Bookkeeper for US Small Business - QuickBooks Online Reconciliation & Year-End Close

BOOKKEEPER FOR US SMALL BUSINESS -- QUICKBOOKS ONLINE RECONCILIATION AND MONTH-END CLOSE

Type of work: Part-time, ongoing monthly work after an initial paid cleanup project
Hours per week: 10-15 hours typical, heavier during the initial cleanup and at year-end
Compensation: $6-$9/hr USD based on experience and credentials, paid reliably every two weeks

IMPORTANT: Start your application with the code word LEDGER so we know you read this in full. Applications without the code word will not be reviewed.

A NOTE FROM OUR FOUNDER

Clean books are not a chore for us, they are how we make good decisions. I need a bookkeeper who treats a reconciliation the way a good editor treats a final cut: nothing ships until it is actually right. If you take pride in books that a US tax preparer can pick up and file from without a single question, this is your seat.

Artem Nikulkov, Founder

WHO WE ARE

Earth Coast Productions is a Colorado-based live events and media production company with 15 years of experience. We specialize in live broadcasting, livestreaming, and full AV production for nonprofits, mission-driven organizations, and B-Corps. We are a small, distributed, async-first team, and several of our core team members are based in the Philippines. We know how to work with remote contractors well: clear SOPs, reliable pay, long-term relationships.

THE ROLE

Transaction categorization for the current year is already done. Your first project is to reconcile all accounts in QuickBooks Online, catch and fix miscategorizations, resolve uncleared and duplicate items, make adjusting entries where needed, and close the books so they are ready to hand to our US tax preparer.

After the cleanup, this becomes an ongoing monthly role: reconcile accounts, close the month, and deliver a short monthly summary. As trust builds, the role can grow into light AR/AP support and financial reporting.

WHAT YOU WILL ACTUALLY DO

> Reconcile bank, credit card, and payment processor accounts in QuickBooks Online
> Review categorization and fix errors, with US tax treatment in mind
> Investigate and resolve uncleared transactions, duplicates, and discrepancies
> Make month-end and year-end adjusting entries
> Prepare the books for a US tax preparer, and answer their questions when they come up
> Deliver a monthly close summary in plain language: what changed, what you fixed, what needs my attention
> Follow and help improve our written bookkeeping SOPs
> Communicate proactively on timelines. Zero missed deadlines without prior communication.

WHAT SUCCESS LOOKS LIKE

> Every account reconciles to the statement, every month, with documented explanations for anything unusual
> Our tax preparer receives close-ready books and has few or no follow-up questions
> Monthly close completed within 10 business days of month end
> Issues are flagged early with a proposed fix, not discovered later
> Proactive communication on every deliverable

WHAT WE ARE LOOKING FOR

Required:

> Accounting degree, CPA (Philippines) a strong plus
> QuickBooks Online ProAdvisor certification
> 2 or more years doing bookkeeping for US-based small businesses specifically, not just PH or general clients
> Real month-end close experience: you have a close checklist and can walk us through it without hesitation
> Understanding of US small business specifics: owner draws vs expenses, meals, vehicle use, home office, payment processor fees
> Excellent written English
> Reliable internet and a secure computer setup
> Comfortable working async and independently

Nice to have:

> Experience preparing books for a US CPA or tax preparer at year-end
> Familiarity with Stripe, ACH payments, and payment processor reconciliation
> Experience with media, events, or service businesses
> Comfort with AI tools in your workflow. We are an AI-forward company and we document everything.

ACCESS AND SECURITY

You will be invited as an Accountant user in QuickBooks Online. You will never be asked for, or given, bank logins or payment credentials. We take least-privilege access seriously and you should too. If a client ever asked you for bank credentials in the past and you pushed back, tell us about it. That is a point in your favor.

WHAT WE OFFER

> Reliable, on-time pay every two weeks via your preferred low-fee method
> 13th month pay after your first full year
> Long-term, stable monthly work, not a one-off project
> Written SOPs and a founder who respects your expertise and your time
> Fully remote, async-first. No US night shift required for this role, we work by deadline, not by clock.

RED FLAGS. DO NOT APPLY IF...

> You have never closed books for a US business
> You have never worked directly with a US tax preparer or CPA
> "Reconciled" means you clicked Match on everything and moved on
> You cannot explain a discrepancy you personally found and resolved
> You miss deadlines without communicating ahead of time
> You need constant direction and do not take initiative

HOW TO APPLY

Start your application with the code word LEDGER so we know you read this in full.

Include the following:

1. Your accounting credentials and your QuickBooks Online ProAdvisor certification status
2. How many US small business clients you have done monthly closes for, and for how long
3. Brief answers to these questions:

> Walk us through your month-end close checklist, step by step.
> Tell us about a reconciliation discrepancy you found and resolved. What was it, how did you catch it, and how did you fix it?
> A US tax preparer asks why the P&L shows a large "Ask My Accountant" balance. What do you do?

Shortlisted candidates will be given a small paid test project (2-3 hours at your quoted rate) reconciling a sample account before any hiring decision is made.