The Bookkeeper VA will own day-to-day bookkeeping and financial data hygiene by maintaining accurate records across QuickBooks Online and the company CRM (SingleOps). This role is primarily responsible for auditing/cross-referencing data, ensuring job setup accuracy (tags, assignments, deposits, job type), producing daily/weekly management reporting (sales, production, AR aging), and supporting the buildout of “checklist-driven” financial controls using Monday.com.
This VA is not expected to “lay down the hammer,” but must confidently follow up internally to close loops (e.g., missing tags, wrong job classification, missing deposit, missing job-costing details), and provide basic reminders to clients for their payment. However, Customer-facing formal collections calls are expected to be handled by Customer Service (bookkeeper provides the reporting + exception flags that drive those calls), not this VA.
DUTIES & RESPONSIBILITIES
Financial Data Hygiene & Audit (CRM ↔ QBO)
- Audit data accuracy in SingleOps (CRM) and ensure required job fields are correctly completed (e.g., residential vs commercial, correct sales rep, deposit status, schedule readiness).
- Cross-reference CRM data to QBO revenue/entries to ensure reporting confidence (target: north of 95% accuracy).
- Maintain “good data in = good data out” discipline by identifying recurring input issues and recommending fixes (checklists, required fields, tagging rules).
- Maintain a weekly exception log: missing/incorrect tags, wrong job type, missing deposit, missing salesperson assignment, scheduling issues, and unresolved discrepancies.
QuickBooks Online Bookkeeping (Fractional CFO transition support)
- Code and post transactions in QuickBooks Online (bank/credit card activity), ensuring accurate categorization.
- Support reconciliations (bank/credit cards) and keep books clean and consistent.
- Post revenue into QBO using CRM reporting (e.g., “items report” workflow) and validate totals against CRM.
- Support future workflow for bill pay approvals (build-ready process; execution based on client approvals/access).
Reporting & “Start-of-Day” / Cadence Reporting
- Produce recurring reports (daily/weekly as defined during onboarding) including:
- Sales performance reporting: previous day + week-to-date + quarter-to-date/year-to-date views, by salesperson.
- Add a variance-to-goal view (goal vs actual; on-track/off-track).
- Production volume reporting: crew volume and plant healthcare tech volume (revenue proxy), with trend highlights.
- Accounts receivable aging (reporting only; not collections calling):
- Residential aging buckets (e.g., 15+ / 30+ / 60+)
- Commercial aging buckets (e.g., 45+ / 60+ / 90+)
- Flag “red alerts” to leadership: scheduled jobs lacking deposit, misclassified commercial jobs routed into residential follow-up sequences, unusual aging spikes, etc.
Job Costing Support
- Ensure two priority job-costing items are properly attributed when applicable:
- Crane/equipment rental
- Tree planting (nursery tree costs)
- Identify “bundled” CRM line items and follow up internally (sales team) to split revenue attribution across categories (e.g., plant healthcare vs removal vs stump grinding), on a set cadence (weekly/monthly).
- Support adoption of CRM labor tracking feature (foreman clock-in/out per job) by monitoring missing entries and coordinating internal follow-up (Spanish required for foreman troubleshooting conversations).
Basic Billing Reminder
- Calling clients reminding them of their unpaid bills
- Not a formal collections task [ie acquiring a commitment of date and amount for payment]. This is only a reminder communication.
Ad Hoc Admin Tasks
- Provide any back-office clerical task for the Financial Seat / Role.
