onboarding end-to-end, including:
  • W-9s
  • ACH and banking authorization forms
  • Insurance certificates
  • Supplier questionnaires
  • Identity verification steps
• Manage login credentials and platform access securely; maintain a central record of every platform registered and each platform’s status
• Monitor client portals for invoice status, approval holds, rejected submissions, and payment remittance
• Submit invoices through each client’s required system and format, following each client’s specific process rather than a single default workflow
• Complete recurring re-verification and annual vendor revalidation requirements before they lapse to prevent delayed payment
• Track onboarding progress against campaign timelines so platform setup doesn’t cause invoice delays

Reporting and Compliance

• Build and maintain cash flow forecasting
• Support 1099 preparation and year-end filing
• Maintain clean documentation for CPA handoff

Systems Transition

• Contribute to the QuickBooks Online to Xero migration, including data validation and post-migration cleanup

Security and Confidentiality

• Handle confidential financial, payroll, and personal information with strict discretion, including banking details, creator tax documentation and personal data, contract terms, and compensation information
• Follow security protocols for credential management, including use of the company password manager and multi-factor authentication on all financial systems
• Verify banking and payment detail changes through an approved secondary channel before processing; never act on payment instruction changes received by email alone
• Recognize and escalate suspected phishing, payment fraud, or business email compromise attempts
• Maintain a secure, private workspace; never access financial systems on shared or public devices or networks
• Adhere to data handling standards and confidentiality obligations under the employment agreement

General

• Manage finance workstreams across multiple concurrent campaigns, ensuring nothing falls through the cracks
• Provide general finance and executive assistant support to the CEO
• Proactively identify and flag process improvements

Requirements

Must-Have

• 3+ years of bookkeeping or finance operations experience
• Proficiency in Xero (required — we are migrating to Xero this year)
• Proficiency in QuickBooks Online
• Excellent spoken and written English (role communicates directly with the CEO, US-based brand partners, and payment platform support teams)
• Demonstrated ability to manage multiple concurrent workstreams with strong follow-through
• Experience with accounts receivable and collections, including persistent follow-up on overdue payments
• Strong attention to detail and accuracy in reconciliation work
• Comfortable working independently and surfacing issues early
• Bachelor’s degree in Accounting, Finance, or a related field

Preferred Qualifications

• Experience supporting a QuickBooks Online to Xero migration
• Experience with Ramp, PayPal, Gusto, or HubSpot
• Background in a US-based professional services environment
• Familiarity with US 1099 contractor payment processes
• Familiarity with AI automation tooling such as n8n or Zapier
• Prior experience supporting a US-based executive across time zones

Compensation & Benefits

• Salary Range: PHP 35,000 - PHP 45,000 (depending on experience)
• Work Setup: Work-from-home in the Philippines
• Work Schedule: Starting at 7:00 AM or 7:30 AM CDT and wrapping up around 5:30 PM CDT. The role is expected to require approximately 8 hours of actual work per day, with flexibility to take additional breaks as needed throughout the day.

Location

• Philippines