Xero Bookkeeper

Overview

This is a fully remote, independent contracting role for an established Bookkeeper & Financial Coordinator supporting a boutique creative agency. Work begins on a flexible, part-time hourly basis (approx. 7–8 hours / 1 day per week), with potential for hours to increase as the business scales.

The engagement is outcome-based, with full professional responsibility for managing Xero reconciliations, invoicing workflows, and project financial tracking against defined Service Level Agreements (SLAs).

Responsibilities

• Xero bookkeeping review and overhaul

  • Conduct an initial review and overhaul of the Xero system to ensure bank reconciliations, transactions, and historical data are fully up to date.
  • Perform day-to-day bookkeeping, managing income/expenses, bank reconciliations, and digital record-keeping aligned with UK Making Tax Digital (MTD) requirements.
  • Prepare month-end summaries, quarterly VAT information, and year-end documentation for external accounting review.

• Invoicing and budget tracking

  • Raise and send client invoices for both retainer-based and project-phase billing.
  • Monitor project budgets to ensure invoiced amounts align with actual worked hours and agreed project phases.
  • Manage credit control, including friendly follow-ups on outstanding payments.

• Freelancer management and timesheets

  • Support freelancer onboarding workflows, including Google Forms, contract dispatches, and information gathering.
  • Oversee and consolidate monthly timesheets from creative freelancers into master tracking sheets.
  • Reconcile freelancer invoices against budgeted project hours to flag potential overruns early.

• Operations and project support

  • Maintain central Google Workspace tracking documents (Master Google Sheets, project logs).
  • Support general project administration, workflow tracking, and client/freelancer communication as the role evolves.

Requirements

• Essential (non-negotiable)

  • Proven, solid bookkeeping experience working with small businesses, agencies, or creative service providers.
  • Hands-on, proficient working knowledge of Xero (specifically bank reconciliations and system cleanup/overhaul).
  • Strong proficiency in Google Suite (Google Sheets, Docs, Forms) and Excel.
  • High degree of autonomy: able to take full ownership, work independently with minimal hand-holding, and solve problems proactively.
  • Meticulous attention to detail and accuracy with numbers, spreadsheets, and project tracking.
  • Strong written and verbal communication skills with professional stakeholder management (friendly credit control & freelancer communications).
  • Fully equipped home office with a reliable high-speed internet connection for remote work during UK business hours.

• Preferred (nice-to-have)

  • Working knowledge of UK VAT requirements, Making Tax Digital (MTD), and UK business banking setups.
  • Experience or familiarity with project management and time-tracking tools like Toggl and Asana.
  • Background in a creative, design, production, or agency environment.
  • Formal bookkeeping qualification (e.g., AAT, ICB, or SAIPA).
  • Experience managing agency/freelancer timesheets, project budgets, and profit tracking.
  • Openness to taking on wider client communications and project management support as the role grows.

Location

Fully remote. Home office required with reliable high-speed internet connection for remote work during UK business hours.

Compensation & Benefits

• Independent contracting role.
• Starting part-time hourly basis at approx. 7–8 hours / 1 day per week, with opportunity for hours to grow as the business scales.